Tasks
Introducing tasks
The Tasks feature allows you to keep all your to-do lists in one place.
This is a place where you can create, assign, and track tasks for yourself and your employees. It makes team collaboration a lot easier when it comes to processes and to-do’s that involve a number of different people.
You can use the ready-made templates for common people admin processes, such as onboarding, or you can create your own custom task lists to suit your needs.
You can attach documents for employees to read which is especially handy if you want to track their acknowledgement of having read a policy. You can also assign other employees to oversee the status of a task list.
The Tasks feature makes it easy to plan, execute, and monitor your people management processes, saving you time and hassle.
Tasks are the building blocks and can be used individually or as part of a tasks list. They must have a title and owner(s)(the people assigned to complete the task). They typically also have a timeframe (with notifications able to be triggered by the due date), description (which may include links), attached files and a completion confirmation. The creator of the task automatically becomes a watcher with additional watchers, like a supervisor, added as needed.
Tasks Lists are a collection of linked tasks that work togther to create a more complex process much like working thorugh a checklist.
Managing tasks and task lists
Tasks keeps all your task lists in one easy to access place. This includes:
- Tasks you’ve created,
- Tasks you’ve been assigned to do, and
- Tasks you’ve been assigned to oversee.
If you would like to download the below information, please see our Tasks guide.
Create a task list from a template
1. Click Tasks, then click + Create tasklist.
2. Choose the template you need by clicking on the right arrow next to the relevant template.
3. Each task list template includes a series of tasks.
Click Delete to remove any you don’t need or,
Edit to make changes.
You can make bulk changes (delete, duplicate or assign an owner) by clicking the check box in the top right corner of each task or 'select all' at the top right of the tasks list then clicking 'Action' in the top left.
4. When you click Edit, a pop-up box will appear. You can assign task owners by name (to one or multiple people), by position, or to everyone. This makes it easy to assign the same task to a group without duplication.
5. Add a task due date and edit the task description if needed.
6. Attach a file for your employee(s) to download and read if required. When you attach a file, permissions are automatically managed. Anyone assigned to the task will automatically gain access once the task list is published.
Note: The file needs to be uploaded to the Company Files page to appear in the dropdown field.
7. You can also request that employees acknowledge they’ve read and understood the document by ticking the checkbox under the attachment.
8. Click Save to save the edited task.
9. Once you’ve finished editing, you can add watchers if required. Watchers have view-only access to track progress without making changes. By default, only the task list creator is added, but you can add others manually to improve visibility while maintaining privacy.
10. To change the order of your tasks, drag and drop them into the preferred order.
11. Click Save as draft if you’d like to keep working on it later.
12. When you’re ready to finalise the task list:
- Click Publish, then choose:
- Publish now – immediately publish the task list.
- Publish later – schedule the task list for a future date.
Scheduled task lists appear in the Scheduled tab. If you edit a scheduled task list on the day it’s set to publish, you’ll be prompted to either reschedule or publish immediately.
Please note: Once published, if your task list is sequential, the task owner will receive an email notification once their task is ready to be completed. If your task list is not sequential, all task owners will receive an email notification at the same time.
Create your own task list from scratch
1. Click Tasks, then click + Create tasklist.
2. Click the right arrow next to 'Create your own tasklist from scratch'.
3. Give your task list a title and click + Add task.
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4. Fill out the required information.
5. Attach a file for your employee(s) to download and read if required. When you attach a file, permissions are automatically managed. Anyone assigned to the task will automatically gain access once the task list is published.
Note: The file needs to be uploaded to the Company Files page to appear in the dropdown field.
6. You can also request that employees acknowledge they’ve read and understood the document by ticking the checkbox under the attachment.
7. Click Save to save the task.
8. You can add as many tasks as you need to the task list.
9. Once you’ve finished editing, you can add watchers to the task list if required. By default, only the task list creator is added; additional watchers can be added manually.
10. Rearrange tasks by dragging and dropping them in the preferred order.
11. Click Save as draft if you’d like to keep working on it later.
12. When you’re ready to finalise the task list:
- Click Publish, then select:
- Publish now – immediately publish the task list.
- Publish later – schedule the task list for a future date.
Scheduled task lists appear in the Scheduled tab. If you edit a scheduled task list on the day it’s set to publish, you’ll be prompted to either reschedule or publish immediately.
Please note: Once published, if your task list is sequential, the task owner will receive an email notification once their task is ready to be completed. If your task list is not sequential, all task owners will receive an email notification at the same time.
Fine tuning your tasks and task list
Task list creators can see a summary view in the Published tab:
- The first progress bar shows overall task list completion.
- Expanding the task list shows progress per task, including how many people have been assigned and completed each task.
- Select ‘View all task owners’ for a detailed drill-down in Incomplete / Complete tabs
Sequential Tasks
When you create a task list (either from a template or from scratch), it is set to run sequentially. This means the first task must be marked as complete before the next task becomes available, and so on.
You’ll see this visually represented by the link icons between tasks.
Want all tasks available at once?
If you’d like all your tasks to be available for completion at the same time (i.e. as soon as you publish your task list), you can disable the sequential setting.
Click on the three dots on the right-hand side of the task list pop-up to open the Task list settings.
In the settings, select Any, then click Done.
Set up email notifications
You can manage when and how often task owners receive reminder email notifications.
Click on the three dots on the right-hand side of the task list pop-up to open the Task list settings.
Select which types of email notifications you’d like them to receive and how many days before or after the action was due. Click Done to save.
Task owners will then receive an email notification reminding them of what needs to be done and when.
Email notification types:
Task is assigned: notification is sent immediately to all task owners when they are assigned a task (cannot be disabled).
Task is due within: notification to the task owner a set number of days before the task’s due date to remind them of the approaching deadline.
Task is overdue by: notifies the task owner when a task has passed its due date by the specified number of days.
Send an overdue reminder repeating: repeated notifications sent every selected number of days to remind the task owner that the task remains overdue.
Task has not been marked as complete for: notification to the task owner if a task has not been completed after the selected number of days.
Important: Notifications like "Task is due within," "Task is overdue by," and "Send an overdue reminder repeating" require tasks to have a due date or timeframe set. Without these, the reminders will not be sent.
Reorder tasks lists
To rearrange the order of tasks in a task list, simply drag the left side of the task and drop it into the right order.
Managing tasks once they're live
Editing or deleting a live or draft task list
1. To edit or delete a published task list you have created, go to Tasks and then open the Published or Draft tasks tabs
2. Click on the three dots next to the relevant task list and click Edit or Delete.
Note: You can only edit tasks that haven't been completed. All previously completed tasks within the task list will remain as completed.
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3. If you want to publish a draft task list, click on Edit first and then click Publish.
Filtering Published or Draft Tasks
1. Using the right-hand side filter menu on either the published or draft tasks page, you can filter a task list.
Published tasks can be filterde by task list title, status, task list owner and task owner.
Draft tasks can only be filtered by title
2. Once you have entered your filters, click Apply to see any task lists that match.
Owning and watching tasks
Tasks which you have been assigned to complete (owner)
1. To find tasks you have been assigned to do, click Tasks. You will be able to see the tasks under All tasks and My tasks.
2. Once you have completed a task, find the task under the relevant task list and click Mark as complete. If the task requires you to acknowledge you have read and understood an attached document, you'd need to tick the acknowledgement box before you can mark the task as complete.
Tasks you have been assigned to oversee (Watcher)
Tasks you have been assigned to oversee are called 'Watched tasks'. You have view only access to these tasks to track their progress.
1. To find tasks you have been assigned to oversee, you can click on Tasks, Watched tasks.