Checklist for task scheduling

Scheduling tasks is a simple process within the Web. However, it may seem confusing because it is at this stage that several entries in the system converge: Employees, Points of Sale, Products, Itineraries and Forms. Thus, the planning and design of your operation is critical to the success of the scheduled tasks.

In the employee registration, it is important to observe the following fields:

• Employee Status, if marked as Active.
• Access Profile, if indicated for the hierarchical level that can attend to tasks.
• Regionals, if registered in the regions where the points of sale belong.
• Field Team and Mobile Access, if they have permission to access the app.

Under points of sale registration and products, if your operations works with product assortments, note that the registration matches the survey items that will be enabled for selection when scheduling the task. In the itinerary registration, you must observe the types of itineraries registered for each employee, whether periodic, weekly or every fifteen days.

In the form configuration, it is important to observe the following fields:

• Objective, which will impact the list of search items for selection when scheduling the task. It will only be generated if the information matches.
• Product origin, since if it is marked with competitor, the competitor's products need to already be registered in the system. If they are not, the task will not be generated.
• Who can answer it will define the list of access profiles available in the scheduling.
• Related to the point of sale will define whether or not the list of survey items will be enabled in the scheduling.

On the Task Scheduling page, some fields have particularities in the registration:

• How often are the tasks sent? If the frequency of the form is Daily, the task will be sent every day of the week, including weekends and holidays. Therefore this field is related to the type of task sending, because if it is sent to all itineraries or all POS with itineraries, care must be taken so that employees have their itineraries registered with special attention paid to weekends, holidays and absences, so that the task is not compromised.
• End Date x Answer deadline: The end date determines the end of the period for sending the task to its destinations. The deadline to answer the task is the number of days that the task will be available for the employee to answer it.
• Form: The type of form chosen will determine whether the Survey Items field is enabled. Remember: in the form's configuration objectives, it is defined whether it is linked to products or not.

Now that you have reviewed the particulars of the fields and how the system entries relate to each other, below are four step-by-step checklists for filling out the scheduled tasks registration. They are described according to the the type of task sending:

• All selected POS
• All Itineraries
• Only POS with Itinerary
• Selected itineraries
• Each POS in the employee´s itinerary (in pilot)

SEND TO ALL SELECTED POS

In this type, the surveys are sent to all points of sale selected in the Who will receive the task tab, including those that are not in any itinerary. If an employee takes on a POS with tasks, they will receive the survey.

These definitions should already be planned when creating the form, relating them or not to the points of sale. If it is related, the task will be generated for the point of sale. If not, it will be generated for the employee.

To schedule a task that will be sent to all selected POS, follow the checklist:

1. Status of the scheduling: Mark the status as active;
2. Name of the Scheduling: Choose the name of the task that will appear in the app;
3. Task Groups: Choose a survey category group, if any;
4. Start Date: Indicate the start date of the scheduling, the period always starts on the next day;
5. End Date: If continuous, leave blank;
6. Send tasks to: Select the All selected POS option;
7. How often are the tasks sent? Select the frequency that the schedule will repeat:
   1. Daily;
   2. Weekly, choosing the day of the week to create the task;
   3. Every two weeks, choosing the day of the week to create the task;
   4. Monthly; choosing the day of the week to create the task;
8. Answer deadline: Fill out the deadline (in days) for the employee to answer the task;
9. Form: Choose the form of the task;
10. Access Profiles: Choose the group where this task will be active. When creating the form, only the access profiles you have already selected that can serve you will appear. 
11. Can items be selected?: If necessary, check this option to allow the employee to select which survey items they will answer from the total list of items.
12. Survey Items: If the form involves products, select them from the Survey Items list and then, click on Save and Continue.
13. On the Who will receive this task tab, select the points of sale and click on Save.
     

SEND TO ALL ITINERARIES

In this type, the survey is sent to the points of sale that are selected in the itinerary of one or more employees, even to a POS with duplicate itineraries. In other words, if two employees serve the same point of sale, both will receive the survey.

To schedule a task that will be sent to all itineraries, follow the checklist:

1. Status of the scheduling: Mark the status as active;
2. Name of the Scheduling: Choose the name of the task that will appear in the app;
3. Task Groups: Choose a survey category group, if any;
4. Start Date: Indicate the start date of the scheduling, the period always starts on the next day;
5. End Date: If continuous, leave blank;
6. Send tasks to: Select the All itineraries option;
7. How often are the tasks sent? Sending to all itineraries has a fixed daily frequency;
8. Answer deadline: Fill out the deadline (in days) for the employee to answer the task;
9. Mobile scheduling?: If this option is checked, the employee can search for a point of sale in the app and include it in their itinerary. When they check-in (if the form requires it) they can answer the task; 
10. Form: Choose the form of the task;
11. Profile Accesses: Choose the group where this task will be active. When creating the form, only the access profiles you have already selected that can serve you will appear. 
12. Can items be selected?: If necessary, check this option to allow the employee to select which survey items they will answer from the total list of items.
13. Survey Items: If the form involves products, select them from the Survey Items list and then, click on Save and Continue.
14. On the Who will receive this task tab, select the points of sale and click on Save.
     

