Team tasks: an owner, a deadline, a checklist and routines that create themselves
The team's day-to-day work now has its own place in the system. "Tasks" collects what today sits on sticky notes, in a notebook, and in the group chat: the call back to a client, the closing checklist, the order to the supplier. Every task has someone responsible or belongs to the whole team, it has a deadline, and it can carry a checklist of steps.
✨ In short
- A new "Tasks" section with an owner, a deadline, a priority, a venue and a category.
- A task with nobody responsible belongs to the "Whole team" at the venue; anyone can take it with "I will take it".
- A checklist of steps, recording who added a step and who ticked it off.
- Comments on the task and an "Activity log".
- A task can be attached to a client, an appointment, a sale or a product — and shows up on that record.
- Recurring routines are set up once: every occurrence arrives with the whole checklist and the same people responsible.
- Five kinds of notification: assignment, approaching deadline, overdue, comment and completion.
- A counter in the top bar and in the main menu for what is due today or already late.
- An "Open tasks" block on the Dashboard.
- A "Who has what" screen with open and overdue tasks per employee.
- Bulk actions for assigning and filing many tasks at once.
Where the tasks are
On a computer the way in is the bolt button in the top bar ("Pending Approval") — it holds a "Due today or overdue" row with a counter. On a phone the "Tasks" entry is in the main menu, also with a counter. The counter shows open tasks due by the end of today, overdue ones included.
A new task is created from the section itself or from the "Create" menu in the top bar.
Tasks have their own permissions. The business owner sees the section straight away. For employees to see it, open the "Employees" list, choose "Roles" or "Edit Permissions" and add the task permissions.
Someone responsible, or the whole team
A task can have one or several people responsible. If you leave the "Assigned to" field empty, the task belongs to the team at the selected venue and appears in the list as "Whole team" — you do not have to hand it out again each morning. Anyone who sees it can take it with "I will take it".
An employee sees the tasks they are responsible for, the ones they created themselves, and the tasks with nobody responsible in the venues they are attached to. A role can also be given the permission to see every task in the business.
Checklist and comments
When the task is a routine of several steps, add them in "Checklist". Each step shows who added it and who ticked it off, with the time; in the list the checklist appears as progress, for example 2/5.
"Comments" catches what otherwise gets lost — "rang, no answer". Anyone can edit and delete their own comment, and the "Activity log" shows who changed what on the task.
"Postpone a day" moves the deadline one day forward. The number of postponements is recorded and visible on the task.
Related to a client, appointment, sale or product
From the more-options menu on a client, an appointment, a sale or a product in inventory, choose "New task" — the title comes pre-filled and the link to the record is already set. The record then shows a "Tasks" section with its own tasks. If the record has no tasks, the section is not shown.
Recurring routines
From the "Actions" menu on a task, choose "Make this task repeat". The form is the same one used for recurring appointments.
Every created occurrence arrives with the same title, the template's whole checklist, the same people responsible and a deadline based on the occurrence date. A change to the template applies to occurrences from then on; the ones already created stay as they are.
Notifications
The system sends a notification on assignment, on an approaching deadline, when the deadline passes, on a new comment and on completion. By default they go out as an in-app notification and a push message; e-mail is off but can be switched on from the business notification settings.
When creating the task you also choose a "Reminder" — 15 minutes, 1 hour or 1 day before the deadline.
Who has what
The "Who has what" button shows one row per employee with "Open tasks" and "Overdue tasks", plus a "Whole team" row for the tasks with nobody responsible. Clicking a row opens the list filtered to that person.
To file many tasks at once, select several rows: the "Assign to" and "Category" bulk actions hand them to one employee or file them under one category.
Categories
"Settings" → "Task categories" holds the kinds of work — cleaning, maintenance, calls, stock. Each category has a colour that marks the edge of the row in the list, and you can filter by it.
The detailed steps are in the Help Center: Team tasks, Creating and tracking tasks, Recurring tasks and Task categories.