AI Task Creator: Voice Dictation & Fast Field Work Orders
Stop tapping through dozens of form fields on a phone screen. Dictate site notes or paste client messages, and let Google Gemini construct clean work orders with subtasks, labor estimates, and schedules in seconds.
"Emergency call at 842 Elm Street unit 3B. AC is blowing warm air and outside fan isn't spinning. High priority for tomorrow morning 8:30 AM, about 2.5 hours."
Generated Task:
Ready to ReviewWatch the AI Task Creator in Action
Follow along with this step-by-step visual walkthrough to learn how to dictate voice notes, review generated tasks and sub-tasks, verify grounded schedule timestamps, and save reusable templates.
What is the AI Capable of Doing?
Filling out task creation forms in the field is frustrating when wearing gloves, standing on ladders, or driving between job sites. The AI Task Creator transforms that process into a single conversational step.
Instant Unstructured-to-Structured Parsing
Converts messy voice dictations, forwarded client emails, and foreman text messages into clean, standardized work orders in under 1 second.
Automated Sub-task Generation
The AI creates dedicated child sub-tasks assigned under the parent ticket. Field leads can edit step descriptions inline, delete unwanted items, or tap "Add Sub-task" to append custom work orders.
Smart Natural Language Scheduling
Recognizes natural time expressions like "tomorrow at 8 AM", "next Tuesday afternoon", and "by Friday at 3 PM" and sets the calendar timestamp automatically.
Trade-Tuned Vocabulary
Trained on construction, plumbing, electrical, and HVAC terminology. Accurately handles abbreviations (LOTO, PEX, Square D, MERV, AFCI, GFI, BTU).
Live Preview & Full Human Control
Extracted fields populate an interactive preview card. Technicians or managers can tweak the hours, add tags, or reorder checklist items before saving.
On-Device & Offline Resilient
Includes on-device parsing on mobile when cell reception drops in basements or remote rural job sites. Tasks queue locally and sync when back online.
What Fields are Available for Searching & Populating?
The AI Task Creator extracts 6 core schema attributes directly from conversational phrasing.
| Field Name | Data Type | AI Extraction & Inference Logic | Extracted Example |
|---|---|---|---|
| Task Title (title) | String (Concise) | Extracts trade-specific headline summarizing the primary work order objective. | Emergency AC Repair – Unit 3B Condenser Fan |
| Scope & Description (description) | Text (Multi-sentence) | Captures site address, customer complaint, symptom details, and special equipment instructions. | 842 Elm Street Unit 3B. AC blowing warm air, exterior fan motor stalled. Tenant discomfort reported. |
| Priority Level (priority) | Enum (Low, Medium, High, Urgent) | Inferred from urgency keywords and resolved against registered company priority levels. | High (detected from 'Emergency call' and 'tenant without cooling') |
| Assignee (assignee) | User / Name Resolution | Identifies technician, subcontractor, or trade lead mentioned in prompt and resolves against company members. | Dave Tech / Carlos Drywall |
| Commencement Date & Time (start_date) | ISO-8601 Timestamp | Grounds relative phrases ('tomorrow at 8:30 AM', 'next Monday at 8 AM') against current server time to establish start timestamp. | 2026-09-03T08:30:00Z (Tomorrow @ 8:30 AM) |
| Deadline / Due Date (due_date) | ISO-8601 Timestamp | Captures explicit completion deadlines ('by Friday at 5 PM') or calculates completion timestamp from start_date + estimated_days. | 2026-09-03T11:00:00Z (Tomorrow @ 11:00 AM) |
| Estimated Labor Days (estimated_days) | Float (Decimal days, 1d = 8h) | Converts natural duration phrases ('1 day', 'half day', 'around 2.5 hours' = 0.31d) into decimal days. | 0.31 (from 'should take around 2.5 hours / ~0.31 days') |
| Sub-tasks & Dependencies (subtasks) | Array of Objects with Dependencies | Generates structured checklist sub-tasks with predecessor indexes and Finish-to-Start (FS) dependency linking. | Patch Drywall [0] -> Sand & Prime [1, FS: 0] -> Final Paint [2, FS: 1] |
Practical Examples: 6 Real-World Trade Templates
Copy and test these real-world prompts or use them as voice templates in your field mobile app.
HVAC Emergency Call (No Cooling)
"Emergency call at 842 Elm Street unit 3B. AC unit is blowing warm air and tenant says the outside condenser fan isn't spinning. High priority. Need this looked at tomorrow morning by 8:30 AM, should take around 2.5 hours."
- Inspect condenser fan motor and wiring connections
- Test run capacitor and contactor voltage
- Check refrigerant pressure levels
- Verify cold air delivery at indoor registers
Backflow Preventer Inspection & Certification
"Annual backflow certification and testing at Apex Plaza main mechanical room. Medium priority, scheduled for Friday at 10 AM. Allot 3 hours for testing, tagging, and submitting paperwork."
