Users, Allowed Distance and Auto-Close

The admin settings in PlanTask88 control who can use the app and how strictly site visits are checked: user accounts and roles, the allowed distance (geofence radius) that decides when a proof photo is required, the time after which forgotten tasks are closed automatically, and the Google Maps key for the project map. This guide is for PlanTask88 admins.

Before You Start

• You must be signed in as an Admin. The rows below appear only for admins in Settings.

Manage Users

Add a User

1. Open Settings > Admins & Employees. Users lists everyone with their email, role and inactive if disabled.
2. Press Add User.
3. Enter the Email, Name, Role (Employee or Admin) and a Password of at least 6 characters.
4. Press Create. Give the person their email and password and ask them to change it in Me > Change password.

Edit a User

1. Press the pencil icon next to the user.
2. Change the Name or Role, untick Active to block sign-in, or type a new Password. Leave the password blank to keep the current one.
3. Press Update.

Delete a User

1. Press the bin icon and confirm Delete user?

You cannot delete yourself. A user with task history cannot be deleted; PlanTask88 says "User has task history. Set them inactive instead of deleting." Setting them inactive keeps their records in Reports.

Allowed Distance and Auto-Close

1. Open Settings > Allowed Distance.
2. Set Radius (metres). If an employee is farther than this from the project, a photo is required to start or end the task. The default is 200.
3. Set Auto-close tasks after (minutes). A task still running after this long is closed automatically and marked "not verified". Enter 0 to turn it off. The default is 720 (12 hours).
4. Press Save.

When a task is auto-closed, its end time is set to the start time plus the limit, not the time it was noticed, and a note is added saying it was not verified by the technician. Correct it in Tasks if you know the real end time.

The same limit also turns a technician's running task card red on the Dashboard and triggers the long-task warning in Reports.

Google Maps API Key

1. Open Settings > Google Maps API.
2. Paste your key in API Key.
3. Press Save.

The key enables the place search and map picker when adding projects. Leave it blank to disable the in-app map picker; GPS-based Use my location works without a key.

Frequently Asked Questions

A Technician Has Left the Company. What Should I Do?

Edit the user and untick Active. They can no longer sign in, and their past tasks stay in reports.

How Do I Make Someone an Admin?

Edit the user, set Role to Admin and press Update.

Can I Turn Off the Photo Requirement?

Not completely, but a larger Radius (metres) means fewer visits need a photo. A photo is always required when the phone gives no location or the project has no map position.

Why Did a Task Close on Its Own?

It ran past Auto-close tasks after (minutes). It shows Auto-closed · not verified in Tasks.

Related Guides

• Projects, System Types and Task Types
• Task Records and Admin Editing
• Reports and Employee Performance