Task Management FAQs

The Safetrac Task Management feature is a tool that allows clients to manage compliance tasks alongside other compliance activities such as Training, Surveys, Documents, and Meetings. It helps centralise the creation, assignment, tracking, and reporting of compliance tasks within the Safetrac platform.

The feature addresses the challenges of managing varied compliance obligations by providing a centralised repository for tasks. It helps overcome issues such as:

• Maintaining up-to-date compliance documentation.
• Avoiding multiple versions of a document.
• Aligning compliance activities with documentation.
• Identifying responsible individuals within the organisation.
• Managing permissions for document access.

There are three main roles within the Task Management feature:

• Assignee: The person responsible for completing the task.
• Owner: The person with ultimate accountability for the task.
• Administrator: The person managing the tasks area.

When creating a task, the following fields are available:

• Name (mandatory)
• Description (optional)
• Area of Compliance (mandatory)
• Progress status (not commenced, in progress, completed, deferred, or cancelled)
• Tags (optional)
• Recurrence (ad-hoc or recurring)
• Due Date
• Task Owner
• Task Assignee

Yes, administrators or owners can assign documents to tasks. These documents must be stored in the Safetrac document portal and cannot be uploaded directly within the task creation function.

Email notifications can be generated to notify task assignees and owners when a task is created. Additional email alerts can be sent for reminders, completion, and overdue tasks. Tasks appear on the Dashboard in a widget with tabs for Assignee and Owner.

Comments can be added and tracked against a task, and any edits to a task are recorded in an action log for that task.

Benefits include:

• Centralised Management: Streamlines the creation, assignment, tracking, and reporting of compliance tasks.
• Integrated Compliance Activities: Manages compliance tasks alongside training, surveys, and documents within the same platform.
• Efficient Administration: Reduces the need for ad hoc systems like spreadsheets, minimising risks such as programming errors, key person risk, and fragmented reporting.
• Enhanced Visibility: Provides senior leaders with real-time visibility into compliance tasks and activities across the organisation.

The feature centralises task management, aligns it with other compliance activities, and provides automated notifications and reporting, simplifying the administrative burden and ensuring consistent compliance tracking.

Yes. For example, after an ISO Audit, a compliance administrator can upload the audit report to the documents section and link it to tasks addressing non-conformances. Each task is assigned to relevant individuals with a section head as the task owner. Tasks appear on the users’ dashboards and can be tracked, reassigned, and commented on until completed. Administrators can report on task progress and completion, ensuring accountability and visibility.