ONLY SEND TO POS WITH ITINERARIES

This type is similar to sending the itinerary to everyone. However, the recipient of the tasks is not the points of sale, but rather the employee's exact itinerary. In other words, there isn´t a sending frequency, but rather specific days to send the tasks are selected.  

To schedule a task that will be sent to all itineraries, follow the checklist:

1. Status of the scheduling: Mark the status as active;
2. Name of the Scheduling: Choose the name of the task that will appear in the app;
3. Task Groups: Choose a survey category group, if any;
4. Start Date: Indicate the start date of the scheduling, the period always starts on the next day;
5. End Date: If continuous, leave blank;
6. Send tasks to: Select the Selected Itineraries.
7. How often are the tasks sent? Sending to all itineraries has a fixed daily frequency since tasks are sent on specific days;
8. Answer deadline: Fill out the deadline (in days) for the employee to answer the task;
9. Form: Choose the form of the task;
10. Profile Accesses:  Choose the group where this task will be active. When creating the form, only the access profiles you have already selected that can serve you will appear. 
11. Can items be selected?: If necessary, check this option to allow the employee to select which survey items they will answer from the total list of items.
12. Survey Items: If the form involves products, select them from the Survey Items list and then, click on Save and Continue.
13. On the Who will receive this task tab, select the itineraries and click on Save.
     

SEND TO ALL SELECTED ITINERARIES

This type is similar to sending the itinerary to everyone. However, the recipient of the tasks is not the points of sale, but rather the employee's exact itinerary. In other words, there isn´t a sending frequency, but rather specific days to send the tasks are selected.  

To schedule a task that will be sent to all itineraries, follow the checklist:

1. Status of the scheduling: Mark the status as active;
2. Name of the Scheduling: Choose the name of the task that will appear in the app;
3. Task Groups: Choose a survey category group, if any;
4. Start Date: Indicate the start date of the scheduling, the period always starts on the next day;
5. End Date: If continuous, leave blank;
6. Send tasks to: Select the Selected Itineraries.
7. How often are the tasks sent? Sending to all itineraries has a fixed daily frequency since tasks are sent on specific days;
8. Answer deadline: Fill out the deadline (in days) for the employee to answer the task;
9. Form: Choose the form of the task;
10. Profile Accesses: Choose the group where this task will be active. When creating the form, only the access profiles you have already selected that can serve you will appear. 
11. Can items be selected?: If necessary, check this option to allow the employee to select which survey items they will answer from the total list of items.
12. Survey Items: If the form involves products, select them from the Survey Items list and then, click on Save and Continue.
13. On the Who will receive this task tab, select the itineraries and click on Save.
     

EACH POS IN THE EMPLOYEE´S ITINERARY

For this type, surveys are sent only once to each point of sale that is on the itinerary of one or more employees, within the determined frequency. For example, on a weekly frequency, if an employee visits the same POS more than once, they will only receive the task on the first visit. If two employees visit the same store in the same period, both receive the task.

To schedule a task that will only be sent to POS with itineraries, follow the checklist:

1. Status of the scheduling: Mark the status as active;
2. Name of the Scheduling: Choose the name of the task that will appear in the app;
3. Task Groups: Choose a survey category group, if any;
4. Start Date: Indicate the start date of the scheduling, the period always starts on the next day;
5. End Date: If continuous, leave blank;
6. Send tasks to: Select the Each POS in the employee´s itinerary option;
7. How often are the tasks sent? Select the frequency that the schedule will repeat:
   1. Daily;
   2. Weekly, choosing the day of the week to create the task;
   3. Every two weeks, choosing the day of the week to create the task;
   4. Monthly; choosing the day of the week to create the task;
8. Answer deadline: Fill out the deadline (in days) for the employee to answer the task;
9. Form: Choose the form of the task;
10. Profile Accesses: Choose the group where this task will be active. When creating the form, only the access profiles you have already selected that can serve you will appear. 
11. Can items be selected?: If necessary, check this option to allow the employee to select which survey items they will answer from the total list of items.
12. On the Who will receive this task tab, select the points of sale and click on Save.