Shift Tasks is a new feature in Ubeya that allows you to assign and collect structured, shift-specific data directly within events. These tasks can be filled by employees, captains, or both - depending on how you configure them.
Shift Tasks streamline reporting and tracking by ensuring all important shift-related actions are recorded in one place.
Task Fields
Before creating shift tasks, you can set up reusable Task Fields in your settings.
Where to find it:
Go to Settings → Task Fields.
How it works:
Use the Add field button to add new fields.
These fields can be shared across multiple tasks.
Create a Shift Task
Where to find it:
Go to Communication → Shift Tasks (visible only to admins with "Edit workflows" privileges).
How it works:
Similar to Workflows, each task includes:
Title and Description
Positions - Selecting if this Shift Task is for certain positions or all.
Reporting Level (mandatory dropdown):
Captains - Event, Area, Shift, or Task captains can fill in.
Captains & Employee - Both captains and employees can fill in.
Cover screen toggle - Decide if the task shows a cover screen when opened.
Steps - Tasks can include both workflow fields, generic fields and the pre-defined Task Fields you created in your settings under the new Task Fields page.
Assign Shift Tasks to an Event
When creating or editing an event, you will now see a new Event Shift Tasks section. Here you can add tasks under the new Event Tasks dropdown (multiple selectable).
Please note you can only assign existing tasks here - not create new ones.
View Task Results
New Event View:
A new Communication tab will include:
Feed
Workflows
Tasks (new)
Timesheet:
Select Task Fields as columns to see Shift Tasks responses directly in the Timesheets.
Captains and Employees
Captain Permissions:
Event Captains see all event tasks.
Area Captains see tasks for their assigned areas.
Shift Captains see tasks for their assigned shifts.
New! - Task Captains see only their assigned tasks and are not able to report hours for employees.
Admin View:
Captain View:
Select the new line item in order to review which employee has filled out the Shift Task, or to fill out for those who didn't yet.
The captain can scan or search employees, view task status (filled/not filled) and open tasks and submit responses.
Employee View:
If the task is fillable by employees, it appears in their shift view (just like workflows) under the 'Don't forget to' section.
Common Use Cases
Sales reporting - Brand ambassadors report the number of items sold.
Uniform tracking - Captains track uniform collection and return.
Shift checklists - Employees or captains complete pre-shift or post-shift checklists.
With Shift Tasks, Ubeya gives you a flexible way to manage shift-specific reporting, checklists, and data collection - making every event more organized and accountable.