Tasks

You can track the work your space needs done as tasks: create and assign them, make them repeat, group them into task lists, and complete them on the web or in the app.

What a task is

A task is one piece of work for the space, such as “Restock the sanding discs”. It has a Title, a Status, a Priority and, if you want, a due date, a description and the people or groups who should do it.

• Status is To do, In progress, Waiting, Completed or Cancelled. MakerOps sets Expired itself, for example on the open tasks of a task list you archive.
• Priority is Low, Normal, High or Urgent. The list sorts by priority, then by due date.
• A task linked to a machine is an equipment maintenance task. It also shows on the machine’s Maintenance tab and in Fleet Maintenance (see Equipment & maintenance). A task linked to an area and no machine is a facility task. Every other task is a regular task.
• A task can have a checklist, sub-tasks and updates (comments), and it can repeat on a schedule.
• A task can be on one or more task lists.

Tasks are not to-dos. A task is work for the space; a to-do is a requirement on one person’s account, such as finishing a training.

Where tasks are

• Web: click Tasks in the sidebar. The number beside it counts your open regular tasks that are due within 3 days or overdue. Task Lists is a button at the top of the Tasks page.
• App: tap Tasks. My Tasks lists tasks, and Lists lists task lists. Machine maintenance has its own Maintenance screen (see Sweep a fleet in the app).

Tasks shows only for roles with View tasks.

Create a task

Web:

1. Open Tasks and click New Task.
2. Enter a Title, and a Description if you want one.
3. Choose a Status and a Priority. A new task starts as To do and Normal.
4. Under Due date, pick a date. The time starts at 5:00 PM; change it if you need to. Dates and times are in your space’s time zone.
5. If the task is about a place or a thing, choose its Area, its Equipment or an Inventory item.
6. Pick people under Assign to members and groups under Assign to groups. You can pick several of each. These fields need Assign tasks.
7. To put the task on task lists, click them under Task lists.
8. Click Create Task.

Everyone you assign gets a notification, and so does everyone in each group you assign.

To add a task faster, click Add a task… at the top of the list, enter a title, set any of the other cells in that row, and click Add.

App:

1. Tap Tasks, then + on My Tasks.
2. Enter a Title, and Details if you want them.
3. Choose a Priority.
4. Under Due, tap No date, Today, Tomorrow, Next week or Pick date…. Today, Tomorrow and Next week set 5:00 PM in your space’s time zone.
5. Assign to me starts ticked. With Assign tasks, tap Assign to people or a group to add others.
6. Tap Create task.

A task doesn’t take a photo or file requirement of its own. That comes from a machine’s maintenance schedule (Requires photo or Requires file in Maintenance schedules).

Add a checklist

1. Open the task: double-click its row, or open its row menu and click Edit task.
2. Under Checklist, enter an item in Add checklist item… and click Add. Repeat for each item, up to 20.
3. Click Save Changes.

Ticking an item in Edit Task saves it at once. Ticking every item doesn’t complete the task.

Add sub-tasks

A sub-task is a task inside another task. Sub-tasks go one level deep.

1. Open the task’s row menu and click Add sub-task, or click Add sub-task under Sub-tasks in Edit Task.
2. New Task opens with “Sub-task of:” and the parent’s title. Fill it in and click Create Task.

Add inventory check under Sub-tasks adds a sub-task named “Check:” and the item’s name. When someone completes a sub-task and every sub-task is then completed, cancelled or expired, MakerOps completes the parent task too. To make a sub-task a task of its own, click Unlink from parent beside it.

Find a task

The Tasks list opens on Active tasks and Regular tasks. Active tasks is everything except Completed, Cancelled and Expired. Tasks linked to a machine or an area are hidden until you change the type filter.

• Search tasks… matches task titles.
• The status filter offers All statuses, Active tasks and each status.
• The type filter offers Regular tasks, Equipment, Facility and All types.
• You can also filter by priority, area and list (All lists shows once your space has a task list).
• Tick My tasks for tasks assigned to you or to a group you’re in.
• Tick Overdue for open tasks whose due time has passed.
• Click Clear to reset the filters.

To see every task of one repeating series, click its schedule in the Repeat column. A “Series:” chip shows the filter. The list shows 50 tasks a page.

In the app, My Tasks shows open tasks only. Tap Assigned to me or All tasks, or enter words in Search tasks. Under Assigned to me, your active task lists appear above the tasks. The app’s list leaves out tasks linked to a machine or an area: machine tasks are on Maintenance.

