A task trigger attaches a form to a task. Assign the task and the form goes with it - so the incident report, the receipt or the milestone photo reaches one named person and gets done, instead of going out as a text and coming back as nothing.
Who can set this up: Admins and Managers.
Before you start
The form has to exist already. Build and publish it in the Smart Forms library first. You cannot build a new form from the Task screen.
There is nothing else to switch on. No location tracking requirement, no rule group setting. A task form reaches a worker whether they are clocked in or not.
How it works
Attach a form to a task
Go to Tasks & Schedule view on either the desktop web app or mobile app. Create a task, or open an existing one to edit.
In the new Attached Forms field, pick the form/s you want to send.
Assign the task to the worker/s who should complete it.
Optional: Set a due date.
Optional: Set the task to repeat if you need the form back on each occurrence, eg a weekly toolbox talk.
Save.
Note: Attaching form/s to tasks is only available in the Tasks & Schedule tab - not in the form's Triggers & Alerts step. A task trigger is the only trigger you do not configure from inside the form.
What your crew sees when a task with a form attached is assigned to them
The worker gets a notification. Tapping it opens the relevant form to complete.
The form can also be accessed via the Tasks & Schedule tab. There is no clock-in requirement. The form is tied to the task, not to a shift, so you can reach a worker who is off the clock.
What your crew sees when a task's due date lands on their clock-in day
If a worker is clocked in and the task is due today or earlier, the form drops into their Forms to complete list on the clock screen, and they can't clock out until it's done - ensuring the form gets completed when your company needs it to.
Repeating tasks come back each time they're due: a Monday toolbox talk shows up every Monday for the same foreman.
What your crew sees when the due date isn't the same day
The form still shows in Forms to complete, so crews can knock it out early if they've got a spare minute. It won't block clock-out.
Where you can see these form submissions
If a task-attached form is submitted, you can view the form submission in the Forms Library.
The form submission will also be linked directly in the Task itself.
Online vs offline support for forms attached to Tasks
Forms attached to tasks can be filled out offline in the Forms to Complete checklist available on the worker's clock screen. This is because we support offline form submissions during the clock screen experience.
If the worker fills the forms out in the Tasks & Schedule view instead, they will need an online connection to open and to submit.
Which trigger should I use?
One form, one named person, right now - task.
The same form at every site a crew visits - geofence.
A form for a worker who is not clocked in - task. Geofence triggers only fire on the clock.
The same form once a day, for everyone - clock in or clock out.
The same form back each week, for the same person - a repeating task with the form attached.
If you're looking to set up a form with geofence trigger, read the help article here.
If you're looking to set up a form with a clock in or clock out trigger, read this help article here.
Troubleshooting
A worker says they never got the form. Check in this order:
Is the task assigned to them?
Are notifications turned on for Workyard on their phone?
Do they have a connection?
If they are clocked in, is the form in Forms to complete? That is the fastest thing to check.
The form did not come back on the repeat.
Check the task itself is set to repeat rather than duplicated. The form follows the task's recurrence, so a one-off copy will not bring it back.
I attached the wrong form.
Open the task, remove the chip with its ✕, pick the right template and save.