Tasks FAQ's

Tasks FAQ's


General

What is a Task List?

A Task List is a collection of individual tasks grouped under one title. It’s meant for managing sets of related tasks (e.g. maintenance checks, site inspections) rather than single tasks.

How are tasks different from Task Lists?

A Task List is the container (you assign the Task List to someone). An individual Task is part of a Task List. You can’t assign a single Task to someone separately; only the Task List as a whole is assigned.

What are Subtasks?

Subtasks are checklist-items within an individual task. They allow you to break that task down into smaller steps (for example component spot checks, preventative maintenance steps) so you can mark off each subtask as work progresses.

Creating and Managing Task Lists

How do I create a Task List?

When you click “Create Task List” you’ll be prompted to enter:
  1. Title *
  2. Priority (optional)
  3. Due date (optional)
  4. Assign to a user *
    1. Defaults to the person creating the Task List
  5. Description (optional)
  6. Sharing with individuals or organisations + set permissions 

How do I add items (Tasks) to a Task List?

You can add tasks to the list by selecting anomalies, observations or map pins, depending on what Tasks you want to create. For example:
  1. From Thermographic or Observations list views > select rows & use “Add to Tasks” 
  2. From Map views > click a highlighted module/anomaly and use “Add to Tasks” via the right-hand panel
  3. From the Digital Twin search > When seeing the desired search results, use "Add to Tasks" button on the top of results table
  4. Standalone tasks can be added without needing additional data from the SolarGain portal

How are subtasks added and managed?

For any individual task, you can add subtasks to provide checklist-style steps. You can edit, mark subtasks as complete, use them for preventive maintenance or component spot checks. They help ensure tasks are broken down into manageable steps. 

Assignment, Sharing & Permissions

Who gets assigned?

You assign the Task List to a specific user. All tasks within that Task List are considered under that assignment. You can’t assign individual tasks or subtasks to different users independently. 

How do I share Task Lists?

You can share a Task List with other users or with organisations. When creating or editing a Task List, you set permissions (who can view/edit) for individuals and/or organisations. In this video, you’ll learn how to share task lists, manage permissions, and assign roles when collaborating with different users or organisations. 


What permissions exist?

Permissions relate to seeing, editing, completing tasks, etc., and are controlled at the Task List level (not per task). Different organisations or users can have different access levels. 

Using Task Lists in SolarGain Mobile (SGM)


How do I see Task Lists on SolarGain Mobile?

The mobile view lets you see all Task Lists created via the SolarGain portal. You have “My Tasks” (Task Lists assigned to you) and “All Tasks” (Task Lists visible in your organisation). 

Can I add new tasks on mobile?

Yes — you can add simple individual tasks from mobile via both map view and list view. But more complex tasks (e.g. tasks generated from inspections or reports) often need to be created via the web portal. 

How are tasks and their status shown in mobile?

In map view, tasks are represented with markers coloured by their status. You can tap markers to see details. In list view you can sort or filter by status or type to see which tasks are open, in progress, etc. 

Templates & Reuse

What are Task Templates?

Task Templates let you define common or repeated Task Lists in advance. Instead of starting from scratch every time, you can use a template (set of tasks/subtasks) to create new Task Lists quickly. (Useful for recurring maintenance, checks) 

How do I use a template?

Templates can be created from the left menu. View the that section resides outside the solar plant, as it can be used in Tasks for all solar plants.


Templates are used upon creating that Task. When adding a Task, a modal pops up, then edit/adjust as needed (due date, assigned user, contents) and you pick the template. This is done within the solar plant.


Exporting & Reporting

Can I export Task Lists or tasks?

Yes. You can export tasks in a Task List, including subtasks, in standard formats (CSV etc.), for reporting, tracking or integrating with other systems. 

Best Practices & Use Cases

When should I use Subtasks?

Use subtasks when a task requires multiple steps that need to be checked off independently: e.g. component spot checks, safety inspections, module testing. They help ensure nothing is missed.

How often should Task Lists be updated?

Regularly. Tasks should be updated after site visits, inspections or whenever subtasks are completed. On the mobile app, field teams can mark subtasks or tasks done. Frequent updates keep the system reflective of real progress.

How should I keep Task Lists useful?

  1. Use descriptive titles and categories so tasks are clear
  2. Include enough information (photos, location, component IDs) so that site technicians know what to do without extra effort
  3. Use templates for recurring tasks to standardise inspections
  4. Review and close Task Lists when all tasks/subtasks are done, to avoid clutter



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