Basics of Creating Task Groups
Task groups in PayTask are a way to organize related tasks and simplify time tracking and piece-rate payroll calculation. When creating a group, consider the following recommendations:
Group Name
Use short and clear names that immediately reflect the essence of the work. For example:
- ✅ "Morning cleaning" instead of "Tasks for cleaning in the morning"
- ✅ "Daily reporting" instead of "Group 1"
- ✅ "Opening preparation" instead of "Tasks before work starts"
The name should be informative, as clicking on it marks all tasks in the group as completed.
Start Time
The "Time of day to start execution" field is used for sorting tasks on the execution page. Specify a realistic time when this work usually starts:
- Morning tasks — 08:00–09:00
- Daytime tasks — 12:00–14:00
- Evening tasks — 18:00–20:00
This helps employees see tasks in a logical order of execution.
Days of the Week
Select the days of the week when the group is relevant. If a task is performed every day, check all days. For periodic tasks, select specific days:
- Daily tasks — all days of the week
- Workdays — Monday–Friday
- Weekends — Saturday and Sunday
- Specific days — for example, only Monday and Thursday
Non-Daily Groups
Use the "Non-daily task group" flag for tasks that are performed not every day but regularly (for example, weekly inventory or a monthly report). Such groups are displayed in a separate section on the task execution page.
Job Positions
If the group is intended for specific job positions, specify them separated by commas (for example: "manager, administrator"). Leave the field blank if the task is available to all employees.
Creating Tasks in a Group
Tasks are specific actions performed by an employee. Proper task setup ensures accurate piece-rate payroll calculation and effective process management.
Task Name
The name should be specific and clear:
- ✅ "Check product availability in the warehouse"
- ✅ "Process a return for the client"
- ❌ "Warehouse work" (too general)
- ❌ "Task 1" (uninformative)
Payment for Execution
In the "Payment for task execution" field, specify the fixed amount the employer pays for one execution. This is the basis for piece-rate payroll calculation:
- For simple tasks — fixed amount (for example, 50 rubles per check)
- For tasks with variable complexity — average or minimum rate
- If payment depends on time — use "Payment per minute"
Payment per Minute
If the task execution time can vary, use "Payment per minute". A stopwatch and a time entry field will appear on the execution page:
- Suitable for tasks with variable duration
- Allows for accurate tracking of actually spent time
- Combine with "Payment for execution" for mixed payment
Example: cleaning a room can take 20–40 minutes depending on the area. Set payment per minute so that the payment corresponds to the actual work time.
Show Every N Days
Use this field for tasks that are not performed every day:
- 1 day — task is shown daily (default)
- 7 days — weekly task
- 30 days — monthly task
The execution page will show the date of the last execution, which helps control the frequency.
Average Execution Time
Specify a realistic average execution time in minutes. This value is used in reports and helps:
- Plan work time
- Analyze efficiency
- Identify tasks that require optimization
For accuracy, you can use a stopwatch when creating a task — press the "Stopwatch" button and record the actual execution time.
Execution Instructions
Detailed instructions help employees perform tasks correctly and uniformly. Include:
- Step-by-step algorithm of actions
- Important points and nuances
- Quality criteria for execution
- Links to additional materials (if needed)
Instructions are displayed under the task on the execution page and on a separate page when the "ℹ️ Instructions" button is pressed.
Special Task Settings
Important Task
Mark critical tasks that require special attention with the "Important task" flag. Such tasks are highlighted with a red background and an "Important" label, which helps employees prioritize.
Multiple Execution
If a task can be performed several times a day (for example, "Accept an order"), enable "Allow specifying the number of executions". During execution, a field for entering the quantity will appear, and the payment will be multiplied by this number.
Not Checked with Group
Use this option for tasks that must be performed separately from the group. For example, if the "Morning cleaning" group has a "Check fire alarm" task that needs to be performed independently of the others or not every time.
Hide in Report
The "Hide in task report" flag hides a task or group from the public task report but keeps it visible for confirmed employees. Use for internal tasks not intended for public viewing.
Organizing the Work Process
Logical Grouping
Combine into one group tasks that:
- Are performed at the same time of day
- Are related by one goal or process
- Require the same execution conditions
Example of good grouping: the "Opening shift" group includes tasks: "Check the cash register", "Turn on equipment", "Check product availability".
Task Sequence
Arrange tasks in the group in a logical order of execution. Use the "Up" and "Down" buttons to change the order. The first tasks should be those that need to be done earlier.
Balance of Detail
Do not create too small tasks (for example, "Take a rag", "Wet the rag", "Wipe the table"). Combine related actions into one task:
- ✅ "Wipe tables in the hall" — one task
- ❌ "Take a rag", "Wet", "Wipe table 1", "Wipe table 2" — excessive detail
At the same time, do not make tasks too general. "Prepare the store for opening" is too broad. Break it down into specific tasks: "Check the cash register", "Turn on the lights", "Arrange the goods".
Optimization for Payroll Calculation
For accurate piece-rate payroll calculation, consider the following:
- Specify real payment amounts — this is the basis for automatic payroll calculation
- Use payment per minute for tasks with variable execution time
- Combine both payment types — fixed amount + payment for time for complex tasks
- Regularly check the average execution time — adjust based on actual data
- Use the "Needs revision" field for tasks that need to be improved or optimized
Properly configured tasks and task groups are the basis for effective process management and accurate time tracking. Following these recommendations, you will create a structure that simplifies work and ensures fair calculation of piece-rate wages.