Daily Tasks

What Daily Tasks does

Daily Tasks turns a list of recurring jobs, like watering greenhouse 3 or restocking the register candy, into an actual task on someone's list every morning, without anyone having to type it in again.

Each morning, every duty that's due that day becomes a real task, assigned to whoever owns it. If a duty isn't finished by the next morning, it doesn't disappear and it doesn't get replaced by a fresh copy. It stays on the list and shows how many days late it is, so nothing quietly falls off the radar.

Setting up the duty roster

Open Tasks > Roster. This is the master list of recurring jobs, not today's work. Today's work is the Board, covered below.

Click + Duty to add one, or Edit on an existing row. For each duty you set:

• Duty: a short name for the job, like "Water greenhouse 3."
• Who: the person responsible for it.
• When: Morning, Afternoon, or Anytime.
• Days: which days of the week it applies to. Tick at least one. A duty with no days can never come due, so the form will not let you save it that way, and any older duty saved without days is flagged "never runs" in red on the Roster.
• Season: a start and end date, for work that only happens part of the year. Leave both dates empty and the duty runs year-round.
• Needs a manager to sign off: turn this on for jobs where checking the box isn't enough on its own. See "Duties that need manager sign-off" below.
• Active: turn a duty off without deleting it. An inactive duty stops generating tasks but stays on the roster so you can turn it back on later.

Duties don't need to be re-entered. Once a row is on the roster, it keeps generating its own task every day it's scheduled for, on its own, with no further action from anyone.

Running the morning standup

Open Tasks > Board. It shows today's work for the whole crew, grouped by person and then by Morning, Afternoon, or Anytime. Anyone currently clocked in shows an "on the clock" tag next to their name, and anything carried over from a previous day shows how many days late it is.

Print the Board for the morning standup and it comes out one person per sheet, so each crew member can walk off with just their own page. Use it to walk the store together.

Duties set up on the Roster appear on the Board automatically. If you spot something during the walkthrough that isn't a recurring duty, go to Tasks > My Tasks and click + Task (the Board itself has no such button). Assign it to someone and pick a slot — Morning, Afternoon, or Anytime — under "Today's board" in the New Task form. It appears on the Board right away, alongside the roster duties, and is chased by the 2 PM nudge and 5 PM report just like any other task. Leave the slot blank and it's an ordinary task that doesn't show up on the Board, same as before.

Entering work that was done on paper

If a duty was ticked off on a paper sheet, it is not done as far as VMX is concerned until someone enters it into the system. VMX has no way to know a paper checkmark happened. Until the task is marked complete on a device, it stays open, and the 5 PM report (see below) will list it as not done, even if it was finished hours earlier.

This is the single most likely way Daily Tasks tells the manager something that isn't true, so treat it as a real step in the day, not an afterthought. Agree with your manager on who is responsible for going through the paper sheets and marking the matching tasks complete in VMX before 5 PM. If that doesn't happen, expect the end-of-day report to show work as missed that was actually finished.

The three emails

Three automatic emails go out during the day. All three cover today's Board — roster duties and anything added by hand during the walkthrough with a slot set.

7 AM: a copy of the Board is emailed out, so it's on hand even before the standup walkthrough starts. A day with nothing due sends no email.

2 PM: anyone who still has open morning work gets an email listing it. This only covers morning work; afternoon work isn't late yet at 2 PM, so it isn't included.

5 PM: one email goes out listing everything not done for the day. Work that's carried over from an earlier day is called out as late; work that was simply due today and not finished yet is listed too, but without the "late" flag, since the day isn't over.

The 7 AM Board copy and the 5 PM report each go to whoever is set up to receive them — set the recipients under Admin > Emails, and more than one person can be on either list. If someone doesn't have an email address on file, they don't get the 2 PM reminder. Their open work still shows up on the 5 PM report, so nothing is missed, it just isn't nudged directly to that person.

Duties that need manager sign-off

Some jobs are important enough that checking a box shouldn't be the end of it: a chemical mix, a safety check, anything you want a second set of eyes on. Turn on Needs a manager to sign off when setting up the duty on the Roster.

When a crew member checks off a sign-off duty, it doesn't disappear from the Board. It stays there marked "waiting on sign-off" until it's approved. Approval is done by whoever set the duty up on the Roster in the first place, from their own Tasks list, not from the Board.

When a duty stops appearing

If the person assigned to a duty is disabled or no longer on file, the Roster shows that row with an "orphaned" tag, and the duty stops generating tasks until it's reassigned. Check the Roster page from time to time, especially after someone leaves, so duties don't silently go quiet.

Separately, a duty whose assignee has no email address on file shows a "no email" tag on the Roster. That person can still see and complete the task normally, they just won't get the 2 PM reminder if it's still open.