How to set up Scheduler Task Types – Air Maestro

Task types are used in the Scheduling module to define and organise common company tasks.

Each task type must have a unique name, which is displayed in the scheduler so it can be easily identified.

A task type can be configured with specific resource requirements (such as aircraft and personnel), notification settings, and custom fields. Once configured, task types are used to create scheduled tasks in the scheduler with these predefined settings applied.

Before using the Scheduling module, ensure all task types are set up correctly to match your organisation’s operational requirements.

Creating a New Schedule Task Type

Select General.
Select Setup.
In the Setup Area, under the heading Scheduling, Select Task Type Setup
Select Task Types.
Select Add New Task Type.

5. A new row is displayed in the Task Types grid.

A	Task Type	Enter a unique identifier for the task in the Task Type text box.
B	Header	Sort your Task Type under a Task Type Header to make it easier to find in the event you have many Task Types.
C	Restrict Multi-Tasking	This option prevents resources being assigned to this task if they are already assigned to an existing task during the same period.
D	Ensure Resources Are Restricted	Select the Ensure resources are rostered option to ensure that resources being assigned to this task are rostered for duty on the associated day.
E	Auto Validate Resources Tab	Safety Suite automatically checks and confirms that the listed resources are correct, available, and meet required criteria, without manual review.
F	Clone Time Offset (mins)	When you clone a task of this type, the new task will use the same start and end times as the original by default. You can specify a time offset (in minutes) to adjust the clone’s start time.
G	Standard Duration (Mins)	Specify the Standard Duration of a task of this Type.
H	Show In Context Menu	Add this to the "New Task" option when right clicking on a blank space in the Scheduler to allow of quick creation of a task of this type.
I	Enabled Tabs	Choose which fields are available when creating a task. Leg Details Linked Forms Additional Information Recurrence Notifications Acknowledgment
J	Text & Bg Colour	Use the colour swatches to set a text and background colour for the task type.
K	Active	Select the Active tick box if this task type is to be available immediate for scheduling.

6. Click Apply. The new task type is displayed in the task type grid.

Scheduling Task Type Setup

Once the task is created (following the steps above), it will now also display in the above tabs where further modifications can be made.

This page is now broken up in the to the following sections:

Task Type Options

A	Update Flight Hours from legs by default	Turning this option on, will automatically tick the Update flight hours from legs checkbox on the leg details page when creating a task of this type.
A	Update Route from legs by default	Turning this option on, will automatically tick the Update route from legs checkbox on the leg details page when creating a task of this type.
B	Default Task Time Zone	Scheduler time zone Select a time zone - clicking the clock face allows you to select a time zone.
C	Default Task Status	Select the status that a new task of this type will have set by default
D	Link to Sunrise Times Link to Sunset Times	See Setting Sunrise & Sunset Times
E	Legs Use predefined Locations	The text boxes for the "To" and "From" location fields in the Legs tab will be replaced with a Dropdown list containing a list of bases on your site.
E	Link Task Times with Leg Times	The task Start time will be linked to the start of the first leg in the legs tab and the task End time is linked to the end of the last leg in the legs tab.
F	Default Task Start/End times from roster code (if applicable)	The task Start and End times will be populated by the Start and End times of the linked Roster Shift code.

Default Resourcing Requirements

A. Clicking +Add resource requirement, will allow you to add and set resources.

This also allows you to:

Give your Resource a name.
Select Personnel or Aircraft.
Set amount to allocation / give maximum resource.
Exclude the resource from Flight Hours.
Filter and Link departments
Restrict / modify endorsements
Add recency requirements
Required experience

Note - Endorsement Restriction

An Endorsement Restriction limits which personnel are shown as available based on the aircraft they are endorsed to operate.
If you list one or more aircraft types only personnel who are endorsed on at least one of those aircraft types will appear as available.
Personnel must still meet all other requirements to be considered available. If they are not endorsed on any of the listed aircraft, they will not be shown.

Roster Integration

Linked to Crew: This function allows you to link to a crews:

Duty
FDP
Duty / FDP
Shift Times / Standby
Shift Code Only Roster Negation

Work practice composite. This will add a checkbox to the task details tab allowing a rostered work practice composite setting to be set, provided the crew are on a compatible work practice.

Default Schedule Notifications

The Default Schedule Notifications settings allow you to control how and when users are notified about task-related events via email and SMS. These notifications help ensure relevant personnel are informed about task creation, updates, deletions, and validation issues.

A	Invalid Resourcing Notifications	This section lets you configure alerts for tasks that are not valid due to resourcing or rule violations. Define a notification window (in hours before the task begins). Select which personnel should be notified by email when an invalid task falls within this window.
B	Notifications Upon Task Creation	These settings control notifications sent when a task is created, with the option to apply the same notification details to task updates and deletions. Choose personnel to notify via SMS and/or email. Optionally include the task’s assigned personnel/resources in the notifications. Add additional mobile numbers or email addresses to receive notifications if required.
C	Email Body	This section allows you to customise the email content sent with task notifications. Supports rich text and HTML formatting. Uses dynamic fields (e.g. task start time, route, status) that are automatically populated with task data when the notification is sent. Includes preview functionality to review the final email layout.
D	SMS Body	Defines the content of SMS notifications. Supports the same dynamic task fields as email. Designed for concise messaging suitable for mobile delivery.
E	Selection Fields	The Selection Fields panel lists all available placeholders that can be inserted into email or SMS templates. These fields automatically pull information from the task, such as task name, date, start and end times, route, assigned resources, custom fields, and update details.

Default Schedule Acknowledgment

This setting controls whether resources assigned to tasks are required to acknowledge changes made to those tasks when the changes occur close to the task’s start time.

When Enable Acknowledgement is turned on:

Assigned resources may be prompted to confirm or acknowledge that they have seen important task updates.

Custom Fields

The Custom Fields settings allow users to create and manage additional, configurable fields that can be added to tasks. These fields are used to capture extra information that is not included in the standard task details.

Setting Sunrise & Sunset Times

The Link to sunrise times and Link to sunset times option is only available if the Display Sunrise/Sunset Times in Scheduler option is checked.

At the top of the page, click Global Settings
Go to Sunrise/Sunset Options section.
Click Display Sunrise/Sunset Times in Scheduler.
Click Save Changes

Notes

To Edit the Task, click the Pencil Icon.

To Delete a Task click the Trash Can Icon.

If you have any questions, please contact us at support@velloxgroup.com