Not every task starts with someone typing it in. A Forms submission can trigger one automatically through conditional task rules, and AI Notepad turns a meeting's action items into assigned tasks, syncing completion back to the meeting when they're closed. A task can also link directly to an OKR Hub goal or key result, or to a Service Desk ticket.

Checklist tasks can require a photo, a note, or a signature before they can be marked done, and smart assignment routes new, unassigned work to the least-loaded eligible person under a per-user concurrent-task cap. The same task records also power Workspaces project to-dos, so project-level and organization-wide work run on one system instead of two. An AI agent can create, assign, complete, and escalate tasks from chat, showing a diff you confirm before anything saves.

Plan work on a kanban board, calendar, or sortable table, require a photo, note, or signature before a checklist task can be marked done, and run tasks by chat with an AI agent that previews every write.

Workplace Ops

Highlights

Plan work on a kanban board, calendar, or sortable table — filtered by assignee, status, priority, or due date.

Build checklist tasks that require a photo, a note, or a signature before they can be marked done.

Turn repeatable work into templates — daily, weekly, monthly, or every-shift — with role, location, and department auto-assignment.

Delegate, reassign, or let smart assignment route each task to the least-loaded eligible person.

Run tasks by chat: the AI agent creates, assigns, completes, and escalates with a preview before every write.

Auto-create follow-up tasks from Forms submissions and AI Notepad meeting action items.

Capabilities

Task Board & Views

Kanban board grouped by status (default view)
Calendar view of start and due dates
Sortable, searchable table view
Quick filters: status, priority, type, assignee, location, due window
Keyword, semantic, and hybrid search across tasks and templates
Live completion-rate and workload dashboard with CSV export

Create, Track & Complete

Create tasks with title, description, and category
Simple and checklist task types
Priority levels: normal, important, critical
Start-date + due-date planning window with a per-task reminder
Clone an existing task
Escalate, verify, and reopen tasks across their lifecycle

Checklists & Field Proof

Ordered checklist items with per-item photo and notes requirements
Photo upload and signature capture on completion
Auto-complete the task when every checklist item is checked
File and document attachments (PDF, Office, images)
Sub-tasks (parent/child hierarchy)

Templates & Recurring Work

Save any task as a reusable template
Template library: create, edit, duplicate, activate/deactivate, bulk actions
Industry starter-template packs (one-click load)
AI-drafted task templates from a plain-language description
Recurring schedules: daily, weekly, monthly, every shift
Role-, location-, and department-based auto-assignment
Estimated duration per template

Assignment & Delegation

Assign tasks to any business user
Reassign or delegate a task to another team member
Smart auto-assignment to the least-loaded eligible user
Bulk assign, complete, cancel, reopen, or delete tasks
Generate tasks from one template for many users at once
Per-user concurrent-task cap (admin-configurable)

AI Assistant & Notifications

AI Tasks agent: create, assign, complete, cancel, reopen, and escalate by chat, with a diff preview before each write
Admin toggle to enable or disable the AI agent per business
In-app, email, and due-soon reminders on assignment, completion, and overdue
SMS alerts for critical-priority tasks
Daily task digest for managers

App Integrations

Forms — auto-create tasks on submission via task rules
AI Notepad — turn meeting action items into tasks
OKR Hub — link tasks to Goals, Key Results, and Objectives
Service Desk — link tasks to support tickets

Limits & Specs

Task title max length: 255 characters
Board / table load caps: 500 tasks (board) · 1,000 tasks (table)
Max document size: 10 MB per file
Supported attachment formats: PDF, DOC/DOCX, XLS/XLSX, PPT/PPTX, TXT, CSV, and images
Recurrence options: Daily, Weekly, Monthly, Every Shift
Pricing: License required (per-tenant opt-in)

Screenshots

Manage tasks — assignee, status, priority, and due-date filters across the team task list

Manage tasks overview — quick filters, bulk actions, and status pipeline across the team

Review task details — comments, attachments, audit history, and assignee timeline

Create or edit a task — priority, due date, recurrence, watchers, and attachments

Use cases

Escalating blocked or urgent work

A critical-priority task triggers an SMS alert on top of in-app and email notifications, and an assignee can flag any active task as blocked to notify their manager immediately.

Recurring operational routines

Schedule daily opening checklists, weekly reviews, or every-shift closeouts from a template that auto-assigns by role or location.

New-hire onboarding checklists

HR saves an onboarding template that generates a personalized checklist task for each new employee when they start.

Field completion with proof

Frontline staff finish checklist items on mobile, attach a required photo, capture a signature, and post a completion note.

Meeting-to-action follow-through

AI Notepad turns meeting action items into assigned tasks so decisions don't get lost after the call ends.

Manager oversight and audit

Leads work the board, bulk-reassign or reopen tasks, verify completed work, and export a compliance CSV for the period.

Resources

Tasks Datasheet (PDF)

Datasheet

Features, capabilities, pricing model, and FAQ on one downloadable sheet — share it with your team.

FAQ

Set a task or template to repeat daily, weekly, monthly, or every shift. New task instances are generated automatically on the schedule, and templates can auto-assign each occurrence by role, location, or department.

Yes. Forms can create tasks on submission via task rules, and AI Notepad turns meeting action items into tasks. Tasks can also be linked to OKR Hub Goals/Key Results/Objectives and to Service Desk tickets.

Yes. Checklist items can each require a photo or a note, and a task can require a completion photo and a captured signature before it is marked done. Tasks also accept file and document attachments (PDF, Office formats, and images) up to 10 MB each.

From the Ask AI sidebar, the Tasks agent can list, create, assign, complete, cancel, reopen, and escalate tasks in plain language. Write actions show a diff preview and ask you to confirm before anything is saved, and an admin can turn the agent on or off per business.

Admins and per-app Tasks administrators can always assign; whether plain managers can assign is an admin setting. When smart assignment is enabled, a new task with no assignee is routed automatically to the least-loaded eligible user, and you can cap the number of concurrent active tasks per person.

They share the same underlying record, but Workspaces to-dos live inside a specific project workspace and appear on that project's canvas with workspace-branded notifications. The standalone Tasks app manages organization-wide tasks with reusable templates, recurrence, a kanban/calendar/table board, manager analytics, and cross-app integrations.

Tasks requires a license and is opt-in per tenant — an administrator enables it for your business from the Apps Marketplace, and it is disabled by default until then. Contact your MangoApps administrator about enabling it for your organization.