Available Tasks: let your team take open jobs themselves
Small, self-contained jobs (a heater for a cold flat, extra towels, a travel cot) don't need a coordinator to decide who goes. WithAvailable tasks, an unassigned Delivery task is pushed to the people who do deliveries in that city. They get an email, see it in their app, and the first one free takes it with one tap. The guest gets help sooner, and your coordinators stop handing out every errand.
Who it's for:service workers you trust to pick up work on their own, in the cities they cover.
What it covers:Delivery tasks only, for now. Cleanings are still planned for your team and repairs are still scheduled by a coordinator, who has to fit them around the guest.
What stays the same:coordinators can still assign any task, including a Delivery, directly. Available tasks only shows what nobody has been given yet.
Electric heater
Old Town · Apartment 4
Guest says the flat is cold and the radiators are off. Building heating starts next week.
Travel cot
Riverside · Studio 12
How a task finds its person
A task comes in
A guest's flat is cold. Someone files a Delivery task: an electric heater, today. Nobody is assigned yet.
Nearby people hear about it
Everyone who does deliveries in that city gets an email, and it appears on their Available tasks list.
First tap takes it
One person taps Take this task. It is assigned to them on the spot. Two taps at once still give one owner.
On their list, done
It moves to their own task list like any assigned task. Nobody had to watch the board or hand it out.
1. Set someone up (admin or manager)
A person sees open tasks only when both of these are set on their profile:
- Open Users, pick the person (they need theService role) and go to the Cleaner parameterstab.
- Under Work types & cities, add Delivery with the city they deliver in, and click Save. Add one row per city.
- Switch on Can take open tasks themselves. It saves straight away.
The two are separate on purpose. Work types & cities says what someone can be assigned and where. The switch says whether they may pick work off the board without a coordinator. A cleaning company can be given a delivery by a coordinator without seeing open tasks.
2. What your service worker sees
- Available tasks in their menu, with a count when something is waiting.
- One card per open Delivery task in their cities: the type, the property, the date, and the notes.
- A Take this task button. Tapping it assigns the task to them and opens it, with the usual assignment email.
A task leaves everyone's list once it is taken, started, completed or cancelled.
3. Two people tap at once
Only one of them gets it. The first tap wins, and that check happens on the server at the moment of assignment, so two people tapping the same second can't both end up with the task. The other person seesSomeone else has already taken this task and their list refreshes.
4. Emails when a task appears
When a new Delivery task is created with nobody assigned, everyone who is switched on and covers that city gets an email right away, with a button that opens Available tasks. Nobody is emailed about a task that already has an assignee.
The ping is an email for now; there is no SMS or app message.
Who can change what
- Admins and managers set work types, cities and the switch.
- Coordinators assign and reassign tasks as before.
- Service workers can take an open task for themselves. They can't take one outside their cities or one that is already assigned.
- Accounting can edit a task but can't change who it is assigned to.
For the rest of the task system, seeCoordination Tasks.
Related articles
Coordination Tasks
How tasks are created, assigned and tracked across your team.
City Clusters
Why someone set up for one city also covers its whole region.
Inviting Your Team
Add coordinators and service workers with the right roles.
Task Calendar Link
Taken tasks show up in the person's own calendar too.