The Tasks Overview panel is a slide-out drawer within the Evo Roster scheduling screen. It gives you a consolidated list of all available tasks that can be dragged on to the roster to schedule them against employees. The panel supports filtering by budget status, searching by task name, and grouping tasks by assignment state.
📌Note: Task visibility is evaluated at the individual day level, not at the period level. Only tasks whose start and end dates include the selected day will appear in the panel.
Open the Tasks Overview panel
You can open the Tasks Overview panel directly from the Roster Day View.
From the Roster Day View, select the day you want to schedule tasks for.
Click Task.
The Tasks Overview panel slides open on the right-hand side of the screen. The panel header displays the title "Tasks Overview" and the subtitle "Drag tasks to schedule". All tasks visible for the currently selected day are displayed.
Understand task visibility
A task is visible on a given day only if that day falls on or between the task's start date and end date.
If the selected day is before a task's start date, the task will not appear — even if the task starts later in the same period.
If the selected day is after a task's end date, the task will not appear — even if the task started earlier in the same period.
On the day the task's start date is reached, it becomes visible in the Tasks Overview panel.
On the day after the task's end date is reached, it is removed from the Tasks Overview panel.
📌Note: A task's start and end date should align with the period start and end date if the task is to be displayed within the period.
Example
The period is 15/03/2026 – 21/03/2026. The manager is viewing individual days within that period.
Task | Start Date | End Date | Day Viewed | Visible in Task Panel? |
Stock Take | 15/03/2026 | 21/03/2026 | 15/03/2026 | Yes — day matches task start date |
Training | 17/03/2026 | 19/03/2026 | 16/03/2026 | No — day is before task start date |
Training | 17/03/2026 | 19/03/2026 | 17/03/2026 | Yes — day matches task start date |
Training | 17/03/2026 | 19/03/2026 | 19/03/2026 | Yes — day matches task end date |
Training | 17/03/2026 | 19/03/2026 | 20/03/2026 | No — day is after task end date |
Audit | 22/03/2026 | 22/03/2026 | 21/03/2026 | No — task starts outside this period |
Search and filter tasks
You can search for a specific task or filter the list by budget status to narrow down what is displayed.
Search
Use the search bar at the top of the panel to find a task by name. Search works on task name only.
Filter by budget status
Click the filter icon to the right of the search bar to toggle the budget filter row. Three checkboxes are available and can be combined:
Under Budget — shows only tasks where the assigned value is less than the budgeted hours.
On Budget — shows only tasks where the assigned value equals the budgeted hours.
Over Budget — shows only tasks where the assigned value exceeds the budgeted hours.
📌Note: All three filters are unchecked by default, meaning all tasks are shown regardless of budget status. Checking one or more filters narrows the list to tasks matching any checked state. Tasks with no budget configured will not match any budget filter and will be hidden when any filter is active.
Understand task cards
Each task in the panel is displayed as a card. The information shown on each card depends on how the task has been configured.
Field | Description |
Task Name | The display name of the task, e.g. "Stock Take" or "Till Training". Always displayed. |
Impacts Roster | Yes or No. Indicates whether scheduling this task affects the employee's roster shift counts. Always displayed. |
Duration | The expected duration of the task. Displayed as a decimal (e.g. 0.5) or in hours and minutes (e.g. 30m, 37m). Always displayed. |
Status | Current scheduling status of the task, e.g. "Not Started". Always displayed. |
Budget | Shown only when the task has budget data. Displayed as "X hours / Y hours" (budgeted / used), e.g. "5 hours / 0 hours". |
Colour | A coloured dot indicating the task's visual category or priority. Only shown when a colour has been assigned to the task in configuration. |
View Details | A tappable link at the bottom of each card that opens the Task Detail & Edit panel. Always displayed. |
Task groups
Tasks are organised into collapsible groups based on their assignment state. Each group shows a count of tasks it contains. Groups that may appear include:
Unassigned — tasks with no scheduled time for the current roster period.
Assigned — tasks that have already been scheduled to at least one shift.
Assign a task using drag and drop
You can assign a task to an employee by dragging it from the Tasks Overview panel directly on to the employee's timeline.
Open the Tasks Overview panel from the Roster Day View.
Locate the task in the panel. Each task card shows the task name, date range, duration drop default, budget value, and budget remaining.
