Earliest startEarliest possible start date/time for the task.
DeadlineDate/time to consider the task overdue.
Task durationExpected duration of the task.
Estimated startSaago accounts for employee's work load, schedule, sick leaves (absence periods), national holidays and travel distances and calculates the expected start time
Estimated endEstimated start + Task duration. NB: May be over multiple days and skips absence periods.

Task priority

  • Sets the task deadline by adding 'expected completion in' value to current time (rounded up by step of 15 minutes).
  • Low, Medium and High priorities are added by default upon registration, may be changed or removed.
  • Can be configured via organization settings.
NameDisplay name of the priority (Human readeable format preferably)
AbberviationShort form name that is displayed as icon
LevelPriority level in numeric format, planning and scheduling is based on 'groups' of priority. Higher values are priorized higher when scheduling tasks for execution
Expected completion inUnit of time that is added to current time to set the deadline for the task

Status (Life-Cycle)

Tasks follow a life-cycle throught predefined stages (State machine). Every status change must fulfill certain conditions to occur. This design guarntees the correctness and cohesiveness of the data.

Task stages

OpenTask has been created but no further action has been taken
ScheduledTask that has been scheduled by assiging a work order to one or multiple workers, estimated start time is known
In ProgressOne or multiple work orders is currently in progress
In ReviewAll of the related work orders have been completed and forwarded for review
ConfirmedAct has been created and sent to accounting for review. Sales invoice has not been sent to accounting software
InvoicedAct is marked as invoiced
ClosedTask has been closed without invoicing the client
On HoldObstruction occured while performing the related work order and task requires input from the responsible user
CanceledTask has been canceled/deleted. There is no permanent delete supported in Saago

Task flow (Configuration)

Task can be configured to skip life-cycle stages, removing the need for manual review.
These configurations only apply if all activities were completed succesfully and all the required measurements are present.

RequiredAll of the task stages are required
Skip & closeIf task has been completed succesfully, then it is closed automatically
Skip & create task actIf task has been completed succesfully, then its confirmed automatically and the act is sent to accounting for review

Related users

AssigneePerson that must perform the next action to progress the task.
ConfirmerPerson that confirms the task after task has been succesfully completed.
TechniciansPeople that perform the task.
CreatorPerson that created the task, is automatically set as assignee and confirmer

Task billing

Task category

Billing type

Price listHourly rate is multiplied by worked time (after rounding), includes products and call out fee's
Price offerWorked time is not billed, only services and products are invoiced
ContractualNothing is billed, the task is priced at 0. (Assumption that the work is billed outside of Saago's ecosystem)

Billable rows

  • If billing type is price list, then only product rows may be added.
  • If billing type is price offer, then either product or service rows may be added.

Either of type PRODUCT or a SERVICE.
Classification is important for accounting to split revenue by type.

Inventory articlePredefined article, upon selection fills all the following fields. Optional
DescriptionName of the product or the service - Displayed to the client on the invoice
UnitFree form text to specifiy the unit
QuantityNumber of units, decimal value, rounded to 2 decimals
Net costInternal value, Profit is determined by subtracting net cost from the price
PriceUnit price, rounded to 2 decimals. Client will be billed based on this value

Billable work time

Hourly rateHourly rate is multiplied by 'total time' spent on task to calculate the 'total work time cost'
Call-out feeCall-out fee is added as additional charge on top of the 'total work time cost' to obtain the 'total time cost'
Deducted work timeThis time is deducted from 'total time' (Call-out fee may inlcude x units of work)
VAT percentageApplicable VAT percentage (Configured globally in organization settings)

Time tracking

  • Earliest start time defines the 'task started at time'.
  • Latest start time sets the completion date/time of the task.
  • All of the 'billable' units of work are summed and displayed as 'total time'.
Start timeSet by the technician performing the work order by starting logging time. May be manually added or modified
DurationSet by the technician performing the work order by finishing work order. May be manually added or modified
UserPerson that is assosciated with the unit of work. Analytics module distributes generated revenue proportionally between all the related people and calculates the effective hourly rates accordingly
CommentWhen manually logging time, the user is required to specify the reason
BillableIf true, the unit of work is billed, otherwise it is only used for analytics. When billing type is set to price offer, this value defaults to false
Requires confirmationIf untoggled, acts as a shorthand for quickly closing the task. Otherwise, whenever the task state permits, the status is progressed to 'In review'

Rounding rules

  • The time added due to the rounding of the technician's logged time is distributed proportionally based on the employee's time contribution.
  • The minimum work duration and rounding step are set in the organization settings.
Min. task durationMinimum billable time, any 'total work time' less than is rounded up
Task time stepRounding step after 'total work time' has surpassed Min. task duration

Related 'clients'

ClientPerson or a company that is billed for the task
ContractorPerson or a company to whom the task is outsourced to
SubsidiaryPerson or a company that is related to the task indirectly

Work record (PDF)

  • Downloadable and fully customizeable.
  • Act PDF template field enables to set client specific work record.


  • All of the 'related' files are directly accessible via the task files component.
  • Files are organized into the folders based on relation type.
  • If there are multipe related items of the same type then files are grouped into a parent folder.
  • File tree supports navigation to explore the subfolders in depth.
  • File access is limited by user's permission and relations to other entities.


