TaTasque User Guide

Signing in Live

Open TaTasque in your browser and sign in with your email and password. Your email is only your username; everyone else sees your name.

How to

1. Open TaTasque and sign in. New here? Choose Create an account.
2. Set the name people see: tap your initial (top right) → Your name.
3. Forgot your password? Use the link under the sign-in form; a reset link is emailed to you.

Deleting your login Live

You can delete your own login at any time. The work you shared stays with your team.

How to

1. Tap your initial (top right) → Your name → Delete my login… at the bottom.
2. Read what will be deleted and what stays, enter your password, type DELETE → Delete my login.

Good to know

• If you own a company, hand it over or close it first; the screen says what is in the way.
• Tasks, time, photos and messages you shared stay, shown as "Former member". You can sign up again later with the same email, as a new person.

Install on your phone Live

Put TaTasque on your home screen so it opens full screen, like an app. Nothing to download from a store.

How to

1. Tap your initial (top right) → Install app. On Android in Chrome, if the menu item doesn't install straight away, follow its sheet: tap ⋮ (top right) → Install app (or Add to Home screen). In another Android browser, open the page in Chrome first. On an iPhone in Safari: tap Share (the square with the arrow) → Add to Home Screen.
2. Open TaTasque from the new icon and sign in once inside.

Good to know

• Once it's installed, Install app no longer shows.

Companies and projects Live

Work is organised as companies (for example Acme) that own projects (for example Acme Site Works). Stock, the companies you work with, safety and quality belong to the company and are shared by its projects.

How to

1. Switch project: tap the project name (top left) → choose one. Projects someone has shared only part of with you are listed under Shared with me.
2. Start a new project: project name → + New project.
3. Company settings: the Company button (building icon) in the top bar.

Joining a project Live

You join by invitation. The project opens straight away once you accept.

How to

1. Open the emailed invitation link.
2. Sign in, or create an account with the same email.
3. The project opens, and a note says what level you joined at.

Finding your way around Live

The top bar holds the views and the menus. On a phone, the views move to a bar at the bottom.

How to

1. Views: Tasks, Map, Calendar, Diary and Stock (the last three when they're switched on for you). The bottom bar shows Tasks · Map · Calendar · Diary · More. More holds the rest, and says why a view isn't available.
2. Add something: the round + button → New task, Note or Plan time.
3. Menus: the cog (Project) for this project's settings, Company for the company's, the bell for notifications, and your initial for your own settings, plus User guide, Terms of use and Privacy (each opens in a new tab). On a phone or a tablet the Project and Company buttons show as icons only: the cog is Project, the building is Company.

Request forms Live

Build a short public form for a list. Share its link or QR code. Each request arrives as a task marked Request, and nothing happens with it until someone accepts it.

How to

1. Make a form (on a computer): the Project cog → Workflows & fields → Request forms → + New request form. Name it, choose the list it sends to, and add its questions (+ Add question). The preview shows it as a phone will.
2. Share it: Copy link, or Download QR to print it or put it on a sign.
3. Answer a request: open the task marked Request → it shows who sent it → Accept (it becomes a normal task) or Decline (the task is deleted; the sender isn't told).

Good to know

• Editing a form needs a computer. On a phone you can switch a form on or off and share its link or QR code.
• A request isn't sent to linked programs until it is accepted.

Who can: Admin and up.

Creating a task Live

A task is one piece of work: a title, where it belongs (job › folder › list), a status, and the fields its list's form asks for.

How to

1. Tap + → New task. From the Map, you pick the spot first, then fill in the form.
2. Choose the Destination (the list it belongs in). The form changes to that list's fields.
3. Fill in the title and fields. Required ones are marked *.
4. Create task. Tick Create another first to keep the form open for the next one.

Who can: User and up.

The task list Live

Your tasks, grouped by status, with search, filters and sort. The same filter drives the map and the board.

How to

1. Search by title or task number in the box at the top.
2. Sort with the box next to Filter: Newest, Oldest, Status or Priority.
3. Tap a task to open it.

Filters Live

Build a filter on any field: status, assignees, destination, your own fields, priority, road blocks and more. It applies to the list, the board and the map together.

How to

1. Tap Filter → + Add filter.
2. Pick the field. Fields are grouped under headings: Task (the built-in ones), Fields, your field groups (for example Site details) and module headings such as Priority. Fold a heading or use Expand all; type to jump to a field.
3. Pick the condition (for example is one of), then the value. For a list of values, tap the value box ("Choose…") to open the choices, tick them, then Done.
4. Add more filters, or + Add group to mix ALL and ANY. Clear all removes them; Done closes the filter.

Good to know

• The number on the Filter button is how many filters are on.
• Needed finds tasks still missing a required field.

Board view Live

The same tasks as cards in one column per status, in workflow order. Drag a card to move it along.

How to

1. On the Tasks view, use the List / Board switch in the toolbar. Your choice is remembered for each project.
2. Move a task: drag its card to another column, or use the card's ⋯ → Move to… (the keyboard-friendly way).
3. Add a task in a status: + Add task under a column starts a new task in that status.
4. A long column shows the first 50 cards; Show more loads the rest.

