> ## Documentation Index
> Fetch the complete documentation index at: https://docs.menaia.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Task timeoff resource rules

> Who can create, assign, and delete scheduled tasks and time off, plus the field rules for tasks, time off, and the equipment and vehicle catalog, and how scheduling conflicts behave.

This reference explains the rules behind the scheduling calendar: scheduled **tasks** and **time off**. It covers who can create, assign, and delete each, the field rules that must be satisfied, and how scheduling conflicts behave. It also covers the field rules for the **equipment and vehicle** catalog managed under Settings.

Everything on the schedule is scoped to your **organization and branch** — you only ever see and edit records inside your own organization and branches. See [/reference/platform/org-branch-scoping](/reference/platform/org-branch-scoping) and the [/reference/platform/permissions-roles-matrix](/reference/platform/permissions-roles-matrix).

The user-facing roles referenced below are: **Admin**, **Ops Manager**, **Sales Admin**, **Sales Member**, **Client Coordinator**, **Crew Leader**, and **Crew Member**. "Branch management" is shorthand for the group that can manage branch scheduling: Admin, Ops Manager, Sales Admin, and Client Coordinator.

## Task types

Task types are the categories you can assign to a scheduled task on the calendar (managed under Settings).

### Who can manage task types

* **Create, edit, or delete a task type:** Admin only (under Settings).
* **Everyone else** sees task types as read-only.

### Every organization has a reserved default type named "Task"

Each organization is set up with a built-in default task type named **Task**. It is the fallback type, and it is protected:

* You **cannot create** a task type named "Task" (the check ignores case and surrounding spaces, so " Task " is also blocked). You will be told that "Task" is a reserved name and cannot be used.
* You **cannot rename** any task type *to* "Task".
* You **cannot rename** the default "Task" type to anything else.
* You **cannot delete** the default "Task" type.

### Deleting a custom task type never orphans tasks

When you delete a custom (non-default) task type, every scheduled task that used it is automatically reassigned to your organization's default **Task** type. The delete is only blocked if no default type exists for the organization.

## Scheduled tasks

A scheduled task appears on the calendar, is assigned to one person, has a type, a start and end, and a status. It can optionally be linked to a client and a project, and it can create a shift.

### Who can see, create, and edit tasks

* **Create, update, and delete** is allowed for branch management roles (Admin, Ops Manager, Sales Admin, Client Coordinator) plus **Sales Member** and **Crew Leader**, within their own organization and branch.
* **What you can see depends on your role.** Branch management roles see **all** tasks in their organization and branches. Everyone else sees only the tasks **assigned to them**.
* **Draft tasks** are visible only to the person who created them and to managers. Other people see only published tasks on the calendar.
* **Crew Member** has no ability to create or edit tasks — the schedule page is read-only for them.

### Assignment rules

* **If you are not a manager, you can only assign a task to yourself.** Trying to assign a task to someone else returns "You can only assign tasks to yourself."
* **If you are not a manager, you can only publish a task that is assigned to you.** Returns "You can only publish tasks assigned to yourself."
* **If you are not a manager, you can only delete a task that is assigned to you.** Returns "You can only delete tasks assigned to yourself."
* **The assigned person must belong to the selected branch.** Otherwise you get "Assigned user does not belong to this branch."
* **The task type must belong to the same organization** as the task.

### Field rules for a task

* **Required:** organization, branch, the assigned person, task type, start date, end date, status, and the "creates shift" choice. **Optional:** title, description, client, and project.
* **The end must be after the start.** The calendar form shows "End must be after start."
* **Status is either draft or published**, and a new task defaults to **draft**.
* **Title is optional** — when left blank, the task uses the task-type name as its title.
* **Client and project are paired.** If you select a client you must also select a project, and vice versa. The form shows "Project is required when a client is selected."

### Calendar form behavior

These rules govern the New Task and Edit Task panel:

* **Task type, assignee, start date, end date, start time, and end time are required** to submit.
* **Save Draft is disabled** until the form is valid, not already saving, the "creates shift" choice is answered, and (when editing) you have actually changed something.
* **Publish is disabled** until the form is valid, not saving, and the "creates shift" choice is answered.
* **The "creates shift" choice is required when the assignee is a Crew Member or Crew Leader.** Until you answer yes or no, the form is incomplete and shows "Creates shift selection is required."
* **Creating a shift on a project with no job shows an advisory warning (not a block).** When the "creates shift" choice is Yes and the linked project has no job, the form warns that time clocked on the shift won't roll up to job reporting — it won't count toward bonuses or job hours. The task still saves.

### Conflict check when publishing a task (a warning, not a block)

When you publish a task, the calendar checks the assignee's other commitments in the same time window — their published job shifts, time off, other published tasks, and published lead activities. If anything overlaps, you see a conflict dialog, but you **can still proceed**. This conflict check is advisory only.

* **Only published events count as conflicts** — drafts are ignored. Time off always counts (it has no draft state). Two events conflict when their time ranges actually overlap.

## Time off

Time off marks a person as unavailable on the calendar, with a reason and a date range.

### Who can create and edit time off

* **Create, update, and delete** is allowed for branch management roles only, within their organization and branch.
* **If you are not a manager, you can only schedule time off for yourself.** Returns "You can only schedule time off for yourself."
* **If you are not a manager, you can only update or delete your own time off.**

### Field rules for time off

* **Required:** organization, the person, branch, reason, start date, and end date. **Optional:** description.
* **The reason is one of Sick, Vacation, or Other.**
* **The end must be after the start.**
* **The person must belong to the selected branch.**

### Overlapping time off is allowed

There is **no overlap block** for time off — for example, sick leave inside an existing vacation is fine. Time off is never rejected because of another event.

<Note>
  Time off **does** count as a conflict against tasks, jobs, and lead activities in the publish-time conflict warning above — but time off itself is never blocked by other events.
</Note>

## Equipment and vehicles

Equipment and vehicles are catalog records kept under **Settings → Resources** — the inventory of what your branches own. They are not booked or reserved on the calendar.

### Who can manage the catalog

* **Create, edit, or delete equipment, vehicles, and their types:** Admin only (under Settings).
* **Everyone else** sees the catalog as read-only.

### Field rules for the catalog

* **Equipment** has a name, a type (from your branch catalog), a branch, and an organization. A serial number is optional and must be unique.
* **Vehicles** have a name, a type, a license plate (required and unique), a branch, and an organization. Make, model, year, and VIN are optional.
* **A license plate must be 2 to 10 characters, uppercase letters and numbers only.** Otherwise you get "License plate must be 2-10 characters long and contain only uppercase letters and numbers."
* **Vehicle year** must be between 1900 and next year.

## Quick reference

* **Manage task types (create/edit/delete):** Admin only.
* **Create/edit/delete tasks:** branch management plus Sales Member and Crew Leader. Crew Member is read-only.
* **Non-managers can only assign, publish, and delete tasks for themselves.**
* **Create/edit/delete time off:** branch management only. Non-managers, only for themselves.
* **Manage equipment, vehicles, and their types:** Admin only, under Settings. Everyone else read-only.
* **The default "Task" type can't be renamed, deleted, or duplicated by name.**
* **End must be after start** on every kind of schedule entry.
* **Publish-time conflicts are a warning, not a block** — you can always proceed.

## Related references

* [/reference/platform/permissions-roles-matrix](/reference/platform/permissions-roles-matrix)
* [/reference/platform/org-branch-scoping](/reference/platform/org-branch-scoping)