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When Tasks Appear on My Day

Early each morning SOPHIE goes through every Standard in the practice and every person on the team and asks: does this person have this work today? The answer comes from three things: the person's roles, the Standard's schedule, and whether the person is working today. This page explains each one, so you can predict what shows up and work out why something didn't.

Roles decide whose work it is​

A Standard names the roles that do it (set under its roles and schedules; see Roles & Schedules). You get a task when you hold one of those roles in this workspace.

  • All Staff reaches everyone. A Standard assigned to All Staff puts a task on every working person's day.
  • Only the roles you actually hold count. Holding a manager role doesn't give you the tasks of the roles beneath it.
  • Holding two roles on the same Standard gives you one task, not two. If a Standard names both of your roles for the same time of day, SOPHIE merges them.
  • When your roles change, your list follows. If a role is taken away, open tasks that came only from that role are cancelled. Finished and missed tasks stay in your history.

Everyone, Round Robin and Workload​

Each role on a Standard has an assignment setting:

  • Everyone: every person in the role gets their own task.
  • Round Robin: one person in the role gets the task each time, taking turns.
  • Workload: one person in the role gets it, whoever has the least on their plate.

With Round Robin and Workload, SOPHIE only picks from people who are working that day, so a turn never lands on someone who's off. The task shows as Shared on the chosen person's list, and teammates can Take it from them. For Standards anyone in the role can claim, see First to Claim.

The schedule decides which days​

Each role on a Standard has its own schedule: Daily, weekly (one or several days), Bi-weekly, Monthly, Quarterly, Yearly, or As Needed. Monthly, quarterly and yearly schedules can use a fixed date or a relative day such as "the last Friday of the month."

A schedule can also pick one or more times of day: Beginning, During or End. Each time of day becomes its own task, so a Standard done at opening and again at closing shows up twice, in Beginning of day and End of day, and you complete each one separately.

As Needed Standards never create tasks. They're the ones you pull up when a situation comes up, and they're listed in the As Needed panel on My Day instead.

Because the schedule belongs to each role, the same Standard can be daily for one role and as needed for another. You get the cadence of your role.

Working days decide whether you get anything today​

You only get recurring tasks on a day you're working. SOPHIE decides that the same way everywhere in the app, from Team › Schedule:

  1. Time off booked for the date means you're not working.
  2. A one-off working day added for the date means you are, even on a holiday, because someone added it on purpose.
  3. Otherwise, your usual week decides: the days (and optionally the space and hours) set for you on Team › Schedule.
  4. If nothing is set for you, you work every day your space is open.

Your space's hours matter too. A space is open only during the hours set for it, and a space with no hours set for a weekday is closed that day. A holiday or closure that reaches your space closes it, or shortens its day if it's marked reduced. If all the spaces you work at are closed, you have no working day and get no recurring tasks. Colleagues at a space that's open still get theirs: there's no single "office closed" switch for the whole practice.

See Team Schedule and Hours & Holidays to set these up.

Time off and fill-ins​

When someone is on time off, they get no recurring tasks for those days. If a fill-in is named, then on each covered day that the fill-in is working, SOPHIE treats the fill-in as holding the absent person's roles, so that work lands on the fill-in's My Day next to their own.

  • A role the fill-in already holds adds nothing. They won't see duplicates.
  • A fill-in only covers on days they work. If they're off that day, nobody picks up the work unless someone schedules them in.
  • Fill-ins also count in Round Robin and Workload picks for the roles they're covering.

Booking time off and choosing fill-ins is covered in Time Off.

Tasks that move to another day​

Sometimes a scheduled date isn't a working day for the person who'd do the work. For example, a monthly task falls on a holiday. The practice setting Tasks due on a non-working day decides what happens:

  • Move to the next working day (the usual choice)
  • Move to the previous working day
  • Leave the date as it is

A Standard marked regulatory or hard deadline always moves earlier, whatever the setting says, because pushing a deadline past its date means missing it.

A task that moved shows a chip on My Day. Moved later means it slid to the next working day. Moved earlier (in amber) means a deadline was brought forward to protect it. Hover the chip for the details, such as "Scheduled for Fri, Dec 25, a holiday. It moved to the next working day."

Unfinished tasks and carry-over​

What happens to a recurring task you didn't finish is set on each Standard's schedule:

  • Keep until completed (the default): it stays open as late work until someone does it.
  • Until next due: it's dropped as soon as the next occurrence appears.
  • Expire after N days: it stays open for that many days past its due date, then is marked missed.
  • Drop end of day: it's marked missed when the day ends.

Missed tasks stay in the history and feed team performance reports.

Draft Standards can put work on My Day​

A Standard doesn't have to be published to put work on someone's list. When the practice turns on Draft SOPs in My Day in Settings, drafts generate tasks just like published Standards. This is useful while a practice is still writing its procedures. When it's off, only published Standards do.

Whether a task exists is decided by roles and the schedule, not by publication. Moving a Standard back to draft doesn't cancel its open tasks: the work is still the work.

Why isn't a task on my list?​

Work through these in order:

  1. Is it today? Check the Standard's schedule for your role. It might be weekly on another day, or As Needed.
  2. Does the Standard name one of your roles? Or All Staff? Ask a manager to check your roles on Team › People.
  3. Is it your turn? For Round Robin and Workload, only one person gets it. Switch My Day to Teammates' to see who has it.
  4. Are you working today? Check Team › Schedule: your usual week, time off, and your space's hours and holidays.
  5. Is the Standard a draft? Drafts only create tasks when the practice allows it.
  6. Was it set up after this morning? Click Pick up new tasks at the top of My Day.
  7. Did it move? Look at the day before or after, or look ahead with the day picker.

If a task is on your list that shouldn't be, it's almost always a role: the Standard names a role you hold, possibly All Staff. Fixing the role or the Standard's roles cancels the task.