Complete a task

Web:

• Click Complete on the task’s row. The task is completed at once, and the message that confirms it has an Undo (shown to people with Edit tasks). For a task that needs a photo or file, Complete opens Complete with notes instead.
• To add a note, open the row menu and click Complete with notes. Enter a Completion note (optional) and click Mark Complete.
• On a task’s own page, click Complete. For a task that needs a photo or file, it opens Complete task to collect it. A completed task there has Reopen.
• To complete several, tick their rows, click Complete above the list, then click Complete All. Tasks already completed or cancelled are skipped, and so are tasks that need a photo or file and tasks that aren’t yours to complete; the message says how many it skipped and why.

To change a status without completing, click the status on the row and choose one, or use Mark as in progress or Mark as waiting in the row menu.

App: open the task and tap Mark complete.

You can complete a task that is assigned to you or to a group you’re in. The Owner and Admin roles can complete any task. Bulk complete equipment tasks lets you complete any machine’s maintenance, assigned or not.

Complete a task that needs a photo or a file

Tasks from a maintenance schedule with Requires photo or Requires file need the photo or file before they can be completed.

• Web: open the row menu and click Complete with notes. Complete Task has a Photo or File field marked required. Choose the file (a photo is an image; a file can be an image or a PDF), then click Mark Complete.
• App: the task shows Photo required or File required. Tap Take photo or Choose, then tap Mark complete. Until you attach one, the button reads Attach a photo to finish. The app attaches photos only; attach a PDF on the web.

Every way of completing a task enforces this, including a status change and Edit Task. Completing several at once skips such tasks and says how many; open each one to add the photo or file.

Make a task repeat

A task can repeat on its own: MakerOps creates the next one when it falls due.

1. Open Tasks and click New Task, or open a task’s Edit Task. Add one-time task on a machine’s Maintenance tab opens New Task for that machine.
2. Tick Repeat.
3. Choose Repeat every (Daily, Weekly, Monthly, Quarterly, Yearly or Custom) and enter an Interval from 1 to 365. Custom repeats every so many days.
4. Choose When to schedule: Fixed schedule or After completion.
5. Choose what happens If overdue (see How repeating tasks run).
6. Pick a Due time if every task should be due at the same time. New Task also has First occurrence. When it’s the same day as the task’s due date, the task you save is the schedule’s first occurrence. If you pick a different day, the schedule starts on that day, and the task you save still counts toward After N occurrences.
7. Under Ends, choose Never, After N occurrences (then enter Max occurrences) or On a date (then pick the End date).
8. Click Create Task or Save Changes.

In the Add a task… row, click the Repeat cell to set the same things in Recurrence, then click Done. Remove recurrence turns it off.

On a repeating task, Edit Task notes “Changes update the schedule for all future occurrences”. A repeating task can’t be put on a task list from the drawer: Task lists hides while Repeat is ticked.

How repeating tasks run

• MakerOps creates each repeating task early on the day it’s due, by your space’s time zone.
• With Fixed schedule, each task is due one interval after the one before, on the calendar.
• With After completion, the next task is due one interval after someone completes the previous one, and appears on that day. While a task from the schedule is still open, no new one is created.
• If overdue applies when the next task is created after its due time has already passed, for example after a missed day:
  • Generate anyway creates it.
  • Wait for completion creates nothing while an earlier task from the schedule is open, and moves the schedule on to its next date.
  • Auto-cancel previous sets the open earlier tasks to Cancelled and creates the new one.
  • Flag & generate marks the open earlier tasks Flagged overdue and creates the new one.
• After N occurrences stops once there are that many tasks, counting the task you saved as the first.
• The End date is a day on your space’s calendar, and that day is included: a task due on it is still created. The schedule stops once its next task would fall after the end date. A weekly task that starts on a Monday and ends that Friday creates only Monday’s task. If you move the end date before the next task’s date, the schedule stops without creating it.
• When a schedule ends, tasks it already created stay as they are.
• Each new task gets the repeating task’s people, groups and checklist (unticked). Changing its checklist applies to the tasks that come after.
• When you change who a repeating task is assigned to, on the web or in the app, MakerOps asks This task only or This and future tasks. This and future tasks also changes who later tasks go to. For machine maintenance that follows its machine type’s fleet plan, new assignees apply to this task only; change later ones on the machine type.
• Only the task drawer has Ends. The New Recurring Template form and machine-type schedules don’t.

Note: Unticking Repeat stops the schedule, and so does deleting a repeating task. The task you untick stays as a one-time task.

Duplicate a task

Open the task’s row menu and click Duplicate. The copy appears in the list as ”… (copy)”, with the status To do.

The copy gets the original’s description, checklist (with every item unticked), priority, due date, area, machine, inventory item, and assigned people and groups. It doesn’t get the original’s task lists, repeat schedule, sub-tasks, updates or attachments. A copy of a sub-task is a task of its own.

Needs Create tasks.

