Operations and facilities

The operations tools help you run the work behind your gatherings: tracking projects and tasks, and managing the rooms, equipment, and vehicles your organization depends on. This article covers projects, tasks, and assets.

Projects

A project groups the work for an event, campaign, or initiative in one place.

1. Open Operations > Projects & Tasks.
2. Click New Project.
3. Enter the details:
   • Name
   • Description
   • Start and end dates
   • Category
4. Add team members.
5. Click Create Project.
6. Add tasks from the project's detail page.

A project tracks its own dates, status, and team, so you can see progress at a glance.

Tasks

Tasks are the individual pieces of work. They can stand alone or live inside a project or request.

1. Open a project, or go to Tasks.
2. Click Add Task.
3. Enter a title.
4. Set a due date.
5. Assign it to a team member.
6. Set a priority.
7. Add dependencies if the task is blocked by another.
8. Click Save.

Tasks support due dates, priorities, assignees, dependencies, and checklist sub-items, so larger pieces of work can be broken down.

Assets

Assets are the rooms, equipment, and vehicles your organization owns and shares. The asset register tracks what you have, where it is, and who's using it.

To add an asset:

1. Open Operations > Assets.
2. Click Add Asset.
3. Select a category.
4. Enter the details, such as name, description, location, and serial number.
5. Add photos if useful.
6. Click Save.

Beyond a simple list, assets support assignment tracking so you know who has what, a reservation system for shared items, maintenance records, and document attachments. Rooms can be booked and equipment reserved through the same reservation system, which helps avoid two groups planning around the same space.

Tips

• Use a project for anything with several moving parts, then break it into tasks.
• Set task dependencies so the right work happens in the right order.
• Reserve shared rooms and equipment in advance to avoid double-booking.

Common questions

Can a task belong to a project? Yes. Tasks can stand alone or be linked to a project or a request.

How do I avoid two groups booking the same room? Use the reservation system on the asset so shared spaces and equipment are claimed ahead of time.

Can I track who's using an asset? Yes. Assets support assignment tracking, along with maintenance records and document attachments.

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