The board is for computers and tablets; phones always show the list.

Good to know

• A move that isn't allowed snaps back and says why.

The task panel Live

Opening a task shows its form and its tabs: Details, plus Diary (its time, Take 5s and stock), Comms or What to do when those are switched on. Status and Priority are the top row of Details.

How to

1. Change any field: it saves by itself. A pick (status, a list, a tick, a date, people, the company) saves at once. Typed text saves when you leave the box, press Enter, or stop typing for 3 seconds.
2. Top right shows Saving… then Saved ✓. To take back your last change, tap Undo beside it within a few seconds.
3. Description grows with its text, so a long description shows in full (on a computer up to most of the screen; then it scrolls).
4. Status and priority: the two pickers at the top of Details. Tap one and pick; it saves at once. Under them: the task's destination and when it was created.
5. Diary tab: a small switch, Time · Take 5 · Stock (those switched on for you), opening on Time. Each part shows what that task has; see the Diary.
6. Share it: the link button beside ✕. On a phone it opens your share sheet; on a computer it copies the link (Link copied).
7. Move to another list: Destination → Change. If the new list uses a different form, a warning lists what it affects (fields it doesn't have, a status it doesn't use) before you go ahead.
8. Boxes fold sections open and closed; how they start is set per list.
9. Make the panel wider or narrower (computer or tablet): drag its left edge. Or click the edge and use ← (wider) and → (narrower); hold Shift for bigger steps. Double-click the edge to put it back to normal. Your width is remembered on this device. The task fills the screen, as before; there's no edge to drag.

Good to know

• Required fields are marked *. Older tasks missing one show "Needed".
• Moving to a list that doesn't use the task's status gives it that list's first status, and says so. You can change it straight after.
• A status change has no Undo: pick the status you want instead (moving back asks why).
• While a task is open, the address bar shows its link: refresh and it opens again; Back closes it. Only people with access to the project can open a task's link.
• Someone who can only view the task sees its status and priority as coloured badges instead of pickers.
• The panel is at least 380 px wide and at most 70 % of the window. When it's wide (for example on a big screen), short fields sit side by side in two columns; long text boxes and lists of choices keep the whole row.
• If a change can't be saved (for example an empty Title or a required field), the box turns red and says why. What you typed stays in the box until you fix it.
• No signal? It says Saved on this phone and sends when you're back online.
• If someone else changes the same field while you're typing, you're asked which to keep before anything is sent.

Priority Live

Every task has a priority, from P1 Critical down to P7 Optional, so the urgent work stands out. It shows as a small coloured dot with the level's symbol beside the status: in the list, on board cards, in map pop-ups.

How to

1. See the whole level: hover over the dot (computer) or tap it (phone): its number, name, symbol and description, e.g. "P4 · Normal = · …". Tapping the dot doesn't open the task.
2. Set it on a task: open the task → Priority (the top row, beside Status) → pick a level. It saves at once.
3. New tasks start at P4 Normal. Change it on the New task form before Create task.
4. Find the urgent ones: Filter → + Add filter → field Priority → is above → Normal.
5. Sort by it: the sort box → Priority. P1 comes first.
6. Change the levels for your company: Company → Priority levels. Rename a level, change its symbol or colour, reorder, add P8 and beyond, or choose a different default.

Who can: anyone who can edit a task can set its priority. Changing the company's levels: the account Owner and Admins (others see the list read-only).

Good to know

• On the map, only P1–P3 show their symbol on the pin.
• Removing a level that tasks use asks you to move those tasks to another level, or retire it. A retired level stays on its tasks, marked "(retired)", but is no longer offered.
• Priority is TaTasque's own; it isn't sent to a linked system.

Statuses and workflows Live

A project's statuses come in one order, and every list's workflow uses some of them, always in that order. The board's columns follow it, and moves along it are forward; going back can be set to need a reason.

How to

1. Open the editor: Project cog → Workflows & fields → the Status row → Statuses & workflows…. Also from a workflow's Edit in Statuses & workflows, the board's Edit workflow, or a list's ⋯ → Workflow… in the navigator.
2. 1. Status order: drag rows or use ↑ ↓; + Add status; pick a colour per status.
3. 2. Flags: per status, Blocking (a task here needs a road block) and Done (a task here is finished).
4. 3. Workflows: tick the statuses each workflow uses, or Use the project default's statuses.
5. 4. Review shows what will change → Save.

The editor shows a read-only summary; open TaTasque on a computer to change statuses and workflows.

Who can: Admin and up.

Good to know

• When Reason for moving a task back is switched on for your company (Company → Features), earlier statuses are marked "(back)" in the status list, and moving back asks Move back to …? with a Reason. The reason is kept on the task's Comms timeline. On the board, cancelling says "Not moved — moving back needs a reason."
• A status that tasks are in can't be unticked from a workflow; move those tasks first.
• Renaming or removing a status is done separately, not in this editor.

The navigator Live

The project's job tree on the left, like a file explorer, with task counts. Choosing a job, folder or list narrows the tasks, the board, the map and the calendar to it.

