⚠️ Tasks are the foundation of access control - Tasks Drive Access
A role, group, or event is only valid if all its associated tasks are completed.
Tasks = collecting info, uploading documents, completing training, etc.
No completed tasks → No site access.
Steps to Add a Task
Follow these simple steps to create and organize a new task, helping you stay on track and manage your work more effectively.
1. Navigate to the Tasks Page
From the left menu, go to Configuration → Tasks.
2. Add a New Task
Click the “+ ADD TASK” button (top right corner).
A form will appear titled “Add Task”.
3. Fill in Task Details
Complete the required fields:
Field | Description / Instruction | Example |
Task Name* | Enter a clear name for the task. | Account Setup, Safety Briefing |
Description | Add details about what the task involves. | This task asks users to complete a short questionnaire after watching the safety training video. |
Type* (see Task Types and Their Structure below for more information) | Choose the type from the dropdown. | User (simple), User (custom), company (custom), event (custom), approval |
Valid For | Select a time period. Defines how long the completed task remains valid before automatic renewal. | 1 year |
Estimated Duration | Enter the average time (in minutes) it usually takes to complete the task. | 20 minutes |
Can be completed by (see Task Completion Permissions below for more information) | Define who has permission to complete the task. | Everyone, Assigned user only, Kiosk/Tablet users only, Selected Roles only. |
4. Save the Task
Once all required fields are filled, the SAVE button will activate.
Click SAVE to add the new task to the task list.
5. Review & Manage
The new task will appear in the task list with columns: Name, Type, Valid For, Estimated Time, Access Scope.
You can return later to edit or manage tasks.
👉 Task Types and Their Structure:
1. User (Simple)
Preconfigured task form that captures the standard information usually required from users.
Can include requests for:
ID details (e.g., driver’s license, passport)
Face image (to enable face authentication at XS1 devices)
Ideal for common, repeatable requirements across most users.
2. User (Custom)
Configurable task that allows you to:
Collect additional or role-specific information.
Request details beyond the standard form.
Useful when different roles (e.g., contractors vs. employees) require unique information.
3. Company (Custom)
Custom task assigned at the group level.
Ensures that all members of a group type meet the same requirements.
Example: assigning a “Safety Briefing Completed” task to all subcontractor groups.
4. Event (Custom)
Custom task linked to an event type.
Ensures that participants in a specific event provide the required information before joining.
Example: requiring “Temporary Access Waiver” for all visitors attending a one-day site event.
5. Approval
Preconfigured task that triggers an approval/rejection decision for assigned users.
Typically handled by supervisors, safety officers, or HR before access is finalized.
📝 Task Completion Permissions
Each task includes a rule defining who is allowed to complete it. This ensures the right responsibilities are assigned and the integrity of the process is maintained.
Everyone
Any person with edit rights to a user’s profile can complete the task on that user’s behalf.
Useful for administrative support when multiple people help manage profiles.
Administrators Only
Only users with roles granting access to the Admin or Company Portal can complete the task.
Best for sensitive requirements, such as compliance checks or document validations.
Assigned User Only
The task must be completed personally by the user it is assigned to.
Typical example: completing a quiz after watching a safety instruction video.
Kiosk/Tablet User Only
The task can only be performed on a device with the Check application installed (e.g., kiosk or tablet).
It cannot be completed through the browser or mobile app.
Example: capturing a live face image at a check-in device.
Selected Roles Only
The task can only be completed by users holding a specific role.
Always used in combination with Approval tasks (e.g., only a Safety Officer or HR Manager can approve/reject).
✅ Tips:
Use clear, descriptive names so users understand tasks quickly.
Keep estimated time realistic for tracking productivity.
Regularly review Valid For to ensure tasks renew at the right intervals (especially for compliance-related items)