Tasks & task templates

Summary

With Tasks you can capture work orders in Locaboo, assign them, and track them. Each task is always linked to a specific object—for example a resource, inventory item, contract, or booking. That way preparation, follow-up, and to-dos stay visible exactly where they are needed. Task templates let you save recurring task packages as templates that can be applied in a few clicks.

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Tasks

Overview

Tasks are contextual work orders you can create in various places in Locaboo. Each task always belongs to a specific entity—it cannot be created without a reference.

Typical examples:

• Prepare equipment
• Order materials
• Review contract
• Set up seating
• Clarify questions about a booking

Supported areas

Tasks can be linked to the following entity types:

Area	Description
Resources	Tasks related to room or space management
Inventory	Material provision, inspection, maintenance
Services	Service-related preparation
Seminars	Organisational tasks for courses and training
Contracts	Contract review and follow-up
Bookings	Booking-related preparation and follow-up
Events	Event planning and execution

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Central task list

Use the Tasks icon at the top right of the navigation to open the central task list. There you see all tasks for your organisation in one place.

In the central task list you can:

• See all tasks at a glance
• Search by title or description
• Filter by status
• Filter by assigned person
• Filter by object type
• Mark tasks as done
• Edit or delete tasks

Note

You cannot create new tasks in the central task list. It is for viewing and editing existing tasks only.

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Tasks within an entity

In addition to the central overview, many object detail views have their own Tasks section. There you only see tasks that belong to that object.

In that view you can:

• Search tasks
• Filter by status and assigned person
• Create new tasks
• Edit existing tasks
• Mark tasks as done
• Show all tasks in an extended view

If there are no tasks for the current object yet, you see an empty state with an appropriate message.

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Create a new task

You can create new tasks directly within an object:

1. Open the detail view of the desired object (e.g. resource, event, booking).
2. Go to the Tasks section.
3. Click + Add task.
4. Enter the desired information.
5. Save the task.

The following fields are available:

Field	Required	Description
Title	Yes	Name of the task
Description	No	Additional details or instructions
Due date	No	Target completion date
Assigned person	No	Assigned user

The task is automatically linked to the object you currently have open.

Tip

With task templates (see below) you can add several prepared tasks with one click.

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Mark tasks as done

Each task has a checkbox. When you click it, the task is marked as done immediately.

Completed tasks:

• Disappear from the default task view
• Remain available via the “completed tasks” filter
• Are visually marked as completed
• Can be set back to open if needed

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Edit task

Open the action menu (three-dot menu) next to the task and choose Edit to change title, description, due date, or assigned person.

Delete task

In the same action menu you can choose Delete. A confirmation appears before deletion.

Note

Deleted tasks cannot be restored.

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Tasks in the booking sidebar

In the compact task view of the booking sidebar you will find the link Show all tasks. That opens an extended view with a full table where you can also add, edit, delete, and complete tasks.

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Special rules for bookings

For bookings, a few extra rules apply:

• Tasks refer not to the booking as a whole but to a specific booking instance. This matters especially for recurring bookings.
• Tasks are only visible for existing bookings in edit mode.
• When duplicating a booking, tasks are not copied.
• When changing recurring bookings, tasks may be deleted if the date and time of a booking instance change—a warning is shown.

The task view for a booking also shows which specific appointment the tasks refer to (date, time, and resource).

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Task templates

Overview

Task templates let you save recurring task packages as templates and apply them in a few clicks. That way you create several tasks at once and keep workflows consistent.

Each task inside a template can include:

• Title of the task
• Description (optional)
• Responsible person (optional)

When you apply a template, each template entry becomes its own task automatically.

When are task templates useful?

Task templates help especially with recurring processes:

Use case	Example
Event preparation	Checklist for tech, catering, decoration
Stage setup	Setup steps with owners
Inspection & checklists	Safety checks before events
Standard tasks	Cleaning, key handover, documentation

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Important notes

• Entity-specific: A template for events is only available for events; a template for resources only for resources, and so on.
• Organisation-wide: All users in the same organisation can see and use templates for that entity type.
• No due date in the template: When applying, all newly created tasks get the current date as the due date automatically.
• No retroactive effect: Changes to a template do not affect tasks already created.

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Supported areas

Task templates can be used for the same entity types as tasks:

• Resource
• Event
• Contract
• Inventory
• Service
• Booking

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Create a new task template

1. Open the task board for an item (e.g. event or resource).
2. On the New button, click the small arrow on the right.
3. Choose New template.
4. Enter a template name.
5. Click + Task to add a new template entry.
6. For each entry, enter:
   • Task title
   • Optional description
   • Optional responsible person
7. Add more tasks if needed.
8. Click Create template.

Note

A template must contain at least one task before it can be saved.

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Apply a task template

1. Open the task board for the desired entity.
2. On the New button on the right, click the arrow.
3. Choose the desired template from the list.
4. Review the confirmation with the overview of included tasks.
5. Click Apply template.

All tasks from the template are created in the task board immediately. Title, description, and responsible person are copied. Task order matches the order in the template.

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Edit template

You can adjust existing templates at any time:

1. Open the task board.
2. On the New button, click the arrow.
3. Hover over the desired template.
4. Click the three-dot menu.
5. Choose Edit.
6. Adjust name, tasks, descriptions, or owners.
7. Save your changes.

Already created tasks stay unchanged—only future applications of the template use the new version.

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Delete template

1. Open the task board.
2. On the New button, click the arrow.
3. Hover over the desired template.
4. Open the three-dot menu.
5. Click Delete.
6. Confirm deletion.

Deleting a template only removes the template. Tasks already created from it remain.

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Sort templates

You can set the order of your templates with drag and drop:

1. Open the template list via the arrow on the New button.
2. Drag a template by the drag handle to the desired position.
3. Release.

The new order is saved automatically and applies for all users in your organisation for that entity type.

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Structure of the “New” button

The button is split into two parts:

Area	Function
Left side “New”	Opens the normal flow to create a single task
Right side with arrow	Opens the list of available task templates

That way you can choose flexibly whether to create a single task or several tasks via a template at once.