Understanding Tasks

What is a Task?

In previous systems, you may be familiar with the concept of case notes being the "thing" you bill for. In Astalty, a Task is the billable item, and you can add your case notes to a Task.

You can record the Participant and billable time first, then return to write the case note later.

Use a task to record notes, billable time, additional task charges and documents for a piece of work.

Each task has two tick boxes, Billable and Completed, rather than a status. Once any of its charges is invoiced, parts of the task lock. See Invoiced Tasks Are Locked.

Tasks on the Task Board are different from support tasks, the checklist a Support Worker completes during a shift, including mandatory ones. For those, see Support Tasks.

How Tasks and Notes are different

The best way to describe the difference between** Tasks and Notes** is to consider this;

a Task is a thing that you are doing
Notes describe and provide context to the thing you are doing

An example of a Task might be;

Follow up with SIL provider for John
Return missed phone call from Sally
Discuss options for community access providers with Jane

It's important to remember that Tasks can have several Notes - you are not limited to a single Note per Task.

Astalty gives you the option to mark a Task as billable (default) or unbillable. If a Task is not marked as billable, any associated time and charges will not be invoiced and the time will not count towards your billable hours, however you can still record everything else as you usually would.

Unticking Billable also takes the task's charges out of any draft invoice batch they are in.

Tasks aren't just for Coordinators

Admins, Managers and Team Members each have their own Task Board, which you can use like a to-do list to keep track of outstanding items and your time through the day. Support Workers don't have access to Tasks.

Who Can Do What With Tasks

Every task has an owner: the user whose Task Board it sits on. You can edit, delete and add notes, charges, documents and Goals to the tasks you own. Admins and Managers can also edit or delete tasks owned by other users. When you open a task you can't edit, its fields are read-only.

Only Admins and Managers can reassign an existing task. Assigning a new task to someone else is included on the Professional plan and above, and a Team Member needs Can delegate Tasks switched on for them.
A Team Member whose employment type is Contractor can't override a charge's price.
You can open another user's task when you can view its Participant (or, for a task with no Participant, the user who owns it) and your notes and tasks visibility allows it. See Notes & Tasks Visibility.

Invoiced Tasks Are Locked

Once any charge on a task has been invoiced, you can no longer:

change the task's name, date or Participant
change Billable, or untick Completed
drag the task on the Task Board
delete the task
change, override or delete the invoiced charge

Once the Primary Charge itself has been invoiced, the task's duration and Primary Charge Item lock as well. Other charges that are not yet invoiced can still be changed.

A charge in an invoice batch that is processing or finalised can't be changed either. Charges in a draft invoice batch can be changed, and the batch total updates.