Tasks Report

Report Overview

The Tasks Report lists the tasks your coordinators have recorded, so you can review time, completion and billing in one place. Use it to check how a week's work was recorded, find tasks that were never completed, or pick up billable tasks that are missing their charges.

Where to Find It

1. From the left-hand menu, select Reports.
2. Under Tasks, select Tasks.

All Tasks and My Tasks

Above the table there is a Tasks choice with two options:

All Tasks
Every task you are allowed to see across the organisation.

My Tasks
Only the tasks assigned to you.

Admins and Managers can switch between the two, and the report opens on All Tasks. For Team Members, the report always shows My Tasks.

Total Billable and Unbillable Hours

Two summary cards sit above the table:

Total Billable Hours
The billable time across every task in the report.

Total Unbillable Hours
The unbillable time across every task in the report.

Both cards reflect the filters you currently have applied, so they update as you change the date range or narrow the report down.

Report Columns

Click any row to open the task viewer, where you can see the full task, its case notes and its charges.

The Date, Completed, Coordinator, Participant, Name, Billable and Time columns can all be sorted by clicking the column heading. The report opens sorted by Date, newest first.

Date
Date of the task.

Completed
A ticked box when the task has been marked as complete, and an empty box when it hasn't.

Coordinator
The coordinator the task is assigned to.

Participant
The Participant who the task is for.

Name
Name of the task.

Billable
An icon marks an unbillable task. Billable tasks show nothing in this column.

Time
The total time recorded against the task, shown in hours to two decimal places. This is billable time and unbillable time added together, not billable time alone. Tasks with no time recorded show a dash. For the billable-only and unbillable-only figures, use the two cards above the table.

Report Filters

Date
The date range the report covers, matched against the task's date. This filter is always applied and cannot be cleared. It opens on the current week, Monday to Sunday. Quick presets cover last and this week, fortnight, month, quarter and year; to look at a future date range you will need to set the dates yourself.

Search
Free text search that matches the task name. It does not search Participant or coordinator names.

Participant
Filter to one or more Participants. Includes an Unassigned option so you can find tasks that were never linked to a Participant.

Billable Status
Show only Billable or only Unbillable tasks.

Region
Filter to one or more Regions, including an Unassigned option. A task matches when its Participant or its coordinator belongs to a selected Region. This filter only appears if your organisation uses Regions.

Team
Filter to the tasks assigned to the members of one or more Teams. Teams are part of Astalty Premium, and this filter only appears if your organisation uses Teams.

Team Member
Filter to the tasks assigned to specific team members, including deactivated ones.

Completed Status
Narrow the report by how far along the task is:

• Completed - the task has been marked as complete.
• Incomplete - the task has not been marked as complete, whatever its date.
• Outstanding - the task has not been marked as complete and it is dated on or before today. Tasks dated in the future are not counted as outstanding, because there is still time to do them. See Outstanding Tasks for more on what this means.

Has Charges
Show only tasks that do (Yes) or do not (No) have charges attached.

This filter checks only whether a task has any charge. It does not check the charge status, whether it has been invoiced, or whether the task is billable. An unbillable task with a charge still counts as Yes. See Finding tasks that are missing charges for a practical filter combination.

Finding tasks that are missing charges

Use this report before invoicing to find completed billable tasks that have no charges.

Set the filters to:

• Date - the period you are about to invoice
• Has Charges - No
• Billable Status - Billable
• Completed Status - Completed

Whatever is left in the list is completed billable work with nothing to bill against it. Click into each task to add the charges it should have had.