- Shut off supply valve and record initial pressure
- Connect differential pressure gauge to test cocks
- Test relief valve opening and check valve sealing
- Attach annual compliance tag and submit city inspection log
Residential 200A Electrical Panel Upgrade
"Replace old 100-amp Zinsco breaker panel with 200-amp Square D service at 1450 Meadow Lane. High priority job for next Monday starting at 8 AM. Full day job, roughly 6 hours estimated."
- Confirm utility disconnect and lock-out/tag-out
- Remove obsolete panel and clean service entrance cables
- Mount new 200A Square D enclosure and ground rods
- Terminate branch circuits, label breakers, and test continuity
Emergency Storm Damage Roof Tarping
"Urgent roof leak reported at 92 Oak Ridge Way following wind storm. Tree branch punctured southwest slope shingles. Urgent high priority, need crew out today by 1 PM for tarping and emergency dry-in, 2 hours."
- Set up ladder and establish fall protection
- Clear loose debris and punctured decking area
- Install 20x30 heavy-duty weather tarp with wooden batten strips
- Capture photos of exterior penetration and interior water marks
Commercial Irrigation Zone 4 Mainline Repair
"West campus landscaping zone 4 showing low pressure and pooling near parking lot curb. Medium priority, investigate next Tuesday at 9:30 AM. Budget 3.5 hours to dig, repair broken PVC, and adjust spray heads."
- Run controller diagnostics on Zone 4 valve
- Hand-trench around wet area to isolate PVC line crack
- Splice pipe using slip-fix repair coupling and PVC cement
- Pressure test zone and adjust spray radius on adjacent heads
Security Gate Motor & Photo-Eye Alignment
"Vehicular entry gate at Lakeview Estates is stuttering on opening and safety sensors are misaligned. High priority call for tomorrow at 8:00 AM. 2 hours estimated."
- Test manual disconnect and check swing arm hinge grease
- Inspect drive belt tension and motor limit switches
- Clean and realign infrared safety photo-eye reflectors
- Perform 5 consecutive test cycles with radio remote and keypad
Field Pro-Tips for Voice Dictation
Best practices for clean voice capture in noisy mechanical rooms and busy construction sites.
Include Location First
Starting your voice prompt with the address or room name (e.g. "At 1450 Meadow Lane master bath...") helps the AI anchor scope and match existing project records.
State Time & Priority Explicitly
Say words like "high priority", "tomorrow at 9 AM", or "allot 3 hours". The AI parses these direct cues with 100% accuracy into database attributes.
Don't Worry About Stutters
Google Gemini automatically cleans up conversational filler words ("um", "uh", repeated words) and formats the text into crisp professional documentation.
Review Before Finalizing
Always glance at the preview card on your mobile screen. Tap any line to adjust quantities, assign technicians, or snap an on-site photo before saving.
Frequently Asked Questions
What are the 3 Creator Operating Modes?
Mode 1: Quick AI instantly parses, assigns, and saves your task to the project and resets the prompt field for rapid-fire field logging (subtasks off). Mode 2: Full Form Parity on web embeds the complete AddTaskScreen form in-place with a sticky Save button; on mobile it provides quick voice capture with manual verification. Mode 3: Advanced Mode opens a full Review & Refine Card supporting structured subtasks, Finish-to-Start (FS) dependencies, and SOP template saving.
How does Subscription Tier Gating work for AI Task Creator?
The Free subscription tier includes full manual task creation. Quick AI (Mode 1) and Advanced Mode (Mode 3) are premium features available on Starter, Pro, and Enterprise tiers. When a Free tier user accesses these modes, an informative upgrade dialog presents plan benefits and monthly credit allowances.
What are Smart Prompts in the Task Creator?
Smart Prompts are dynamic trade chips displayed above the input field (e.g., '🔍 Punch List Generation', 'OSHA Safety Audit'). When clicked, they inject pre-engineered prompt templates with project variables automatically resolved (like {{project_name}} and {{current_date}}).
Where do I find the AI Task Creator?
On the mobile app, tap the '+' floating action button on the Focus, Tasks, or My Day tab. On web, click the 'AI Task Creator' button in the Command Center or use the inline AI Commander prompt bar.
Can I edit the generated fields before the task is saved?
Yes! In Advanced Mode, the AI renders an editable 'Generated Task:' card displaying Title, Description, Priority dropdown, resolved Assignee, and interactive Sub-tasks with predecessor dependencies. You can fine-tune any field, add/delete subtasks, and choose between 'Save Task' or 'Save as Template'.
Does the voice dictation understand trade abbreviations and jargon?
Yes. The AI is specifically tuned for trade terminology (e.g., LOTO, Zinsco, Square D, MERV 11, backflow cocks, unistrut, PEX, AFCI, NFPA 96). It accurately transcribes trade slang into clean professional work orders.
What happens if I don't specify a due date or duration in my voice note?
The AI applies intelligent trade defaults. Tasks without explicit times default to standard shift start times (e.g., tomorrow at 8:00 AM) and estimate labor hours based on typical completion times for similar trade jobs.
Increase revenue. Decrease expenses.
Whether you run a crew and need to bill for every hour, or you manage projects and need to deliver on time — TaskGenius helps you know what's happening before it costs you.