Edit or delete a task

• To edit, double-click the task’s row or click Edit task in its row menu. Change what you need and click Save Changes.
• To edit several, tick their rows and click Edit above the list. Fill in only what should change and click Apply Changes.
• To post an update, click the comment icon on the row (Add comment), write the update in Add Update, and click Post update. A task’s page has Details, Updates and History tabs.
• To delete, click Delete in the row menu and confirm with Delete task. The task and its updates are removed for everyone.

Task lists

A task list groups tasks for a session or an initiative, such as “Summer 2026 sprint”. A task can be on several lists. Open Tasks and click Task Lists. The page has Active, Archived and Templates tabs. Templates shows only with Manage task lists.

A list can have Starts on and Ends on dates. A list whose Ends on date has passed moves to Archived with an Ended badge; give it a later Ends on date to bring it back to Active.

Create a task list

1. Open Tasks and click Task Lists.
2. Click New Task List.
3. Enter a Name, and if you want them a Description, Starts on and Ends on dates and a Color.
4. Click Create List.

To add tasks, open the list and click Add Task or Add a task…: enter a title, choose an assignee, area, priority and due date, and click Add. You can also pick the list under Task lists when you create or edit a task. View all in Tasks → opens Tasks filtered to the list.

In the app, tap Lists, then +. Enter a List name, pick a color and tap Create list. Inside a list, tap New task in this list, or Add existing tasks with Manage task lists.

Archive or delete a task list

• To archive, click Archive list on the list, then Archive list again. Its open regular tasks become Expired. The list moves to Archived with its tasks.
• To bring it back, open Archived and click Restore. Its expired tasks go back to To do.
• To delete, click Delete list and confirm. The list is removed, but its tasks are not deleted.

Make a list template

A template is a task list you reuse, such as a monthly safety checklist. Each list made from it has the same tasks.

1. Open Task Lists, click Templates, then New Template.
2. Enter a Name, and if you want them a Description and a Color.
3. Under Name pattern, enter how each list is named. Click Month, Month (short), Year or Quarter to insert that part. Without a pattern, a list is named after the template and its month, such as “Safety checklist — October 2026”.
4. Under Repeat, choose Never — create manually each time, Weekly — every (then pick a weekday), Monthly — on the (then pick a day), Select months or Custom interval.
5. Under Create list … days before the scheduled date, enter how many days early to create it (0 creates it on the date).
6. Under Task items, click Add task for each task. Enter its title and choose its priority, how many days into the list it’s due, and its assignee.
7. Click Create Template.

To make a list from a template now, click Use. Pick the Month, or for a Weekly or Custom interval template the day it Starts on. Change the List name if you want, and click Create list.

A list made from a template covers the template’s period: a Weekly template makes a one-week list named after its first day, a Custom interval template a list as long as its interval, and a Monthly or Select months template a calendar-month list that starts on the 1st (or on the day under Starts on the) and ends on the month’s last day. Each task is due its number of days after the start. A template that repeats makes its lists early each morning when they fall due.

In the app, repeating templates are under RECURRING on Lists. To start one, tap + on Lists, choose how it REPEATS, and tap Create recurring list. Then tap Add checklist item for each task.

Who can do what

Each action needs a permission on the roles screen (see People, roles & permissions).

To	You need
Open Tasks, a task’s page, and Task Lists	View tasks
Create a task, sub-task or inventory check, or click Duplicate	Create tasks
Save Edit Task, change a status from the list (other than to completed), tick checklist items, Unlink from parent, Reopen, Undo	Edit tasks
Complete a task in any way: Complete, Complete with notes, a status change to completed, Edit Task saved as completed, Mark complete in the app	Complete tasks
Complete several at once	Complete tasks
Edit several at once	Create tasks (plus Assign tasks to set assignees)
Assign a task to anyone but yourself, assign groups, or change assignees (web, app and bulk edit)	Assign tasks
Delete a task	Delete tasks
Create, edit, archive, restore or delete task lists, and make or use templates	Manage task lists
Add a task inside a list	Create tasks

Without Assign tasks, a new task can only be assigned to you, with no groups, and editing a task can’t change who it’s assigned to. If you dictate a task for someone else in the app without it, the task is assigned to you and the app says “You can’t assign tasks to other people, so this one is assigned to you.” Ticking Repeat needs only Create tasks on a new task or Edit tasks on an existing one.

Completing also needs the task to be assigned to you or your group, unless you hold Owner or Admin, or it is machine maintenance and you have Bulk complete equipment tasks (see Complete a task).

Note: Out of the box the Staff role has Create tasks and Complete tasks but not View tasks, so Staff don’t see Tasks until you turn View tasks on for them.

What members and students see

People who hold only the Member, Student or Guest role have no Tasks tab in the app. On the web, Tasks shows only for roles with View tasks, and Member and Student don’t have it out of the box.

Members still create work for staff when they report a problem with a machine: the report becomes a high-priority task (see Problem reports). What members get assigned to them is a to-do, not a task.