Creating work

Work schedules define tasks that your team needs to complete. You can create one-off work schedules or recurring schedules that generate work automatically. Creating work follows a two-stage process: first you set up the template details, then you add the elements that make up the work.

Stage 1: Work schedule details

1. Go to the Work tab (the check icon)
2. Tap the blue menu button when it appears
3. Tap Create work schedule
4. The Create work schedule screen opens with the following fields:

• Work Name — a descriptive name for the work (required). Placeholder: "e.g., Daily Cleaning, Safety Check"
• Tag — categorise the work with a tag (required). Select from a dropdown of existing tags, or type a new tag name to create one
• Teams — select one or more teams (required). Tap to open a modal with checkboxes for each team. Work is created separately for these teams.
• Start Date — when the work starts (required)
• Start Time — the time work begins (required)
• End Date — when the work ends (required)
• End Time — the deadline for completing the work (required)
• Recurrence — how often the work repeats (defaults to "Does not repeat")

The Recurrence selector offers flexible scheduling options. On both mobile and web, the selector is a dropdown with the following frequency values:

• Does not repeat:

A single work schedule that occurs only on the selected date.

• Daily

The work repeats daily. Configure:

Repeat every X day(s): -- set a numeric daily interval

• Weekly

When you first select weekly recurrence, the start date's day of the week is automatically selected.

Days of the week -- select which days using circle checkboxes in a grid layout: Mon, Tue, Wed, Thu, Fri, Sat, Sun

• Monthly

The work repeats monthly. First set the interval with Repeat every X month(s), then choose between two radio options:

Monthly on day X -- repeats on a specific date number (e.g. the 15th of each month)

Monthly on the Xth weekday -- repeats on a position and day using two dropdowns:

• Yearly

The work repeats on the same date every X years. Set the interval with Repeat every X year(s).

• End conditions

For recurring work (any frequency other than "Does not repeat"), an End section appears with three radio options:

Never end -- continues indefinitely

End after X occurrences -- stops after a set number of work items (defaults to 10)

End on -- stops on a specific date, chosen via a date picker

Tap Next in the top-right corner of the header to continue to Stage 2

Stage 2: Add Elements

The second screen is titled Add elements and is where you add the elements that make up your work template.

1. If you are on mobile then tap Add Elements to see a list of available element types. If you are on the web then this list is available straight away
2. Tap an element type to add it to the work schedule

After adding at least one non-button element, the button label changes to Add More Elements. You can add as many elements as needed.

When adding elements, you can select from existing work templates to quickly add pre-configured elements:

• Pilla templates are pre-made element configurations made by our community
• 'Your templates' are element configurations that you have saved

This saves time when creating similar work templates.

Use the up and down arrows on each element card to change the order.

Tap the delete icon on any element card to remove it.

Each element type has different configuration options:

• Text — enter an instruction prompt for the text response
• Number — enter an instruction prompt for the numeric value
• Photo — enter an instruction prompt for the photo upload
• File — enter an instruction prompt for the file upload
• Checklist — add checklist items one by one using a text input and add button
• Date & Time — enter an instruction prompt for the date/time picker
• Location Input — enter an instruction prompt for location capture
• Single Choice / Multi Choice — add option labels one by one using a text input and add button

Two special button types are available:

• Skip Button — allows staff to skip remaining elements when completing work
• Issue Button — allows staff to report the work as an issue

You can only add one of each type. If you have already added one, the option is disabled in the element selection modal.

When you have added at least one non-button element, tap Finish in the header. The Finish button is disabled until there is at least one valid non-button element.

The work is created in the background and you are returned to the Create work template screen, now titled Add another, allowing you to create additional work templates.

Tips

• Work is created separately for each selected team
• Add at least one non-button element to finish creating work
• Use descriptive work names and tags for easy organisation
• The Skip button is useful for tasks where not all elements always apply
• The Issue button helps staff report problems without leaving the work flow
• Past dates restrict you to single events only
• The end date is automatically adjusted if you change the start date to be after the current end date