This guide shows how to use Task Collections, the Schedule, and notifications to track and schedule School Candid Service Work.
Create a Job Type - School Event Candids. This Job Type should also be configured to automatically add a Task Collection when created. Best Practice is to have one Task assigned to the Candid Processing Group and all photographers assigned to the Job to track Job File Uploads. This task can also automatically generate a reminder email to Photographers if the images have not been copied by the due date:
Candid-Upload Images is the task tracking image uploads. It is configured to Auto Assign Job Employees so when added Photographers on the job are added. When it is completed the Candid-Processing and Posting changes from On Hold to To Do automatically.
The email to photographers reminding them to upload has a direct link to the Task, once they upload they can tag the task as “Completed”, emails will stop and the next step is changed from “On Hold” to “To Do”:
The Job Type Record (Settings / Job Types) is configured to automatically add this to any jobs added to the schedule:
With this configuration when looking at a Job / Tasks you will see this:
In year one, all events will need to be added manually. Best is to add them from the Schools Organization Page:
When filtered to School Event Candid Job type all of the events scheduled for that school will appear. This list of jobs can also be downloaded as an Excel sheet (Actions / Download):
As Jobs are rescheduled for the next year. Pick an empty date after the Sport Season (a Sunday or other day without events). Jobs from this list can all be copied forward to the new year / “dummy date” and marked as “Pending” as they are moved to actual dates that can be changed to Candid-Scheduled or Candid-Dual School (for events where photographers are expected to cover both teams who are competing):
For a list of jobs still to be scheduled, go to the “Dummy” date and review or download the list.
To review what jobs have late image uploads or are late in processing, go to the Task Tab / Tasks filter on “Candid-”. This list will contain all tasks related to candids and the status:
