Manage Tasks & Record Tracking

Overview
Tasks & Record Tracking helps you stay on top of compliance requirements and documentation – like CPR training, fire drills or immunization records – by scheduling reminders and collecting proof of completion, all within Rayz Kidz. Tasks can be one-time or recurring, and can be assigned to a group, a specific caregiver, or a child's parent(s).

Before you can use Tasks & Record Tracking, you'll need to set up at least one Group. Groups are what let you assign tasks to a set of children, and – if applicable – to the employees or assistants who care for them.

1. Open the Rayz Kidz app.

2. Open the Menu bar and expand Program Tools

3. Tap Add a Group.

4. Select the children who belong to this group, then tap Save.

5. If applicable, invite employees/assistants to the group by entering their email address.

Only the account owner can add a group. Doing so unlocks admin-level permissions over the features tied to that group, including Tasks & Record Tracking.

Once the group has been created, Tasks & Record Tracking will appear as a tab under Program Tools, and My Tasks will appear in the Menu bar.

1. Open the Menu bar, expand Program Tools, and tap Tasks & Record Tracking.

2. Tap + Add New Task.

3. Select the task type:

   • CPR Training

   • Fire Drill

   • Earthquake Drill

   • Immunization

   • Mandatory Reporter Training

   • Update Handbook

   • Professional Development

   • or tap Custom to create your own task title

4. Choose who the task is assigned to:

   • A Group – the task goes to the group admin (the group's creator) and all group caregivers

   • A specific Caregiver – must already belong to a group as a group caregiver

   • A Child – the task goes to that child's parent(s)

5. Select the frequency

   • One time

   • Recurring – choose from Monthly, Every 2 months, Quarterly, Semi-annually, Annually, or Every 2 years

6. Select the date due. For recurring tasks, this is the first due date – future reminders are generated automatically once each deadline has passed.

7. Tap Save to create the task.

Once created, a task appears under Menu bar > My Tasks > Upcoming for every person it was assigned to.

Anyone assigned a task can mark it complete directly from their Upcoming tab.

1. Open the Menu bar > My Tasks > Upcoming or Past Due, and select the task.

2. Add an optional note.

3. Select the date completed.

4. Optionally, upload a document (PDF, JPG, PNG or HEIC – up to 15 MB).

5. Tap Submit.

Once submitted, the task moved to Completed for the person who completed it.

Task creators can review completed items – including any notes and uploaded documents – under Program Tools > Tasks & Record Tracking > Completed.

Made a mistake? Either the assignee or the task creator can edit a completed task – for example, to correct the completion date or replace an uploaded document.

Rayz Kidz automatically reminds assignees a task's due date approaches, from 7 days before until the day it is due. If a task isn't completed by its due date, escalating overdue reminders begin through day 10.

1. What's the difference between assigning a task to a Group vs. a Caregiver? Assigning to a Group sends the task to the group admin and all group caregivers. Assigning to a specific Caregiver sends it only to that individual – but they must already be added to a group as a caregiver.

2. What happens after a recurring task's first due date passes? The next occurrence's reminder is generated automatically – you don't need to recreate the task.

3. Can I see notes and documents after a task is completed? Yes. The task creator can view all notes and uploaded documents under Tasks & Record Tracking > Completed.

4. Can I edit a task after I've created it? Yes – task creators can update the due date, assignee, or other task details at any time, including reassigning it to a different group, caregiver, or child.

5. Can I complete a task that I created on behalf of another person? Yes – you can create a task for yourself (e.g. collect field trip forms) and complete it. Alternatively, if you've assigned a task to children – i.e. the parent(s) – and the parent send you documentation separately from the task, you can complete the task and upload the documents to store it safely in the app.