How to

1. Tap a row to scope everything to it; tap the project's top row to see everything again.
2. Open or close a folder with its arrow.
3. Manage the tree: a row's ⋯ → + Folder, + List, New job from this…, Rename, Move to…, Retire or Delete. Rows can also be dragged.

The navigator opens full screen from the project name.

Who can: everyone sees the tree; managing it is for Admin and up.

Good to know

• Moving a task's list or job warns you when its form or its sharing would change.
• A linked project's lists say whether they're connected to the other system.

Sharing part of a project Live

Give someone access to just one job, folder or list, and everything inside it, without adding them to the whole project.

How to

1. In the navigator, the row's ⋯ → Share….
2. Under Add someone, pick a project member or Someone else — by email…, choose a Level (Admin, Member, User or Viewer), then Share.
3. Change a level, or Remove someone, in Shared here. Can see it anyway lists people who see it another way.

Who can: Admin and up on the project, or someone shared at Admin level on that part. You can only give your own level or lower.

Good to know

• The person sees the folders above it greyed, as "the way to what's shared with you"; they can open them, but nothing else in them.
• Anything added inside later is shared too.
• Moving a shared part warns who will lose or gain sight of it.

Road blocks Live

A road block says what's stopping a task: waiting on the client, a permit, another task. It marks the task in the list and on the map until it's resolved. Each kind of road block is an issue with its own short ID, like QTE-1, so it's easy to talk about and find.

How to

1. Put the task in a blocking status (road blocks can only be raised there) → Details → Road blocks → + Add road block.
2. Choose the Label (the issue), describe it, and choose How will it be cleared?: A reply or a note, or Another task is finished (then pick it under Waiting on).
3. + New task to clear it opens a new task; the first one you create is linked ("… now waits on …"), and the road block clears itself when that task is finished.
4. Optionally tick Email now, then Add road block (or Add and email).
5. Follow it: the task's Comms tab → Road block shows each one by its ID, its stage, the emails and its Activity. Email again… or Add response… from there. A task with an open road block opens on this section.
6. When it's cleared: Resolve → How was it resolved? → Resolve road block. Tick Let them know to email the people involved. Withdraw is for one raised by mistake.

Who can: User and up. Issues are set up by Admin and up (see Setting up road blocks).

Good to know

• Park and resume: leaving a blocking status with open road blocks asks you to Resolve and save or Leave unresolved. Left unresolved, a road block is parked: kept with its history under Parked road blocks, but not marking the task, and its reminders wait. Back in a blocking status, you're offered Resume the road blocks?, or use Resume on one.
• Marks you'll see: "Blocked", "Needs a resolution", "! Action required" (the task was completed while still waiting, or the task it waited on was deleted).
• Filter with Road block (has any of …) or Road-block mark (including Parked).
• Projects that haven't moved to issues yet still use plain labels (set in Fields → Road block); everything else works the same.

Setting up road blocks Live

Decide which issues people can raise, who is emailed, what a new task to clear it looks like, and when reminders go out.

How to

1. Project cog → Workflows & fields → Road blocks, and choose the Workflow.
2. This workflow: tick Every road block sends an email if you want that, choose Send To (the people in these email fields) and Copy to → Save. Use the project's default goes back to the project's setup.
3. Issues: + Add an issue. Give it a name (Issue) and an ID prefix of 2–5 letters (EQ gives EQ-12). Choose What happens: Email someone and wait for a reply, or Make a task that clears it (and tell someone).
4. Write the Email subject and Email message; the chips insert the task, title, label, description, note or sender.
5. For a task issue: Copy these fields to the new task and The new task's list (or Use the blocked task's list).
6. Save issue. Use ↑ ↓ to order them; Retire hides one from new road blocks (Restore brings it back).

Setting up is easiest on a computer; raising and resolving road blocks works fully on a phone.

Who can: Admin and up. Company defaults (the stage names and the company's reminder steps): the account Owner and Admins.

Reminders

• For an email issue, If nobody replies: Use the company's steps, Don't escalate, or Its own steps (+ Add a step: "After N working days, copy …" an email field, the next supervisor up, or the To person's work group). Up to 6 steps.
• Working days are Monday to Friday, counted from when the road block's email went out. Each reminder goes to the same people again, plus that step's copy, in the name of whoever raised it.
• A reply, closing it or parking it stops the reminders. Task issues never send reminders.
• The ID prefix can't be changed once the issue has been used.

The Emails area Live

Every email sent from the project's tasks in one list, so you can see what's still waiting and follow it up.

How to

1. Open Emails in the top bar. More → Emails. On a tablet: the Project cog → Emails.
2. The list: filter with All, Waiting for a reply, Replied or Not sent, or type in Find in subjects. Each row shows the subject, the date, the task, who it went to, the road block's ID, and badges such as Reminder 2 or Bounced. Show more loads older ones.
3. Tap a row to open its task on the Comms tab.
4. Board: the road blocks in columns by stage (for example Email sent — waiting, Notified — task created, Closed; your company can rename the stages), so you see at a glance what's still open. Cards move by themselves as emails go out and road blocks are resolved; Close on a card when it's done. Closed shows the last 30 days. One stage at a time, with a switch to change stage.
5. Statistics (account Owner and Admins): choose From and To dates (the last 30 days to start), Group by person emailed, sender, road-block label or project, and This project or All projects → Show. It counts emails sent, escalations and those still waiting. Download CSV saves the table.