GeneralFiles and images describing the task or required to perform the task
Work logFiles and images that were adding while performing the task by the technician. (May include images before the work was started or images of the solution)
ObstructionImages that were added as 'justification' for being unable to perform the task at scheduled time
IssueFiles or images that were added by the client when they reported the issue
PropertyFiles or images that are attached to the property. Eg. Floor plans
DeviceFiles or images that are attached to the device. Eg. Service manuals, technical specifications
SystemFiles or images that are attached to the system. Eg. Blueprints, diagrams
Schedule(Service agreement) - Files attached to the service agreement that the tasks is assosciated with
ClientFiles attached to the company. Eg. Contracts, meeting memos
SubsidiaryFiles attached to the company. Eg. Contracts, meeting memos
ContractorFiles attached to the company. Eg. Contracts, meeting memos

Task comments

Saago aims to provide a single communication channel for all the information required to effecively execute and share all the information with all the related parties.

We achieve this by combining all the 'comments' into a comprehensive view over:

  • Clients and sub-contractors
  • Related price offers
  • Related buildings and devices
  • Related tasks and previous work
  • Related issues

When a comment is added to our system, we notify all the related parties about the freshly added comment.
Related parties are determined automatically based on previous history and relations between within the system.

Comment types

InternalInternal information exchange. Comments are explicitly treated as internal and therefore not visible to members of other organizations.
PublicComments that are shared with clients or subcontractors.
WarningSubtype of comments that are marked as important for the upcoming client communication or must be conveyed on task execution.

User's who's role permits adding comments can freely do so but one must take into the account a restriction of not being able to modify or delete comments created by others.

Work order

  • Task may have multiple work orders.
  • Work order is assigned to the person responsible for executing the task
  • Work order fields are inherited from the task but may be overridden by changing desired values.
TechnicianPerson that is required to perform the task
Earliest start dateDate/time that the technician is allowed to start the task at (Not before this date/time)
Due dateAfter this date/time the work is classified as overdue
DurationPlanned duration (Expected duration) - Default 1 hour
Placement priorityInitially based on task priority level, but may be overwritten to either priotize the work higher or lower
Placement boundaryIf toggled, the task is only scheduled within the technician workdays, otherwise may be scheduled outside of the work day boundaries


Work loadCalculated based on the estimated start time across all available workers where earliest start time has highest score and latest has the lowest. Scores are further adjusted by evaluating the persons' unplanned work time (based on schedule) within provided time period - Workers with more available time are scored higher
CategoryWorkers who most frequently perform tasks within given task category are given higher scores
LocationWorkers who have already performed tasks on given property are preferred over those who have not. Additionally, the geographic region of the assignment is evaluated for upcoming tasks and workers with upcoming work in this region are given a higher score
Personal historyBased on personal assignment history. Workers who you assign work orders most to are often given a higher score than other
Task historyRelation to this task specifically. When work on the task has started, workers that have already contributed are given a strongly higher score than others


Work order can not be completed and requires input from the task's assignee.

  • Task status is set as 'On Hold'.
  • Work order is unassigned from the technician.
  • Related users are notified of the event.
  • Technician may add files or images.
  • Techician must provide a comment.


Work order can not the performed at current date/time but it's possible to continue at a later date/time.
May also be used to switch between work order in case of an emergency that requires the workers immediate attention.

  • Task remains in the 'Scheduled' status.
  • Related users are notified of the event.
  • Current work order is set as inactive (or deleted if no time has been logged - Does not delete the assignement history).
  • New work order is created at the specified date/time.
Select date & timeSelect the date and time that you wish to postpone the work order to
DurationAlter the expected duration if applicable (When work was partially completed)
CommentProvide the reason for postponing the work order

Reporting an issue

Technician identified an issue that should be followed by a price offer or requires client's attention.

  • Creates a new task in 'Open' status at the same location.
  • Links the newly created task to the task that the work order was related to.
  • Related users are notified of the event.

Work plan (Activities / Checklist)


  • Work plan consist of multiple activities.
  • Activities form a checklist for the technician performing the task to complete.
  • Activities can be optionally included in the Work record or the Maintenance log
TitleDisplay name of the activity
CompletedBoolean value of true/false and NULL (Value is missing) if unstarted
Completed byLast entry of the 'completion log', user responsible for the change
Completed atLast entry of the 'completion log', date/time of the last change
CommentComment provided by the user (Mandatory if completed if false)
Order numberActivities are ordered interally by the order number field
TypeActivities are categorized into subtypes, which define different behaviours

Activity types

  • If an acitivity does not have any sub activities then the user is presented with a mandatory selection of either 'Completed' or 'Can't complete'.
  • Measurement activity type requires the number input to be filled, otherwise treated as 'Not completed'.
  • If an activity was marked as 'Can't complete' then the comment must be provided.
  • If a measurement is added, then the parent activity is treated as a group of measurements an no sub activities other than additional measurements may be added.
ActivityIf has sub activities then treated as a group, otherwise is a checklist item with a mandatory selection of either 'Completed' or 'Can't complete'
MeasurementActivity may group one or multiple measurements, provides a number input for the technician
PropertyIf 'property' related to the task has sub-properties, then it's possible to define activities relative to subproperty/device/system. All of the activities below the 'Property' node will be added to specificied 'property's maintenance log. Additionally displays address and tags. Files related to the subproperty become visibile under the files section
ProductAdds a billable row of type 'PRODUCT' to the task
ServiceAdds a billable row of type 'SERVICE' to the task

Activity templates

  • Predefined activity templates that may be re-used to quickly generate the work plan.

Task type (Internal)

NB: These values can not be changed by the user. Saago uses these values internally to group tasks.

OrderAll the tasks that have been created by the user manually
IssueTask is linked to an issue
ScheduledTask is generated automatically based on service agreement
OutsourcedTask has been forwarded to a subcontractor