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Action Items

Action Items

Action items are a mini to-do list, but can be added for each event, person, resource, or client (eg. each event can have it's own list of action items which be assigned to different people as needed). Action items can be assigned to people, and can have a due date assigned, as well as a title and description with more information about what needs to be done.

When someone is assigned to an action item, they will be notified via email, as well as when any changes to the action item take place. When the assignee has completed the action item, the creator will also be notified.

As the due date approaches, the person the action item is assigned to will receive a reminder, both 5 days and 1 day prior to it expiring, as well as reminders every week thereafter until it's been completed. If a person opts to receive notifications and reminders via SMS, then they'll also receive these reminders via SMS.

Checklists can also be setup for action-items & check-lists which generally need to be followed for each shift, or in various circumstances (or even manually added as required). More information.

Adding Action Items

 

Action items can be added in various ways;

  • To specific events

  • To individual clients (ie. ACME Inc, whom might be associated with some of your events)

  • To resources (ie. a vehicle / piece of equipment / etc)

  • To people (ie. someone you have in your organisation)

Action items have various associated information, such as a title (ie. a brief summary of what needs to be done), a description (more details), a date it’s due, status, whom it’s assigned to.

Assignee type

Action items can be assigned to people or teams as required;

  • Unassigned; This action-item isn’t assigned to anyone in particular, thus it may go unnoticed or uncompleted

  • A specific person; Notifications & reminders are sent when action-items are assigned to a specific person.

  • Event - person in charge; Available for action items related to events, this shows the action item as being assigned to the person in charge of the event.

  • Event - people rostered; This shows the action item as being assigned to the people whom are rostered & are attending the event (ie. haven’t been marked as ‘Withdrawn’)

  • Managers; This refers to anyone whom can manage the event/person/etc the action item relates to - ie. edit the event / person / resource / client

  • Anyone in group; This relates to anyone whom is part of a group - a specific group can be specified (ie. “Admin Team” / “Trainers” / etc), or if left blank, the group assigned to the related information with will be used - ie. the group the event the action-item relates to, or the client, etc.

  • Managers in group; This uses the same concept as the ‘Anyone in group' setting (above), but instead of allowing in the group to see the action item, it’s restricted to managers of the respective records (ie. people whom can edit clients if the action item relates to a client, etc).

 

Visibility

You can also change whom can see the action item if required;

  • View; (default setting) Normally, anyone whom can see the record an action item is associated with, can also see the action item - ie. if it relates to an event, this means that anyone whom can view the event will also be able to see the action item.
    This option is useful for action-items which anyone can do, and can promote collaboration amongst team members to assist in tasks that might not necessarily be assigned to them (ie. prepare a vehicle for a shift)

  • Rostered; Only show action items to people rostered to the event (if the action-item is associated with an event).
    Any whom can manage rostering/event details, and those whom are assigned to the event can also see these action items.
    This option might be useful for situations where action items should be shown to the people rostered (ie. picking up / preparing certain equipment before a shift), and can help in giving people rostered to an event visibility of planning & action items required for the event to run smoothly.

  • Manage; Limit showing action items to people whom can manage the event/person/etc which the action-item is associated with (action items are also shown to people the action item is assigned to)

  • Assigned to; Limit showing action items to people whom are assigned to the action item. This might be suitable for use in more sensitive action-items - ie. invoicing in a particular way by a book-keeper, following up certain quotes & client-account management by that team, etc.
    Administrators can still see these action items.