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Hello, how can we help?

Start of the work

When will I be able to access lost.report and create a project?

We didn’t expect to receive that many applications, it takes a while to go through each of them. As soon as it’s your turn, you will receive an email with credentials to access lost.report.

How can I register on lost.report?

Please, fill out the form, and we’ll get back to you as soon as we can.

A company, a team, a project, and a task. Can you explain what's what?

A company is an enterprise in which you work. You can work for different companies and easily switch between them.

A project is basically a set of tasks united by a common goal. Each company can have an unlimited number of projects. For example, you can group marketing tasks in a project.

A task is a piece of work to be done or undertaken. Each project can have an unlimited number of tasks.

How can I create a task?

If you are logged in to lost.report, in the upper right corner, click on the button that says “Create a new task”. You’ll see a form with the following fields: the name and description of the task, the choice of performers and the project to which this task belongs. You can also set deadlines for the task and indicate the complexity of the task, upload files and select related tasks. To get started, just set the name, everything else can be added later. After the task was created, all parameters can be changed. If you switch to another task in the task tracker or click “Cancel”, the task will be saved in the drafts, and you can return to it later by clicking on “Create a new task” again. To save a task for later, click below “For later”.

What roles are there on lost.report, how are they different from each other?

Each company has an administrator – a person who registers the company in our task tracker. Administrators can create projects and assign roles to team members.

Another role is a project coordinator – it’s a person who is responsible for a project. For example, a project coordinator for a project called “Marketing” is probably a Chief Marketing Officer. This person curates all tasks in this particular project by setting up priorities and deadlines for subordinates.

Team members can create tasks and be responsible for their execution. Project coordinators can approve or disapprove any task created in their own projects.

Now about task supervisors. Any team member can create tasks and work on them with colleagues or independently. Any task must have a supervisor – an employee responsible for setting it up. This person monitors the timely execution of the task and evaluates the result, accepts it or sends the task for revision.

You can appoint one of the performers as a task supervisor. The task may also have observers - for example, colleagues from other departments, for whom it is important to know about the results of work on the task.

Managers or team leads can curate tasks for their subordinates by to approving or rejecting tasks assigned to their colleagues. They can also sort by priority the projects of his subordinate. You can choose your managers or subordinates in your profile.

Supervisor and task creator – how do they differ?

The task creator is the one who created the task, setting deadlines, adding description and task participants. He does not have to be a member himself. All tasks created by an employee can be seen by selecting the Created by filter from the top left and the username to the right. Supervisor – the task participant responsible for it. He monitors the timely implementation of the task and evaluates the result – accepts the task from the performers or sends for revision. Before the supervisor takes the task into operation, his functions are performed by the creator.

How to add to the task of new team members?

New participants can be added both during the creation of the task and during the execution. When creating it, the task creator can do it, and later - any participant in the task. Open the desired task and click on the plus or Invite owner. In the drop-down menu, select the artist. Please note that he will not be able to start the task immediately, his participation in the task must be approved by the project coordinator and his line manager. If you want to add a colleague who is not yet using lost.report, at the end of the list, click on Invite and fill in the form fields (name, e-mail) to invite a new participant to your project. He will receive a notification email when the task is created.

How many participants can a task have?

Unlimited amount. Of course, we advise you to choose up to three performers for each task, so it will be easier to track the effectiveness of teamwork. The supervisor can be one of the performers or another member of the team.

Can I work with two different teams that do not overlap?

You can work on several projects with different, non-intersecting teams within the same company. You can also work in teams of different companies. To switch, click on the square in the upper left corner.

How can I control the list of tasks of my subordinates?

You can influence the list of tasks of your subordinates as follows:

  1. Approve or reject tasks assigned to your subordinate by colleagues from other departments. When a task is assigned to your subordinate, it first appears at the bottom of the list of active tasks. You need to respond to the Approve or Disapprove buttons opposite your name. When approving the application (the Approve button), select one of the options in the window: allow only this task, always allow this producer, always allow this director in this project. In case of failure (the Disapprove button) you can specify the reason.
  2. Sort by priority projects subordinate. To do this, in the employee profile drag and drop his projects. This will affect his priority tasks — the subordinate will know what to do first.

Project coordinator - why is it needed?

The project coordinator is responsible for the project in lost.report. This may be the creator of the project or a designated employee. He approves tasks and project participants, sets priorities for project tasks. A project may have several coordinators.

I see the number in the upper left corner, what does it mean?

The number in the upper left square is your current rounded number of points. It displays your productivity in the selected company over the past three weeks.

How does lost.report encourage you to complete tasks on time?

During the week after the task is completed, all task participants are invited to distribute the bonus depending on their personal contribution. All participants will receive points that affect the personal statistics of each employee. The number of points received depends on the difficulty of the task and the participant’s jointly evaluated contribution to the task.

How exactly is lost.report penalized for failing to complete tasks on time?