Who can: you see the emails on the tasks you can see; Statistics is for the account Owner and Admins.

Good to know

• People are shown by name, never by email address.
• The switch at the top (Emails · Board · Statistics) only shows the parts you can use.
• The Emails area needs Email from tasks switched on for the company; otherwise it says so.

Messages on a task Live

Talk about a task where everyone working on it can see: messages, emails and road-block history in one timeline on the task's Comms tab.

How to

1. Open the task → Comms.
2. Type in Message; type @ to mention someone who can see the task. Then Post (or Ctrl / ⌘ + Enter).
3. Filter the timeline with All, Messages, Emails or Road blocks; Show older loads more.
4. Your own message: change it within 10 minutes, or withdraw it any time.

Who can: everyone who can see the task. @everyone is for the account Owner and Admins.

Good to know

• A withdrawn message shows that it was withdrawn, never its words.

Notifications Live

The bell in the top bar collects the times someone mentions you, so you don't miss them.

How to

1. Tap the bell. The number shows how many are unread.
2. Tap one to open its task on the Comms tab. Mark all read clears the count.
3. Choose how you hear: your initial → My notifications (in the app and by email, per kind).
4. For the whole company: Company → Notifications switches a kind off for everyone.

Who can: everyone has the bell and their own settings. Company notifications: the account Owner and Admins.

Good to know

• Notification emails never contain the message text; you read it in TaTasque.

Note it and go Live

Jot something down on site in seconds: a line of text, a photo, where you are. Turn it into a task later.

How to

1. Tap + → Note. Type a line; add a photo. Your location is added automatically if you allow it.
2. Save. The note is stamped with the date and time and belongs to the open project.
3. Later: See all notes → a note → Convert to task. Its text fills the title and description, its location fills Lat, Long, and its photos move onto the task. Tick several to convert them one after another.

Who can: only you can see your notes.

Companies on tasks Live

Your company keeps one list of the companies it works with — clients, suppliers, subcontractors and others — with their contact details. A task's Company box shows who the work is for and how to reach them.

How to

1. Set a company on the whole project, on a job, or on one task. A task uses the nearest one, shown in grey with "from job …" or "from project".
2. The picker shows each company's kind beside its name, for example "Ajax Engineering · Supplier". Your own company isn't offered.
3. In the Company box, tap the number to call or the address to email.
4. Open company page shows everything for that company in one place.
5. The list itself: Company → Companies & lists → Companies. Each has a Kind: Client, Supplier, Subcontractor or Other.

Good to know

• When stock is on, every task needs a company.
• A company's page can also hold its people and their roles (org charts).

Tasks on the map Live

Every task with a location, as a pin in its status colour. The same filters and navigator scope as the list.

How to

1. Open Map. Tap a pin for the task's summary and to open it.
2. New task here: + → New task → pick the spot → fill in the form.
3. My location centres on where you are; Search places finds an address.

Good to know

• Pins show a clock while time is running, a corner badge for road blocks, and the priority symbol for P1–P3.

Plans over the map Live

Lay a plan (a picture or one page of a PDF) over the map, line it up, and see your tasks on it. Plans belong to a job.

How to

1. On the Map, tap Plans (left tool column) and choose the Job.
2. + Add plan → choose a PNG, JPG or PDF (for a PDF, tap the page to use). It's placed over the current view, north up.
3. Line up it with the map: move the plan so the crosshair sits on a feature → Set point 1 on plan → move the map onto the same spot → Match point 1. Repeat for at least 2 points (up to 4) → Save. The plan and map panes are stacked; on a computer they sit side by side.
4. Or use Scale & bearing (the plan's scale bar and north) or Adjust corners by hand.
5. Each row: the eye shows or hides it, Opacity fades it, Go to, View / download, Delete.

Who can: everyone sees and shows / hides plans; adding, lining up and deleting is for Member and up.

Good to know

• Pictures are shrunk to 4096 px and 8 MB when added.
• Lining up shows its accuracy (± m) and flags the odd point out.

Drawing sets Live

A whole PDF of drawings as one set: every page becomes a plan, and pages of the same size line up together, so you line up one page and the rest follow.

How to

1. Plans → + Add drawing set → choose the PDF (up to 200 pages, 100 MB) → name the set → Add N pages.
2. Flick pages with the pager at the bottom of the map (‹ › and the page list), or PageUp / PageDown.
3. Minimise the Plans panel to keep just the pager and the drawing in view; ⌃ opens the panel again.
4. Line up the whole set, or Line up THIS page only for a page that differs.
5. Remove THIS page takes out one page (the others keep their numbers); Delete set removes it all.

Big sets take a while to add on a phone; a computer is quicker.

Who can: everyone flicks pages; adding, lining up and removing is for Member and up.