Drag the task from the panel on to the target employee's timeline at the desired time slot.
Drop the task. The task is placed on the timeline with the configured default duration. The task block appears at the dropped position.
If required, resize the task block on the timeline to adjust the duration. The duration cannot be extended beyond the employee's shift start or end time without first editing the employee's shift.
The assignment is saved. The task budget is updated immediately. If the task is configured with Impacts Roster = Yes, the employee is removed from the rostered headcount for those 15-minute slots and the variance updates accordingly.
📌Note: Tasks that have been fully allocated (budget remaining = 0) will still appear in the Tasks Overview panel but will be clearly indicated as fully allocated. A task configured with STOP cannot be assigned once the budget reaches 0.
Task assignment conditions
The following conditions must be met before a task can be assigned to an employee. Where any condition is not met, the system will prevent the assignment and display an appropriate message.
Condition | System behaviour if not met |
Employee must be rostered for the day | Assignment is blocked. The employee must be rostered before a task can be assigned. |
Employee must not be absent or otherwise unavailable | Assignment is blocked. Tasks can only be assigned to employees who are rostered to work. |
The selected time slot must fall within the employee's rostered shift hours | Assignment is blocked. The task is returned to the task panel. The employee's roster must be adjusted if additional hours are required. |
The employee must not already have a task assigned for the selected time slot | Assignment is blocked. The existing task must be removed before a new task can be assigned to the same slot. |
Cannot assign a task over an employee's break | Assignment is blocked. The break must be moved if the manager wants to assign a task at that time. |
View and edit task details
You can view the full details of a task and manage its assignments from the Task Detail & Edit panel.
On a task card in the Tasks Overview panel, click View Details.
The Task Detail & Edit panel opens. It combines a read-only task description at the top with an editable configuration form below, and a footer action bar containing Save Changes.
Basic information
Field | Description |
Date Range | The roster period during which this task is active and available to schedule. Read-only. |
Duration Drop | The duration value applied to the roster when the task is dropped or scheduled. Expressed in the unit defined by the Budget Type. Read-only. |
Budget Type | The unit used to express duration and budget values. Controls how Duration Drop and budget fields are interpreted. |
Budget Value | The total hours budgeted for this task within the active period. Read-only. |
Budget Remaining | Calculated field. Budget Value minus hours already scheduled. Updates automatically as assignments are made or removed. Read-only. |
Assign a task using the Assign button
You can assign a task to an employee directly from the Task Detail & Edit panel without using drag and drop.
In the Task Detail & Edit panel, click Assign in the Assigned To section.
The Manage Assignees panel opens, displaying a scrollable list of all employees available in the current roster period.
Search for the employee and tick the checkbox next to their name to select them.
Update the date, start time, and duration of the task as required.
Click Save Assignments. The employee is linked to the task and the assignment count updates in the Task Detail panel.
📌Note: Only one employee can be assigned at a time using the Assign button. Using the Assign button and dragging a task card from the Tasks Overview panel are two routes to the same outcome — both create a task assignment, and changes made via either method are reflected in Budget Remaining once saved.
Assigned To section
The Assigned To section shows which employee or employees this task is currently scheduled against for the active period.
Scenario | Behaviour |
No employee assigned | The section shows "No employee assigned to this task yet." with the Assign button available. |
One employee assigned | The assigned employee's name and details are listed. The Assign button allows adding further employees or changing the assignment. |
Multiple employees assigned | Each assigned employee is listed. Assignments can be individually removed or edited. |
Save changes
Click Save Changes at the bottom of the panel to commit all edits made in the Assigned To section, including assigning to an employee or deleting an assignment.
Remove a task from an employee
A task can be permanently removed from an employee using the delete option on the employee's timeline or from within the Task Detail & Edit panel. Removal is irreversible once saved.
Delete from the employee's timeline
Select the delete option on the task assigned to the employee on the roster timeline. A confirmation prompt is displayed, showing the task name and the employee the task will be removed from. The prompt contains two options: Cancel and Remove Task.
Select one of the following:
Cancel — the prompt closes. The task remains assigned to the employee. No changes are made.
Remove Task — the task is removed from the employee's timeline. The assigned duration is returned to the task budget immediately. The task reappears in the Tasks Overview panel with the restored budget value. If the task was configured with Impacts Roster = Yes, the employee is restored to the rostered headcount for those slots and the variance updates accordingly.
