Ask for the right information the first time
A generic title-and-description box guarantees a follow-up question. Build a form that captures what your work actually needs — vendor, amount, site, machine, room number — as real fields rather than as a paragraph someone has to read.
Unlimited task forms on every plan term.
The problem
Half of every task is a request for missing information
When the intake form is one free-text box, the person doing the work has to reconstruct the request before they can start it — and the reconstruction happens in comments, one question at a time.
- Nobody knows which details are required, so each request contains a different subset of them.
- The first three comments on most tasks are "which site?", "what is the order number?" and "who approved this?".
- Details that are captured cannot be filtered or reported on, because they were prose.
- A recurring request is re-typed from memory each time, so the field that matters is occasionally omitted.
- Notification messages are generic, because there is no structured data to put in them.
How TaskIt handles it
Forms your company defines, fields the system understands
Every workspace starts with a default form and can build as many more as it needs. A field is a typed thing, not a sentence — which is what makes it usable after capture.
- Eighteen field types, from plain text and number through date, time and dropdown to people, department, priority, checklist and file pickers.
- Required fields, options lists and per-field configuration in a builder rather than in code.
- Every create form includes a built-in due-date picker with a past-date guard — unless your form already defines its own date field for the purpose.
- Captured answers can be inserted into WhatsApp message templates, so a notification carries the actual site, order number or room rather than just a title.
- The due date can be changed later from the task workspace, so a form is not a one-shot commitment.
What you get
Work starts instead of stalling
When the required information is required by the form, the assignee can begin on first read rather than after two rounds of comments.
Different work, different forms
A maintenance request, a purchase approval and a customer complaint do not need the same fields. Build one form per intake and stop pretending they are the same kind of task.
Notifications that say something
Because answers are structured, a WhatsApp message can carry the site, the machine or the order number — the details that decide whether someone acts now or later.
The form is the training
A well-built intake form teaches people what a good request contains, which is far more durable than a document explaining what a good request contains.
How it works
In the order a person using it meets them.
- 1
Start from the default form
Every workspace has one from the first day, so tasks can be raised before anyone has built anything.
- 2
Add the fields the work needs
In the builder, add fields, choose their type, mark the ones that are required and configure the options for dropdowns, radios and checklists.
- 3
Use it, and refine it
Watch which questions still get asked in comments. Each one is a missing field, and adding it removes that round trip permanently.
- 4
Wire the answers into notifications
Reference captured fields in the WhatsApp template so the message that reaches the assignee already contains the detail they will act on.
A maintenance request form
Six fields that remove six comments.
- 1
Site — dropdown
A fixed list, so the report can group by it and nobody types "Andheri (W)" three different ways.
- 2
Equipment — text
Free text, because the list changes faster than anyone will maintain a dropdown.
- 3
Fault description — long text
The one field that genuinely is prose.
- 4
Safety isolation required — radio
Yes or no. It changes who may do the job, so it cannot be buried in the description.
- 5
Photo — image upload
One picture usually replaces the whole fault description.
- 6
Due date — built in
Present on every create form, with a past-date guard.
The result
The WhatsApp notification now reads "Site: Andheri · Equipment: compressor 2 · Isolation: yes", which is enough for the technician to decide whether to go now.
The field types
Enough to describe real operational work without turning the form into a database schema exercise.
- Text, long text, rich text and number
- Date, time and the built-in due date
- Dropdown, radio, checkbox and checklist, each with your own options
- Email, phone and URL, so contact details are captured as contact details
- People and department pickers, and a priority picker
- File and image upload fields, subject to the Media Library module and its permissions
Due dates, handled once
The due-date picker is added to every create form by default, with a guard against dates in the past — unless the form already defines its own date field for that purpose, in which case yours wins rather than being duplicated. Afterwards it can be changed from the task workspace.
Forms and recurring work
A recurring schedule creates its tasks from a reusable template, so a routine that needs a checklist captures that checklist every occurrence — identically, without anyone retyping it.
Uploads, and the module they need
File and image fields depend on the Media Library module and the relevant permissions. Uploads are authenticated on both write and read, validated by extension, declared type and the bytes on disk, and never publicly served — a link alone is not access.
Frequently asked questions
Yes. Task forms are unlimited on every plan term, and building one per intake type — maintenance, purchase, complaint — is the intended use. Every workspace also starts with a default form so work can be raised immediately.
No. Every create form gets a due-date picker by default, with a guard against past dates — unless the form already defines its own date field for that purpose. The due date can be changed later from the task workspace.
Yes. Captured field answers can be inserted into WhatsApp message templates, which is what turns a generic "new task assigned" into a message containing the site, order number or equipment involved.
File and image fields depend on the Media Library module and the relevant permissions. Uploads are authenticated on both directions, validated by extension, MIME type and magic bytes, and are never publicly served.
Where to go next
The capabilities either side of this one, and the problems it is bought to solve.
Build the form for your most common request
Take the last ten tasks of one type, list every question that was asked in the comments, and make each one a field.