Task participants are fined 1 point a day if they failed to finish the task before the deadline. Lost.report will notify about the upcoming fines in advance. If you lost a point, there are four reasons for that:

  • If the performers did not finish the task in time (or they failed to mark the task as finished).
  • If the task is completed, but you as a task supervisor did not check and did not accept it in time.
  • If you did not have time to approve or disapprove new tasks for your subordinates/tasks in your project.
  • If you've been alerted but did not react in a timely manner.

What actions can cause fines or rewards?

Users get points for completing tasks and lose points for failing to complete tasks on time.

How to set up notifications from lost.report service?

Two types of alerts will be sent to your mail:

  • Urgent notifications: you have updates of ASAP tasks, a new ASAP task or a new alert, or you have to approve the tasks as a project coordinator or linear manager.
  • Twice a day updates of tasks to which you are subscribed (My subscriptions).
To manage a subscription, click on the arrow on the task card in the left menu, select Subscribe from the drop-down menu:
  • events only — you will know when the task goes to a new stage,
  • events & comments — you will be aware of all the work on the task,
  • unsubscribe.

How to transfer a task from one project to another?

You need to open the task and in the top menu bar change the project to which it belongs. After that, one of the project coordinators must confirm that the task relates to this project.

How to see the statistics on the team?

Go to the statistics tab by clicking in the left menu on the icon of the graph. From above you can select the period and the project of interest (by default, the last week and all projects). To view statistics for tasks outside projects, in the project selection drop-down menu, select out of projects. The menu on the left displays a list of project participants with points at the end of the selected period. Click the employee's name to exclude him from the statistics or turn it on again. Excluded employees are highlighted in gray. The right will show the change in employee productivity over the selected period. We are preparing new tools for statistics and sociometry.

Is the number of points ever reset?

The number of points can be reset in a natural way: if in the last three weeks you have not closed any tasks and are on time for the current.

My colleagues sometimes go on vacation or on sick leave, how to mark this in lost.report so that the system does not penalize them for not fulfilling tasks on time?

While in lost.report it is impossible to note that you have gone on vacation or on sick leave, and to suspend your activity. We are working on it. What you can do now:

  1. Complete your tasks before the holidays. This does not apply to private tasks — they are not counted in the calculation of points.
  2. Transfer your tasks manually. In tasks where you are a performer, assign a new performer by clicking on the Invite new owner button and selecting a colleague. For tasks where you are a supervisor — invite a new one or select from the current task participants. After that, mark the task as completed on its part by clicking on Finish and selecting I completed my part only.

What statistics does lost.report show?

Now lost.report displays the productivity of each employee in points. This is a weighted average over the past three weeks, where tasks closed in the last three weeks have the most weight. You can track the schedule of changes in employee productivity and compare the productivity of different employees.

Can I change priorities on my to-do list?

No, the system itself generates a list of tasks. You can change the priority of projects that you or your subordinate are working on. This can be done in the member profile by dragging and dropping project names. If you are a project coordinator, you can assign project tasks by importance on the project tab.

By what principle is the priority of the task calculated?

Priority depends on three things: the duration of the task, the importance of this project and the importance of the task for the project.

How to move the deadline for the task?

On the task page in the upper left, click the date or No due date. To select a new date, click on the date in the calendar, optionally enter the time below and click Set. Click ASAP if you want the task to be completed as quickly as possible. A second click on the date and Set or ASAP will remove the due date from the task.

The performers will receive a warning that their task has been changed. This will also appear in the task event log below.

What if my colleague completed the task on time, but not quite right?

If the task is done incorrectly, the task supervisor may not accept it and send it to the completion with its comment. The deadline of the task in this case can be updated, otherwise the system will begin to penalize the participant who has not completed the task. If the task has already been accepted, but you do not like the work of a colleague, you can appropriately evaluate his contribution to the job in distributing the bonus.

Can I follow the tasks in which I am neither the supervisor nor the performer?

In lost.report, you can subscribe to interesting tasks for your colleagues. To do this, select the desired task in the menu on the left, click on the arrow in the upper right corner of the task card and select from the drop down menu Subscribe: events only or events & comments. In the future, a list of such tasks can be seen by clicking on the arrow in the upper left corner of the screen and selecting My subscriptions. To see what tasks your colleague is subscribed to, select the subscribed by and his name in the filter.

How are points distributed among workflow participants in lost.report?

Each task participant evaluates their contribution and the contribution of other participants to the task, distributing 100% of the bonus. It is not necessary to distribute it entirely. The algorithm several times redistributes the bonus depending on the ratings of the participants. The highest final score will be given to the one whose contribution was highly appreciated by other colleagues with a high contribution to the task.

After the bonus is distributed, each participant evaluates the complexity of the task. The S icon indicates the complexity of the task according to the supervisor.

What if my colleagues underestimate my contribution to the project?

In lost.report, the score obtained is not the average value of the estimates of your contribution from other participants in the task. It takes into account the coefficient of importance of the opinion of colleagues depending on their own contribution to the task.

As a task supervisor, can I cancel and close a task at any time?

Yes, you can close the task at any time you decide it is complete. Even if the performers have not yet completed or even accepted the task.

When assigning a task, I see numbers in circles: 1, 3, 6 and 10. What does it mean?