Good to know

• With a plan showing, you can zoom in past the map's own detail: the background goes plain and the drawing keeps growing.
• Drawing-set pages redraw sharp from the original PDF as you zoom in.

The time clock Live

Record the time spent on a task as you go, or add it afterwards.

How to

1. Open the task → Diary → Time → Start clock. A clock shows on the task while it runs.
2. Stop clock when you finish.
3. Forgot? Add time by hand, with a paper docket no. and a note.

Good to know

• Every change to a time entry is kept in its history. Clocks never stop by themselves.
• The task shows today's time in full; older entries fold away under Earlier (n).

Planned time Live

Plan who's doing what and when, against a task or just described ("Office – quotes").

How to

1. + → Plan time, or a task's Diary → Time.
2. Choose the task or type a description (recent ones are suggested), the days and the hours → save.

Good to know

• Plans can cover several days, skipping weekends and holidays.

Calendar, roster and the Diary Live

See time and plans across days and people, and download your timesheet.

How to

1. Calendar: day, week and month views of time and plans, and the gaps between entries.
2. Roster: the whole team by day: plans, leave, sick days, working from home, holidays and away days. Select days on a person's row to plan time or book time off.
3. Diary: your time, stock used and Take 5s, week by week; see below.

Good to know

• Holidays set under Project cog → Project settings appear on the roster and calendar.

The Diary Live

One place for what happened, week by week: your time, the stock used and the Take 5s done. Open Diary in the top bar (it was called Time).

How to

1. Show: the switches Time · Stock used · Take 5s turn each kind on or off (remembered on this device). A switch only shows when that kind is on for you.
2. Pick the week with ‹ / ›, or Last week / This week. The week's total time is beside it.
3. Narrow it: Project (the current one or All projects), Person (if you may see others: Me, Everyone or a name), Company (All companies, one company, or No company), and Group by Day, Paper docket no., Job or Task.
4. Open one: tap a time row to edit it; tap a stock or Take 5 row to open its task on that entry.
5. Download CSV saves exactly what's on screen.

Good to know

• A task's own Diary tab has the same three parts for that task, with a small switch: Time · Take 5 · Stock. It opens on Time; older entries fold under Earlier (n).
• Hints say when something is hidden, e.g. "Stock used and Take 5s show with All companies.", or there are Take 5s in other projects (show All projects).
• Everyone grouped by Day shows a grid of people by day; choose a time to see its entries, or a name to see only that person.

Dockets Live

Email the company a docket: proof of the work done, with the time and the stock used. A docket never shows prices.

How to

1. In the Diary, tick the finished time rows for the docket (one day or several). That person's stock on the same task and day is ticked for you; tick or untick stock rows as needed.
2. A bar shows what's ticked: rows, hours, days and stock uses → Send docket.
3. Under Send to, tick the company's people or add Other email addresses (5 people at most). Add a Note to the company (optional) if you like → Preview → Send docket.
4. Changed something after sending? Open the time entry → Resend → Resend to them or Send to other people. A resend is a new docket with its own number, built from the time as it is now.

Who can: people allowed to send dockets for their own time, or for anyone's; only while Dockets is switched on for the company.

Good to know

• One docket is one project and one person, and covers up to 31 days, with a heading per day and the total at the end.
• It carries only the stock you tick, and stock goes with its day's time: tick that day's time too. Each line reads like "Screws (A-12): 25 (from Van 2)": the item, its item number if it has one, the quantity in its own units, and where it came from (and who used it, if someone else).
• The Person filter decides whose stock you can tick: Everyone includes everyone's that day (each line says who); otherwise the worker's own.
• Sent rows show emailed DK-…, or changed since emailed if edited afterwards. A paper docket number is a separate box on each time entry (Paper docket no.).

Stock Live

Track items (like screws in boxes of 100) at locations (an office, a vehicle, a yard). Every change is a logged movement; counts are never simply edited. Switched on per company.

How to

1. Open Stock (on a phone: More → Stock).
2. Buy stock into a location, Move stock between locations, or Audit a location.
3. Use stock on a task: its Diary tab → Stock → + Use stock. Used by mistake? Remove (mistake) on that line.
4. Reverse undoes a mistake; the original stays in history, struck through.
5. Reports: stock on hand, stock used on each job, an item's history, and what's missing by location or person. Each downloads as CSV.

Good to know

• Packs can be entered as packs, loose items or a part-pack estimate; estimates show with ≈.
• A location that has used more than it held shows Out of balance until it's audited.

Items and their units Live

Each item says how it's counted, so quantities read naturally everywhere: "1 can", "25 cans (1 box)".

How to

1. Stock → Items → tap an item (or New item). Also from Company → Stock.
2. Counted as (for example can) and Plural (optional) (cans). Leave the plural empty and it's made for you.
3. Comes in a (for example box) Holding (25), so packs and loose items both count.

Who can: the account Owner, Admins and the company's stock manager.

Consumables that are charged In testing

Link a stock item to a price item, so every use on a task becomes a chargeable line at the client's rate. Stock itself never shows prices.

