What Happens When a Project Generates a Task? (mobile view walkthrough)

1. Structure

1. You Don't Have to Do Anything to Receive It

When a project is set up by your admin, tasks appear on your device automatically at the configured start time. You don't request them, you don't look for them in a menu, and you don't need to do anything to trigger them. At 6:00am — or whatever time your manager configured — the task is just there.

This is different from going to the Templates tab and starting a form yourself. A project-generated task shows up without you doing anything. It comes to you. 

2. Where It Appears

Open the Xenia app. Your home screen shows you everything — Neil's description to customers: "Here's our home screen. This is what the application looks like when the stores open the tablet app. What we're showing here is just what's due today and kind of what's missed or overdue."

At the top you'll see a summary: "0 of 1 task completed" — or however many tasks are due today. Below that, each task is listed as a card with:

• The task name (e.g., "Daily Walk Checklist" or "Opening Checklist")
• The due time
• The location it's for
• The current status

You can also see any photos submitted today and any corrective actions already created from your other checklists — all on the same home screen.

3. Opening the Task

Tap the task card. A task detail screen opens showing:

• The task name
• Which location it's assigned to and which role
• The start time (when it became available) and due time (when it must be submitted)
• A Start button

Inside the Checklist

The checklist opens. This is the form your admin built — the questions your role needs to answer to confirm the work was done.

At the very top you'll see the Select Location step — it's already filled in with your store. You don't need to touch it. Neil: "At the top it's saying that I'm filling this out for Audubon."

Work through each step:

• Yes/No questions: tap your answer
• Temperature or number steps: tap and type the value
• Photo steps: camera opens, take the photo, confirm
• Text fields: tap and type your response
• Required steps are marked — answer them all before submitting

Progress is auto-saved as you go. If you're interrupted, tap the back arrow — your progress is saved exactly where you left off.

4. Submitting

When all required steps are answered, the Submit button activates. Tap it. Confirm.

The moment you submit:

• The task moves to Completed on your home screen
• Your manager can see the completed submission immediately
• The progress counter updates ("1 of 1 task completed")
• Any corrective tasks triggered by failing steps have been created automatically
• Any notifications have already been sent

You don't need to do anything else. The work is recorded.

5. If the Task Has a Due Time — Don't Wait

Tasks have a window: a start time and a due time. The due time is the deadline. If the task passes its due time without being submitted, it becomes Overdue — and your manager is notified.

The rule: complete the task in the window it's given. Don't wait until the end of your shift to submit checklists that were due at 9am.

7. If You Have Multiple Tasks Today

They're all listed on your home screen in order of due time. Work through them from top to bottom — earliest due time first. Each one you complete moves off the active list. The progress counter updates as you go.
This article explains how to manage tasks in the Xenia app from arrival to submission, including monitoring completion status and understanding timing to avoid overdue alerts. For more information, see related task management articles in the knowledge base.

Need Help?
Reach out to our Support Team at Support@xenia.team