This is the complexity of the task. It can be changed during the work on the task. The complexity of the task affects the bonus points of the participants in the task when it is performed.Это сложность задачи. Ее можно будет сменить в течение работы над задачей. Сложность задачи влияет на бонусные баллы участников задачи при ее выполнении.

What does the numbers next to me in the task mean?

The first number reflects the priority of the task for user. The second is the total amount of your tasks. For example, 2 (26) means the second task in twenty six.

How to set a task to be completed as soon as possible?

To mark a task as urgent, on the task card, select Due Date and switch the ASAP toggle switch on top. If the task is not closed today, from the next day the task participants will begin to be penalized.

What to do if a colleague delays with the implementation of its part of the task?

You can always draw a colleague’s attention to a task by sending him a notification. To do this, click on the Send alert next to his name in the task card, write your request — and a colleague will receive an alert that you need his help. Please note, if you complete your part of the task on time (clicked on Finish and chose I completed my part only) and your colleague does not - the system begins to penalize him, but not you.

Can I see the tasks of another user?

To view the user's task list, configure the filter in the upper left corner of the screen.

  • Task stage: all active tasks, completed tasks, tasks for later, removed tasks.
  • Project: in the certain project, in all projects or out of projects.
  • Role of the user. Currently on — active actions are expected from the user. Supervised by — the user is a supervisor. On responsibility of — the user is a performer. Created by — the user is a task creator. Postponed by — tasks temporarily hidden from active. Subscribed by — tasks that the user is subscribed to including his active tasks. Starred by — selected by the user tasks.
  • Username.
Below is a list of active tasks. You can sort the list by priority (the most important first) or by the time of the last change (the latest first).

I do not want everyone to see a list of my tasks. What can be done?

You can set yourself private tasks that will be hidden from everyone. To do this, select Make task private when creating a task. Be careful, in the future you will not be able to open this task for everyone.

What do the colored circles around the photo mean?

Colored circles around the task participant's photo indicate the status of the task for him.

Dark blue — the project coordinator or the manager is approving the task.
Orange — the task creator is updating the disapproved task to resubmit it.
Yellow — the user has not yet accepted the task.
Light green — the user is working on a task.
Green — the supervisor is reviewing the task.
Turquoise — the task is closed, and the user can participate in the distribution of the bonus.
Red — the user was sent an alert.

What does the letter S next to the photo mean?

The letter S next to the participant’s photo indicates the task supervisor.

How does work on a task look like in lost.report?

So, the task is created, what next?

  1. Confirmation of the project coordinator and managers of the task participants. If the task relates to a project, it must be approved by one of the project coordinators. He can reject the task and ask for something to change in it: description, composition of participants, term. Then one of the line managers of each participant confirms or rejects his participation in the project.
  2. Acceptance of the task by the participants. Participants take the task (Accept) or refuse (Reject). The solution can be changed later. While the participant has not taken the task, a circle around his photo is yellow. After acceptance it turns to light green. If the participant refused the task, the supervisor can click on Resubmit and send the task again.
  3. Work on the task. While working on a task, you can interact with colleagues by leaving comments or sending an alert to someone. In the comments you can also share files.
  4. Completing the task. When the participant has completed the task, he clicks on Finish. If he is the only executor of the task, the task is immediately sent to the supervisor for review. If there are several executors, then the user selects in the appeared window whether he completed only his part (I completed my part only) or the whole task (Task is fully completed, send it to review). As soon as all performers complete their part, the task is sent to the supervisor for review.
  5. Checking the result by the supervisor. The supervisor checks the completed task and either sends it for revision (Send to revise) or accepts and closes the task (Complete). You can skip this step by turning on the Review on toggle switch on the task page in the upper right corner.
  6. Evaluation of the contribution of participants. During the week after the completion of the task, all participants in the task evaluate the contribution to the task by clicking the Assess button. Your score can be changed. This is an optional step. By default, the supervisor receives a 15% bonus, 85% are distributed equally between the performers.
  7. Transferring tasks to the archive.A week after the task is closed by the supervisor, the task is transferred to the archive. Task participants receive a bonus for the task.
For a private task, everything is easier — they work on it and close it.

Where can I point my line manager or subordinates?

This can be done in your profile in the Subordinate section. In the menu on the left, click on the third icon from the top and go to your profile, to the Subordinate tab. Click Add subordinate or Add manager. Select the desired colleague in the drop-down list. To remove a supervisor or subordinate, click on the cross next to the colleague's name.

What does the switch Review On/Off on a task page do?

If you switch Review off, the supervisor will not check the performed task. It is convenient for simple tasks and saves time for all participants in the workflow. Other stages of the task remain the same - the project coordinators and managers approve the task, and the participants distribute the bonus after completion. You can switch it at any time during the execution of a task. By default review mode is on.

Integrations

What about an integration with Google Drive or Dropbox?

All your files are stored on Google Drive, only you and your colleagues have access to them. Contact us at hi@lostreport.com to connect your disk and store data on it.

Security

Who has access to my data?

All data is stored in encrypted form. We accumulate a limited amount of data: your name and surname, basic information about the company, email and your IP address. Learn more in our Privacy Policy.