How to

1. Open the item → Charged as → pick the price item (or Not charged (quantity only)).
2. One stock unit is: how many of the price item one stock unit is, for example 0.01 when you count singly but price per 100 → save.
3. Use stock on a task as usual. Each use appears in the task's Chargeable section, tagged From stock (and ≈ estimate when estimated).

Who can: link items: the account Owner, Admins and the stock manager. Amounts are shown only to the account Owner and Admins.

Good to know

• Shows only when Billing is switched on for the company.
• A line that came from stock can't be changed in Chargeable; change the stock use instead.
• The item list says Charged as … under each linked item, and dockets show the item number beside the item.

Photos on tasks and notes Live

Take a picture or choose one from your phone; it's attached straight away.

How to

1. On the task (or note), tap Photo → take or choose a picture.
2. Tap a photo to view it full size, rename it, download it or share it.
3. If an upload fails, Retry upload.

Download and share Live

Anything uploaded can be downloaded under a sensible name, or shared with someone outside TaTasque.

How to

1. Open the photo, file or plan → download, or turn on its share link and copy it.
2. Switch the link off to stop it working.

Good to know

• Anyone with a share link can open that one file without signing in, until it's switched off.

Storage and the Trash Live

See how much space your company uses, find old photos and files nobody has opened, and move them to a Trash you can restore from. Nothing is deleted for good unless someone chooses to.

How to

1. Company → Storage. The top shows what's used (or "Each project can hold 2 GB…") and the Trash's size.
2. Free up space: choose Not opened since (6 months, 12 months, 2 years or a date), the kinds and how big → Show. The largest come first.
3. Tick items (greyed ones are kept for a reason, shown under them) → Move to Trash… → confirm.
4. Trash: Restore any item. Items in the Trash more than 30 days can be removed with Delete permanently, after ticking "I understand this can't be undone".

Who can: the account Owner and Admins.

Good to know

• The Trash never empties by itself, and nothing newer than 30 days in it can be deleted.
• Items in the Trash don't count toward your storage. Share links to them stop working.

SWMS library Live

Safe Work Method Statements for high-risk construction work, written with your team and approved version by version.

How to

1. Company → Safety.
2. + New SWMS → start from Blank — write our own, a Starter, or a Copy of one you have → Create the draft.
3. Edit the draft: fill in each section (the work, high-risk work, steps / hazards / controls, monitoring, review, emergency, who's in control) and Save each one.
4. Submit for approval when nothing is missing. An Owner or Admin then approves it (Sign to approve… or Record the approval).
5. To change an approved SWMS: Revise (new draft).

Who can: write and comment: Visitor and up; approve, reject, withdraw and archive: the account Owner and Admins.

Good to know

• Starters are our own wording; have a WHS professional review them before use.
• Flag for review marks a SWMS that needs looking at; a control that isn't working stops new Take 5s on it until a new version is approved.
• Download all safety records (Owner / Admin) keeps a full copy.

Reading and signing on Live

Workers read the approved SWMS and sign that they've read it and will work to it. People not on TaTasque can sign on too.

How to

1. Open the SWMS → its approved version → Open the reader. Read it through.
2. Sign on → sign on the pad (or tick to confirm, if your company chose that) → tick the agreement → Sign.
3. A guest: in the reader, Someone not on TaTasque signs on → their full name and email → Next — sign → they sign on your screen.
4. Print or Email a copy from the reader.

Good to know

• You can only sign on after opening the reader (within the last 2 hours).
• Up to 10 guests per version in 24 hours; each is emailed a copy.

A copy for the principal contractor Live

Send the principal contractor a read-only copy of an approved SWMS by link.

How to

1. Open the approved version → Copy for the principal contractor → Email the copy, or Make a link only → Copy.
2. Under Copies made, Stop this link ends it.

Good to know

• A link works for 90 days, and is shown only once when made.

Take 5 Live

A five-step check before starting work on a task, against the approved SWMS. If something isn't right, it stops the work until it is.

How to

1. Open the task → Diary → Take 5 → Start a Take 5.
2. 1. Stop: tick the SWMS for this work. Each shows whether you've signed onto this version; if not, Read it and sign opens the reader → read it → I've read it — sign.
3. 2. Look: each control In place, NOT in place or Doesn't apply.
4. 3. Assess: answer the questions; add + Site hazard for anything you see now and rate it.
5. 4. Control: say if the work is NOT as the SWMS describes.
6. 5. Sign and finish. The outcome is PROCEED or STOP.
7. Others on the job: I've read it — co-sign, or I don't agree — Stop.
8. Someone not on TaTasque: + Someone not on TaTasque signs → their full name and email → Next — sign. If they haven't signed the SWMS, they read it first and sign that too.

Who can: Visitor and up. The Take 5 register (all Take 5s, with a CSV) is for the account Owner and Admins: Company → Safety → Take 5 register.

