How Can Command Cloud Streamline Task Management?

Task management has been a part of our lives for as long as we can remember—even if we didn’t realize it. As children, we relied on checklists to complete our chores. In school, we relied on planners to track assignments. Today, smartphones have become our go-to tool for staying on top of daily activities. We’ve long relied on structured lists to stay organized, no matter the stage of life.

But for particular professions, task management isn’t just helpful—it’s non-negotiable. The corrections industry is no exception, as it can’t effectively operate at its highest capacity without having a solid task management system in place. With an ever-evolving list of responsibilities to manage, staying organized and ensuring every task is completed on time is a constant challenge that officers often face.

Inside any jail, prison, or juvenile detention center, every minute matters. That’s why officers and supervisors need a centralized system to create, assign, and track all their daily tasks. In this blog, we explore how Command Cloud’s Task Management tool empowers corrections officers to streamline their workload, enhance situational awareness, and reinforce accountability for both inmate-related and non-inmate tasks alike.

What is Command Cloud’s Task Management?

Command Cloud's Task Management is a tool that helps correctional officers and supervisors stay on top of their tasks by allowing them to create, assign, organize, and track all tasks, all in a centralized location. By streamlining tasks related to and beyond their day-to-day responsibilities, Task Management enhances accountability and ensures nothing falls through the cracks.

While most Command Cloud modules focus on inmate-related tasks (i.e., headcount, observation check, meal pass, etc.), there hasn’t been a solution to track other significant non-inmate-related tasks. This is why Command Cloud integrated the Tasks module—it addresses this gap by providing a singular platform for logging, assigning, and tracking a wide range of responsibilities not directly involving inmates. 

However, for tasks that do involve an inmate, officers can link inmates to the task, allowing for better tracking and documentation of activities. Some instances where you may need to link an inmate include:

• Regularly monitoring a diabetic inmate’s blood sugar levels
• Ensuring the inmate is properly dressed and prepared for a court appearance
• Preparing an inmate in medical holding for a scheduled doctor or dentist appointment

Command Cloud’s Task Management tools are accessible through both Mission Command and Mobile Command XR. 

Mission Command’s Task Management Dashboard

In Mission Command, users can get a broadened view of tasks assigned throughout the facility, not just the ones assigned to them. However, each tab can be filtered to just the officer’s home location and sorted by other fields to narrow down what is pertinent to you. 

It’s important to note that Task Management inside of Mission Command has three separate tab views, including Active, Scheduled, and Archived, that can all be exported as a report via PDF or CSV.

Mobile Command XR’s Tasks Module

On Mobile Command XR, Command Cloud’s mobile inmate tracking solution, officers can view all tasks assigned to them. The Tasks Module is located in the bottom navigation menu on Mobile Command XR. Here, officers can view all tasks assigned to them, categorized into three main types:

• Self-Assigned Tasks that are created and assigned by the officer to themselves on SPARTAN
• Single Tasks assigned to the officer, assigned to no officer, or associated with the officer’s filtered location that need to be completed only once
• Scheduled Tasks that are recurring and assigned to the officer, assigned to no officer, or associated with their filtered location

This mobile task management system allows officers to easily track what needs to be done, when it’s due, and how to complete it - all from the convenience of the device already in their hand. There’s no need to interrupt their work to check the list they scribbled down on a sticky note; everything they need is organized, clear, and readily accessible at their fingertips.

How Can I Create and Assign Tasks For Either Myself or Other Team Members?

Supervisors and officers can use Command Cloud to create and assign tasks to themselves or other officers. This can be done in two ways:

1. Mission Command 

You can create and assign both one-time and recurring tasks to yourself or others through Mission Command’s “Tasks” tab. 

One-time tasks can be assigned and created for yourself or another officer using Command Cloud’s Mission Command Dashboard. To create a task, go to Mission Command and follow these steps:

1. Select "Tasks" on the left side menu of Mission Command.
2. Once in the Task Management dashboard, click "Create Task" in the top-left corner of the screen.
3. Customize your task by entering details such as:
   1. Task Name
   2. Task Priority (Normal, Important, Critical)
   3. Location
   4. Inmates
   5. Assigned Officer
   6. Due Time (Date, Hour, Minute, Second)
   7. Any additional details
4. Click "Submit", and the task will automatically sync to the assigned officer’s SPARTAN device

Recurring tasks can also be created and assigned to an officer with Command Cloud’s Mission Command Dashboard by following these steps:

1. Select "Tasks" on the left side menu of Mission Command.
2. Once in the Task Management dashboard, click "Create Scheduled Task" in the top-left corner of the screen.
3. Customize your task by entering details such as: 
   1. Task Name
   2. Task Priority 
   3. Location
   4. Assigned Officer
   5. Inmates
   6. Recurrence Number and Unit
   7. Delayed Start Time
   8. Due Time (Date, Hour, Minute, Second)
   9. Warning Minutes
   10. Any Additional Details
4. Click "Submit", and the task will automatically sync to the assigned officer’s SPARTAN device.

2. Mobile Command XR

Creating a one-time, self-assigned task can be executed through Mobile Command XR’s Tasks module, Command Cloud’s mobile inmate tracking system. 

It’s important to note that Mobile Command XR only allows the creation of one-time, self-assigned tasks. You can’t create a recurring task on Mobile Command XR; this can only be done with Mission Command. To create a task on your SPARTAN, follow these steps:

1. Log in to Mobile Command XR on your SPARTAN
2. Click the Tasks Module on the bottom navigation menu of Mobile Command XR
3. Select the checkmark with a plus sign icon at the top right-hand side of your screen
4. Customize the task by filling out the following fields that are prompted:
   1. Task Name
   2. Description
   3. Due Date & Time
   4. Classification (Normal, Important, Critical)
   5. Location
   6. Link an Inmate
   7. Relevant media
   8. Any additional details
5. Press “Save” and you will see the task reflected on your device as a Self Assigned task.

Where Can Officers Find Their Assigned Tasks?

To ensure that all officers are aware of their daily responsibilities, all assigned tasks will be displayed in the Tasks module of Mobile Command XR. Officers will be able to see whether the task is recurring as a Scheduled task, one-time as a Single task, or Self Assigned. The module will also highlight the number of tasks still due and indicate if any are late.

Another way to view tasks is through Mission Command, which provides a comprehensive overview of task assignments. The Active tab displays all currently assigned tasks across the facility, including overdue ones. The Scheduled tab offers a preview of upcoming, recurring tasks. Meanwhile, the Archive tab keeps a record of completed tasks, ensuring a clear history of past responsibilities.

To view only tasks assigned to your location, simply toggle the “Apply Home Location Filters” across all tabs. For the Active and Archive tabs, you can further filter tasks by date and status (e.g., all, incomplete, or complete). Additionally, the table can be sorted by specific criteria such as location, officer, priority, time, or name, allowing you to focus on particular tasks and refine the displayed results.

Command Cloud’s Task Management helps corrections staff stay organized by equipping them with a tool to create, assign, and track all tasks within a correctional setting. By enhancing visibility and accountability, officers can stay focused, organized, and in control of their daily responsibilities. With Command Cloud, no task is overlooked, fostering a safer, more efficient, secure, and accountable correctional facility.