Delete from the Task Detail panel
In the Task Detail & Edit panel, select the delete icon beside the employee's name in the Assigned To section.
The employee is removed from the task. The employee's roster timeline and task budget are updated immediately.
Understand budget management
Task budgets may be expressed in one of the following unit types, configured per task.
Unit Type | Description |
Hours / Minutes (HH:MM) | Budget and duration expressed in hours and minutes in HH:MM format. For example, 02:30 = 2 hours 30 minutes. |
Hours / Minutes Decimal | Budget and duration expressed as a decimal hours value where the decimal represents a fraction of an hour. For example, 2.5 = 2 hours 30 minutes. Note: this is not hours and minutes notation — 2.30 means 2 hours 18 minutes, not 2 hours 30 minutes. |
Task budgets are updated automatically on confirmation of each assignment action:
When a task is assigned to an employee — the assigned value is deducted from the remaining budget.
When a task is removed from an employee — the assigned value is returned to the remaining budget.
Budget overrun behaviour
Each task is configured with one of three overrun behaviours, which governs what happens when you attempt to assign beyond the available budget.
Setting | Behaviour |
STOP | The system prevents the assignment. You cannot exceed the task budget under any circumstances. An on-screen prompt informs you that the budget has been reached and the assignment cannot proceed. |
WARN | The system allows the assignment but requires you to select a reason code from a pre-configured dropdown before confirming. The task budget will show a negative value once exceeded. The reason code is recorded against the task assignment. |
ALLOW | The system allows the assignment without restriction. No reason code is required. The task budget will show a negative value once exceeded. |
📌Note: Reason codes for WARN are presented as a pre-configured dropdown. Only active reason codes linked to the specific task will be displayed. Reason codes can be set up within WFM Configuration — see the Reason Code Guide for more detail.
Understand roster variance
The schedule timeline in the Roster Day View displays staffing demand and rostered headcount across the day in 15-minute slots. Variance is the difference between the rostered headcount and the planned staffing demand for each slot.
Variance | Status | Meaning |
Zero (0) | Optimal | Rostered headcount exactly matches demand for that slot. This is the target state. |
Positive (+) | Overstaffed | Rostered headcount exceeds demand for that slot. |
Negative (−) | Understaffed | Rostered headcount is below demand for that slot. |
Impacts Roster setting
Whether a task affects the rostered headcount is determined by the Impacts Roster flag configured on the task.
Impacts Roster | Effect on variance |
Yes | When the task is assigned to an employee for a given time slot, that employee is removed from the rostered headcount for those 15-minute slots. This may create or increase an understaffed variance for those slots. |
No | The task is assigned to the employee and appears on their timeline, but the employee continues to contribute to the rostered headcount. There is no impact on the variance calculation. |
How variance is calculated
For each 15-minute slot, variance = Rostered Headcount − Demand.
Example: A store has a demand of 4 staff between 10:00 and 10:15. Four employees are rostered, giving a variance of 0 — optimal staffing. One employee is then assigned a task with Impacts Roster = Yes covering that slot. That employee is removed from the rostered headcount, reducing it to 3. Variance = 3 (rostered) − 4 (required) = −1. The store is now understaffed by 1 for that slot.
Frequently asked questions
What happens if a task spans across multiple periods?
A task may be configured with a start and end date that spans multiple periods. No special configuration is required — the same day-level visibility rule applies. The task will appear in the Tasks Overview panel on every day that falls within its date range, across as many periods as its dates cover. The task budget is a single running total across the full duration of the task and is not reset at period boundaries.
Can I assign a task to multiple employees in one go?
Tasks cannot be assigned to multiple employees in one go. They must be assigned individually.
What does Impacts Roster mean?
Impacts Roster: Yes — Scheduling this task will count towards the employee's rostered hours, shift counts, or contractual targets. Use this for operational tasks that form part of the working day, e.g. Stock Take or Dec Receiving.
Impacts Roster: No — Scheduling this task does not affect roster metrics. Typically used for training, briefings, or administrative activities that run alongside the shift, e.g. Till Training.
Can a manager update a task budget?
Task budgets may only be updated by an authorised administrator. Managers do not have access to update task budget values.