Good to know

• A STOP puts a "Safety stop" road block on the task; only a later PROCEED Take 5, or an Owner / Admin with a note, clears it.
• A Take 5 never replaces a SWMS for high-risk construction work (the ⓘ beside the Take 5 says so).
• On the task: a line ✓ Done today (with + Another) or Start a Take 5; each Take 5 is one line (PROCEED / STOP, time, SWMS, who); tap it to read it. Older ones fold under Earlier (n).
• No signal? The SWMS saved on the phone opens in the reader; a Take 5 or a signature is Saved on this phone and sent when you have signal. A STOP with no signal says so: tell your supervisor yourself.
• Finishing with a SWMS not signed flags the Take 5 and tells the Owner / Admin.

Safety Data Sheets Live

Keep the supplier's current Safety Data Sheet (SDS) for every chemical you use. The hazardous ones make up your register, and people can sign that they've read them.

How to

1. Company → Safety → Safety Data Sheets. Find one with Search, Hazardous only or Show archived.
2. + Add SDS: the Product, Supplier (optional), whether it's Hazardous — list it on the register, where it's stored, whether People sign that they've read it, the supplier's SDS (a PDF, up to 20 MB) and the Date shown on the SDS. Key hazards and PPE are optional → Add.
3. Read and sign: open the sheet → Open SDS and read it → come back → I've read it — sign.
4. Show QR gives someone a read-only copy (see Show QR / their copy).
5. A new sheet from the supplier? New version. Older versions stay, marked Superseded. Archive one you no longer use (Bring back undoes it).
6. Register: every hazardous chemical with its current sheet; Download CSV or Download PDF.
7. Safety people…: tick who else may add and update sheets, and choose the Safety admin who's told when a sheet gets old → Save.

Who can: everyone reads and signs; adding and editing sheets: the account Owner, Admins and Safety people; choosing Safety people: the account Owner and Admins.

Good to know

• A sheet more than 5 years old says Ask the supplier for the current SDS, and the Safety admin is told.
• You can only sign after opening the sheet (within the last 2 hours).
• No signal? Open SDS opens the copy saved on the phone: the chemicals for your offline tasks and the hazardous register. Signing in the library needs signal (on a Take 5 it doesn't; see below).

Chemicals on the Take 5 Live

The Take 5 lists the chemicals for the job, so everyone has read the SDS before starting.

How to

1. In the Take 5, Chemicals on this job: tick each chemical you're using. Stock used on the task is already ticked (Used on this task); + Add a chemical finds others.
2. Not signed yet? Read it and sign → Open SDS and read it → sign. Or Not now: the chemical stays ticked.
3. Finishing with a sheet not signed asks first: Finish without signing (the Take 5 is flagged SDS not signed and your supervisor is told) or Read it and sign first.
4. Someone not on TaTasque: + Someone not on TaTasque signs → their full name, email and company. For each sheet they haven't signed, they read it and sign too (or Not now).

Good to know

• Each chemical says where you stand: Not signed yet, ✓ You've signed this SDS, or that a newer version needs signing again.
• No signal? Signing still works if the sheet is saved on the phone: Signed on this phone — not sent yet, sent when you have signal.
• The finished Take 5 lists each chemical as signed, not signed, or more than 5 years old. A sheet signed afterwards shows "signed later".

My safety Live

Your own safety record in one place: what you've signed, what needs signing again, and your Take 5s.

How to

1. Company → Safety → My safety, or your avatar (top right) → My safety. Your own tickets and licences: avatar → My qualifications.
2. Sign again — a newer version lists anything updated since you signed → Read and sign.
3. Then SWMS signed, Safety Data Sheets signed and your Take 5s (PROCEED or STOP, newest first; Older loads more). Tap a Take 5 to read it.
4. Download PDF or Download CSV, with all your Take 5s or the last 12 months.

Who can: everyone sees their own. The account Owner, Admins and Safety people can choose a Person to see anyone's (read-only); each look is recorded.

Show QR / their copy Live

Give someone a read-only copy of a Take 5, a SWMS they signed, or a verification record: a QR code to scan, or a link.

How to

1. Tap the QR icon on a Take 5 line (or Show QR in the SWMS reader or on a Safety Data Sheet; Copy link / QR on a verification record).
2. They scan the QR with their phone's camera, or use Copy link, or Send from my email (opens your own email app with the link).
3. The page the link opens has Download PDF.
4. Done with it? Stop this QR link → Yes — stop it for everyone.

Who can stop it: who made it, or the account Owner and Admins.

Good to know

• Anyone with the link can view it, read-only, until it's stopped. Showing the QR again makes a new link.
• Stopping a copy keeps the signature and the record; only the link stops.

Survey types Live

Each survey type is one survey your people do, with the checks you build for it: what is measured and its unit, the tolerance, how often a reading is taken, how it's accepted, the clause it comes from, the method, who checks and any notes. A published standard is a reference: cite it by clause.

How to

1. Company → Quality. The first screen is Survey types; Show retired shows old ones too.
2. Set up your Methods once: how the work is checked (for example a total station or a level run). Type a New method → + Add method, or pick from the suggestions. Each one can be renamed, retired or deleted.
3. + New survey type (or Start from a standard and Copy into my survey types).
4. Build the checks: + Step, what to do, the kind and its numbers, the method, who checks, notes → Save draft → Publish.

Who can: everyone reads published survey types; creating and publishing (and the methods list) is for the account Owner and Admins.

