ca-grow-ops-manager/specs/tasks-and-scheduling.md

Feature Spec: Tasks and Scheduling

Domain: CultivationOps
Status: Draft
Version: 0.1.0
Last Updated: 2025-12-08

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Overview

The Tasks and Scheduling module enables cultivation teams to create, assign, and track recurring and one-off tasks across different room types (veg, flower, dry, facility). It provides room-based task templates, calendar and list views, and a simplified "Today / This Week" view optimized for on-shift workers.

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User Stories

As a Head Grower

• I want to create task templates for each room type (veg, flower, dry, facility) so that recurring operations are standardized
• I want to schedule tasks on a calendar so I can visualize the workload across the week
• I want to assign tasks to specific staff members so accountability is clear
• I want to see task completion status so I can track progress and identify blockers

As a Staff Member

• I want to see my tasks for today in a simple list so I can complete them efficiently
• I want to mark tasks as complete with notes and photos so the team has a record
• I want to see upcoming tasks for the week so I can plan my time
• I want to filter tasks by room or batch so I can focus on specific areas

As a Compliance Manager

• I want to see a history of completed tasks with timestamps and assignees so I can demonstrate SOP compliance
• I want to export task logs for audit purposes

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Requirements

Functional Requirements

Task Templates

• Room-based templates for:
  • Veg Room: clones, up-potting, watering schedule, IPM schedule, tagging, move-to-flower
  • Flower Room: feed schedule, IPM plan, day-21 pruning, pre-harvest deleaf, harvest and weights
  • Dry/Cure: hang, burp, transfer, packaging
  • Facility: cleaning, maintenance, "fix it" items, materials checks
• Templates include:
  • Task name and description
  • Estimated duration
  • Required materials/tools
  • Instructions or SOP links
  • Recurrence pattern (daily, weekly, custom)

Task Scheduling

• Calendar view (month, week, day)
• List view with filters:
  • By room
  • By batch
  • By assignee
  • By status (pending, in progress, complete, overdue)
• Drag-and-drop rescheduling (calendar view)
• Bulk actions (assign, reschedule, mark complete)

Task Execution

• Today / This Week view optimized for mobile/tablet:
  • Large tap targets
  • Minimal clutter
  • Quick complete/defer actions
• Task detail view:
  • Instructions and materials
  • Batch/room context
  • Add notes and photos
  • Mark complete with timestamp
• Notifications for:
  • Tasks due today
  • Overdue tasks
  • Newly assigned tasks

Task History & Audit Trail

• Immutable log of all task completions
• Metadata: assignee, completion time, notes, photos
• Export to CSV/JSON for compliance

Non-Functional Requirements

• Performance: Task list loads in < 500ms
• Offline support: Tasks viewable offline; completion syncs when online
• Accessibility: WCAG 2.1 AA compliant
• Mobile-first: All workflows completable on tablet

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Out of Scope (v1)

• Advanced project management features (dependencies, Gantt charts)
• Time tracking per task (handled by Labor module)
• External calendar integrations (Google Calendar, Outlook)
• AI-powered task suggestions

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Acceptance Criteria

Template Management

• Head Grower can create a task template for each room type
• Templates can be edited and versioned
• Templates can be duplicated for customization

Task Scheduling

• Tasks can be created from templates or from scratch
• Tasks can be assigned to specific users or roles
• Calendar view displays all scheduled tasks
• List view supports filtering by room, batch, assignee, status

Task Execution

• Staff can view their tasks for today in a simplified view
• Staff can mark tasks complete with notes and photos
• Completed tasks are logged with timestamp and assignee
• Overdue tasks are highlighted

Notifications

• Users receive daily digest of tasks due today
• Users receive alerts for overdue tasks
• Notifications are configurable per user

Audit & Export

• Task history is immutable and timestamped
• Task logs can be exported to CSV
• Export includes all metadata (assignee, notes, photos)

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Technical Notes

Data Model (Prisma Schema)

model TaskTemplate {
  id          String   @id @default(cuid())
  name        String
  description String?
  roomType    RoomType
  estimatedDuration Int? // minutes
  materials   String[] // array of material names
  instructions String?
  recurrence  Json?    // cron-like pattern
  createdAt   DateTime @default(now())
  updatedAt   DateTime @updatedAt
  tasks       Task[]
}

model Task {
  id          String   @id @default(cuid())
  templateId  String?
  template    TaskTemplate? @relation(fields: [templateId], references: [id])
  name        String
  description String?
  roomId      String?
  room        Room?    @relation(fields: [roomId], references: [id])
  batchId     String?
  batch       Batch?   @relation(fields: [batchId], references: [id])
  assigneeId  String?
  assignee    User?    @relation(fields: [assigneeId], references: [id])
  status      TaskStatus @default(PENDING)
  dueDate     DateTime
  completedAt DateTime?
  notes       String?
  photos      String[] // URLs
  createdAt   DateTime @default(now())
  updatedAt   DateTime @updatedAt
}

enum TaskStatus {
  PENDING
  IN_PROGRESS
  COMPLETE
  OVERDUE
}

enum RoomType {
  VEG
  FLOWER
  DRY
  FACILITY
}

API Endpoints

• GET /api/tasks - List tasks with filters
• GET /api/tasks/:id - Get task detail
• POST /api/tasks - Create task
• PATCH /api/tasks/:id - Update task
• DELETE /api/tasks/:id - Delete task
• POST /api/tasks/:id/complete - Mark task complete
• GET /api/tasks/templates - List task templates
• POST /api/tasks/templates - Create task template
• GET /api/tasks/export - Export task history

UI Components

• TaskCalendar - Calendar view with drag-and-drop
• TaskList - Filterable list view
• TaskCard - Task summary card
• TaskDetail - Full task view with completion form
• TodayView - Simplified mobile-optimized view
• TaskTemplateForm - Template creation/editing

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Dependencies

• Batches and Rooms module (for task context)
• Labor module (for assignee data)
• Authentication (for user assignment and audit trail)

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Risks & Mitigations

Risk	Impact	Mitigation
Template complexity overwhelms users	High	Start with simple templates; iterate based on feedback
Offline sync conflicts	Medium	Use optimistic UI updates; clear conflict resolution UX
Notification fatigue	Medium	Make notifications configurable; use smart batching

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Future Enhancements (Post-v1)

• Task dependencies and workflows
• Recurring task auto-generation
• Integration with external calendars
• Voice-to-text for task notes
• AI-powered task duration estimates