Field task management with the iOS and Android app: photo activities, quick tasks, mobile approvals, push notifications and how to split work with desktop.
A maintenance technician at a machine, a sales rep at a customer visit, a site supervisor on the construction site, a manager in the corridor between two meetings. All of them create tasks, finish tasks or wait for approvals. If task management only happens at a desk, whatever happens in the field is lost or half-remembered by the time someone gets back to a computer.
Mobile task management closes that gap: work is recorded where and when it happens. This article covers how to set up field task management with HibritİK's iOS and Android app, how to divide work between desktop and mobile, and what to watch out for.
What you can do with tasks on mobile
The HibritİK mobile app covers day-to-day use of the task module:
- Task list and task detail, with status, priority and assignees.
- Activities: notes with progress percentage, status changes and effort spent.
- New task creation, with suggestions from the AI task assistant.
- Quick tasks with saved defaults.
- Projects and pending approvals.
- Push notifications.
The same app also handles leave and overtime requests, performance screens, corporate communication and messaging, so employees run their day from one app.
Capture evidence on the spot: camera, gallery, files
In the field the most valuable information is often visual: the faulty part, the state of delivered materials, a signed report. When adding an activity on mobile you can take a photo straight from the camera, pick an image from the gallery or attach a file from the device.
Writing a good field activity
- Describe what you observed in one sentence.
- State what you did and the result.
- Attach the photo or document.
- Update progress and time spent.
- If the work is done, change the status; tasks with a manager go to approval.
That habit lets the project manager at the office understand the situation without calling the field.
The photo's value comes from staying with the task permanently. Every image added in the field sits next to its activity, so when the same machine fails again months later the team sees the earlier intervention, who did it and what was found, on one screen. That is the kind of traceability ongoing work and audited processes call for, and linking the old task as predecessor of the new one makes the history even easier to reach.
Quick tasks: log it in thirty seconds
A problem spotted in the field and not logged right away is usually forgotten. With quick tasks, each user saves personal defaults (project or parent task, assignees, manager, tester, tags, duration). The technician types only the title and the task lands in the right project with the right people. Defaults are shared between web and mobile.
Don't let approvals wait
When a task with a manager is completed, it moves to awaiting approval. If the manager is away from the desk, the work waits and so does the team. On mobile you can see tasks awaiting your approval, review activities and attachments, and approve or send them back with a reason. For setting up the flow itself, see our post on the task approval process.
Managing notifications: catch what matters, cut the noise
Push notifications are the lifeline of mobile use, but if everything notifies you, the important things get lost. HibritİK sends notifications in-app, as mobile push and by e-mail, and each user can set preferences per notification type and per channel.
- Keep push on for tasks assigned to you and approvals waiting on you.
- Route changes on tasks where you are only informed to e-mail or in-app.
- Turn on notifications for watch-list tasks as needed.
Dividing work between desktop and mobile
| Work | Recommended |
|---|---|
| Project planning, Gantt and dependencies | Desktop (web) |
| Sprint management on Kanban, workload analysis | Desktop (web) |
| Reports and Excel export | Desktop (web) |
| Activities, photos and evidence | Mobile |
| Quick tasks and on-the-spot issue logging | Mobile |
| Approving and sending back | Both |
Changes appear in real time, so an activity added in the field shows up on the desktop screen right away.
A rollout plan for field teams
Getting the app genuinely used in the field is more about habit than setup. These steps speed up the transition:
- Pick a pilot team: start with a small team that handles many tasks and spends most of its time in the field.
- Set defaults together: on day one, configure everyone's quick task defaults and notification preferences as a group.
- Agree an activity standard: decide which work needs a photo and where a short note is enough.
- Set an approval target: make same-day handling of pending approvals a shared goal for managers.
- Review after two weeks: check the overdue tab and recent activity to find work that is still not being logged from the field.
The same role and permission rules apply everywhere; on mobile, employees see only the tasks and data they are authorised to see.
Common mistakes
- Assuming offline use: the app needs an internet connection; where coverage is weak, plan to finish the entry once you are back in range.
- Photos without captions: if nobody writes what the image shows, it cannot be interpreted later.
- Leaving every notification on: notification fatigue makes people miss critical approvals.
- Planning on a phone: complex planning works better on a large screen.
Bring your field team to HibritİK
See everything the app offers on the mobile app page, and the task features on Task and Project Management. To try it with your team, start your 14-day free trial.