Good to know

• Each step picks its Method from your list; on the task it shows as "Method: … · Checked by: …".
• Renaming a method changes drafts on their next save; a published version keeps the name it had.
• Shared criteria holds checks you reuse across survey types.

A task's survey type Live

Give a task its survey type, so the person on site sees exactly what to check.

How to

1. Put it on the form (Admin): Project cog → Workflows & fields → Workflows → Edit the workflow → tap Survey type and choose its box. It shows only on forms where it's placed.
2. On the task, choose its Survey type (it saves at once). Open what to do (or the What to do tab) shows the steps.
3. A workflow's Default survey type gives every new task in it that survey type.
4. When a newer version is published: Use vN.

Who can: User and up set it on a task.

Verification records Live

Record that the work was checked against its survey type: each check Y or N, measured values, then signed and sealed with a number.

How to

1. Open the task → What to do → Verification records → + New record. It saves as you go (a draft).
2. Fill in Details (date and time, who checked, area, location …), References, and the Checks: each Y or N, with a measured value and a comment where needed.
3. Sign and seal. The record gets its number and can't be changed after that; a mistake is fixed with Correct this record.
4. Any check answered N flags the record: the task stays open until Record action taken (what was done, with photos if you like).
5. Share it: Print / Save as PDF, or Copy link / QR (see Show QR / their copy). A client representative can sign too (Client rep signs).

Who can: User and up fill in and sign records; Void and Copies made are for the account Owner and Admins.

Good to know

• A standard's Criteria table lists every criterion with its rule and clause.
• Record numbers: Company → Quality → Verification record numbers → Prefix. A new prefix applies to new records only.
• Who is told about an N: the people above in the client's contacts. Where escalation stops… (Company → client contacts, Owner / Admin) stops it at a role or at named people; nobody above them is told.

Offline phone mode Live

Your phone keeps a copy of your tasks so you can read them, and make changes, with no signal. Changes are sent when you're back online. A company feature (Company → Features → Offline phone mode).

How to

1. With signal, tap your initial → Save for offline. It also saves by itself when the task list loads.
2. Offline, a bar shows Offline · saved HH:MM, and how many changes are waiting.
3. Back online, changes are sent. If someone else changed the same thing, Review lets you Keep yours or Keep theirs.

Good to know

• Saved: your assigned tasks and the jobs you've opened tasks in.
• Only task edits wait for signal; anything else says "Needs signal".
• Signing out deletes the phone's copy; after 7 days without signal it locks until you reconnect.

Members and invitations Live

Who's in the project, at what level, and who's been invited.

How to

1. Project cog → Members.
2. Invite someone by email at a level; change a level; remove someone; or leave / hand the project on.

Who can: see members: User and up; invite and change: Admin and up.

Good to know

• The account's Owner and Admins can do everything in every project of the account.

A project Live

Admins shape each project from the Project cog: it opens a page of big tiles (This project, People, then Rename and Delete). Fields are the boxes of information on a task — e.g. Due date, Company, Survey type. A workflow is what a list's tasks use: which fields show, which are required, and the statuses they move through.

How to

1. Workflows & fields: Standard fields come with TaTasque (the Status row → Statuses & workflows…, Road block labels and more); Your fields are the ones you add, in groups you can fold.
2. Workflows (in Workflows & fields): which fields each list's form shows, which are required, the statuses it uses, and its title template. A list gets its workflow from Lists, or from a job's or folder's ⋯ → Workflow….
3. Editing a workflow shows its form (Workflows & fields → Workflows → Edit), the way a person will see it: tap the title, the status, a field or a box to change it; + Add a field and + Add a box are under the form. Show as list opens the older list layout; the older Arrange form screen is still a link at the foot of the Workflows tab.
4. Project settings: working hours and days, plan length, holidays, day states and the project's company.

Who can: Admin and up.

A company Live

Company-wide settings live under the Company button.

How to

1. Features: switch features on or off for everyone in the company. Switching one off hides it; nothing is deleted.
2. The Company button opens a page of big tiles in sections: People (People & access — Managers and Permissions, what each level may do; Work groups), Records (Companies & lists, Assets, Stock), Safety & Quality, Money (Billing), How work runs (Priority levels, Email sending — sender name, replies, signature; Notifications) and Account (Features, Branding, Storage, Company name). A tile you can't use is grey with a lock; tap it to see why.
3. Pin what you use most: tap the pin in a tile's corner (in the Company or Project page) and it gets its own button on the top bar. Tap it again to take it off. Diary, Calendar, Stock and Emails start pinned; unpin one and it waits under the Project cog → Views. Your pins follow your login to every device. On a phone the first ones sit on the bottom bar and the rest in More.

Who can: the account Owner and Admins; only the account holder changes Features.

Other programs In testing

TaTasque connects to other programs through its API. A project can stay linked to another task program, so tasks, statuses, assignees and destinations sync both ways. Each list can be connected to a list in the other program, or kept in TaTasque only.

Good to know

• Don't delete tasks or lists in the other program as a way of leaving it: deletes travel across the link.