Completing maintenance tasks

Once a maintenance plan is assigned to an asset or job, FieldLabel schedules the actual tasks that need doing. This page covers the “doing” side: marking tasks complete, snoozing them, adding a one-off task, and correcting a mistake. The same tasks can be handled by your internal team, by your customers in the portal, or even by anyone who scans the asset’s QR label.

Pro plan

Maintenance is available on the Pro plan and above. Compare plans →

Where tasks live

A task can be acted on from several places, depending on who you are:

• Internal staff — the Maintenance tab on a customer’s page, or the Maintenance card on an asset or job detail page.
• Customers — the Maintenance Tasks screen in the customer portal.
• Anyone — the public QR scan page for the asset, no login required.

The Maintenance card lists the active tasks — anything still outstanding. Work that’s already done moves out of the way: click View completed to open the full history, newest first. On a recurring plan that history grows every visit, so it stays behind that one click rather than burying the work still to do.

Completing a recurring (plan-generated) task automatically schedules its next occurrence based on the plan’s interval, so you never have to remember to re-add it.

Completing or snoozing a task (internal staff)

Both members and admins can complete, snooze, reschedule, and delete tasks.

1. Open a customer’s Maintenance tab, or the Maintenance card on an asset or job detail page.
2. On an active task, click Complete to mark it done. To leave a note, open the three-dot menu and choose Complete with note.
3. To push out the due date, click Snooze and choose 1 day, 3 days, or 1 week.
4. To set a specific date instead, click the task’s due-date badge and pick a date in the popover.

Tip

Snoozing recalculates the due date from today, not from the old due date. And because recurring tasks are scheduled when you complete them, the cadence naturally follows when the work actually gets done.

You can also edit the completion note on an already-completed task at any time.

Adding a one-off task

Need to track something that isn’t part of a recurring plan? Add a custom task. It’s a one-off and will not recur.

1. On an asset or job detail page, open the Maintenance menu (members will see an Add Task button) and choose Add Maintenance Task.
2. Enter the task name, an optional description, and a due date.
3. Save the task. It’s tagged Custom and stands alone — completing it won’t schedule a follow-up.

Rejecting a completed task (admins only)

If a task was marked complete by mistake — or wasn’t actually done properly — an admin can reject the completion to send it back.

1. On an asset or job, click View completed in the Maintenance card to open the history. On a customer’s Maintenance tab, filter the status to Completed.
2. Open the three-dot menu on the completed task and choose Reject completion.
3. Enter a rejection reason and confirm.

Note

Only tasks currently in a completed state can be rejected, and only admins can do this. FieldLabel records who rejected it, when, and the reason you gave.

Completing tasks in the customer portal

Customers you’ve invited as external users can handle their own tasks from the portal.

1. Sign in to the customer portal and open Maintenance Tasks.
2. Optionally filter the list by Company, Status, or a Due from / Due until date range.
3. On an active task, click Complete — a window lets you add an optional completion note. Or use the row menu to Snooze or Need Help.
4. Need Help shows your organization’s phone and email (if configured) and logs the request so your team knows.

To handle several tasks in one go, customers can tick the checkboxes on active tasks (or Select all) and use the bulk Complete or Snooze buttons; Print List turns the filtered list into a paper checklist. See the portal overview for details.

Completions from the portal are attributed to the customer’s name, so your team can see who did what.

Completing a task from a QR scan (no login)

Anyone who scans the asset’s QR label can complete or snooze its tasks without signing in — handy for tenants, on-site contractors, or your own field crew working fast.

1. Scan the QR label on the asset to open its public landing page.
2. If the asset has pending or snoozed tasks, a Maintenance Tasks card lists them.
3. Tap Complete on a task, enter your name (and an optional note), and submit.
4. Or tap Snooze to push out the due date, or Help to contact the company (shown only if a phone or email is configured).

Caution

The public page is unauthenticated, so anyone with the label can see and act on that asset’s pending tasks. It only ever shows the scanned asset’s pending and snoozed tasks — never customer or job details, and never completed history. Public and portal snoozes are capped at 3 per task. The name entered by the scanner is recorded as the completer and shown to your staff with an External User badge.

Recurring tasks completed from a QR scan still schedule their next occurrence, just like in-app completions.

Related

• Maintenance plans — set up the templates and assignments that create these tasks.
• Customer portal overview — what your customers see and can do.
• The QR scan page — everything a public scan reveals.