Creating a task in GSMtasks allows you to assign work to your team, define where the work should take place, specify deadlines, and provide all the information your workers need to complete the job.
Whether you're scheduling a delivery, planning a field service visit, or assigning maintenance work, every task follows the same simple workflow.
Before you begin
Before creating a task, make sure you have:
An Order (optional, depending on your workflow)
A destination address
A worker to assign the task to (optional)
Any additional information your worker may need
Creating a New Task
To create a task:
Open the Dashboard.
Click New Task in the top-right corner.
The Create New Task panel opens.
You can now start filling in the task information.
Step 1 - Order Information
The first section contains the customer or order information.
If the customer already exists in your Contacts, GSMtasks can automatically populate their details when you begin typing.
This helps avoid duplicate contacts and speeds up task creation.
If a Client Account exists for this customer, newly created tasks will also appear in their Client Portal.
Step 2 - Assign a Worker
Next, choose who should complete the task.
Simply select a worker from the Assignee dropdown.
If you don't assign anyone immediately:
the task will be created successfully
it will appear under Unassigned Tasks
you can assign it later from the Dashboard
If your account uses Auto Assignment, GSMtasks can automatically assign the most suitable worker based on your configured rules.
Step 3 - Add a Waypoint
Every task requires at least one waypoint.
A waypoint defines:
where the work takes place
who should be contacted
when the task should be completed
For each waypoint you can enter:
Contact name
Company
Phone number
Email
Destination address
Complete After / Complete Before times
Notes
When entering an address, always select one of Google's suggested results to ensure the location is valid.
TYPE OF TASK | DESCRIPTION |
Assignment | When a certain task has to be completed in one destination. |
Pick up | When goods have to be picked up from a certain location. |
Drop off | When goods have to be dropped off in a certain location. |
Multiple Waypoints
If your task requires more than one stop, click + Add Waypoint.
This allows you to create routes such as:
Pickup â Delivery
Warehouse â Customer
Multiple customer deliveries
Multi-stop service routes
Each waypoint can have its own:
address
contact information
deadlines
notes
Step 4 - Description
Use the Description field to provide your worker with additional instructions.
Examples include:
access instructions
delivery notes
equipment to bring
safety information
customer requests
The description is visible in the Driver App.
You can attach files that may help the worker complete the task.
Common examples include:
contracts
work orders
invoices
delivery documents
photos
technical drawings
manuals
Attached files are available directly from the Driver App.
Step 5 - Custom Fields (Metafields)
If your company uses Custom Fields, complete any additional information required for the task.
Examples include:
Quantity
Price
Device ID
Client ID
Asset number
Job reference
The available fields depend on how your administrator has configured the account.
Step 7 â Create the Task
Once all required information has been entered, click Create Task.
The task will immediately appear:
under the assigned worker (if one was selected)
in the Dashboard
on the map
in the Task List
Alternative: Create a Task from the Map
You can also create a task directly from the map.
Simply:
Right-click on the map.
Select Add task here.
The destination coordinates are automatically populated.
This is useful when planning work visually.
Alternative: Create a Task from the Calendar
If you plan work around specific dates and times, you can also create tasks directly from the Calendar View.
The Calendar provides an overview of scheduled work, making it easy to plan your team's workload and identify available time slots.
To create a task from the Calendar:
Open the Calendar view (Orders â Calendar, or use this link: https://app.gsmtasks.com/orders/calendar).
Navigate to the required date.
Double-click on the desired time slot, or drag out a time slot, to open the Create new task panel.
Complete the task information as usual.
Click Create.
The task will automatically appear in the selected time slot on the Calendar once it has been created.
Editing Tasks from the Calendar
The Calendar is also useful for updating existing tasks.
Depending on your permissions, you can:
Open a task to edit its details.
Change the scheduled date or time.
Review upcoming work for individual workers or your entire team.
Monitor your daily and weekly workload.
Any changes made in the Calendar are automatically reflected throughout GSMtasks.
