Tasks App Overview

Tasks

1. What it is

Tasks lets you create, assign, and track work across your organization — from one-off follow-ups to recurring checklists with photo proof and manager verification. Managers assign tasks to employees; employees see their own list and mark items complete.

• Enablement: Tasks requires a licence. An admin enables it in the Apps Marketplace, then configures it at Apps → Tasks → Settings.
• What it is not: Tasks is not the same as workspace todos. Workspaces have their own lightweight task lists scoped to that workspace. The Tasks app is the org-wide surface for assigned, tracked, and reported-on work.

2. Standing it up

1. Go to Admin → Apps Marketplace, find Tasks, and enable it.
2. Go to Apps → Tasks → Settings to configure permissions and notifications. At minimum, decide whether employees can create their own tasks (Allow employees to self-assign tasks — on by default) and whether managers can assign tasks to others (Allow all managers to assign tasks — on by default).
3. Optionally create task templates at Apps → Tasks → Templates. Templates are reusable blueprints — a checklist task with specific items, a priority, an estimated duration, and an assignment rule. You can also load industry-specific default templates from the template library.
4. To restrict which employees see the app, use Access Management on the app’s marketplace entry. Users outside the audience cannot reach any Tasks surface, even by direct URL.
5. Confirm it worked: navigate to Apps → Tasks. Managers should see the Manage and Analytics tabs. Employees should see My Tasks.

Note: if you enable task verification or compliance reporting, those are off by default and must be turned on explicitly in Settings — they do nothing until activated.

3. How it fits together

Tasks vs workspace todos. Both are task records, but they live in different places and serve different purposes. An org-level task belongs to the Tasks app: it appears in My Tasks, shows up in analytics, and can be escalated, verified, and reported on. A workspace todo belongs to a workspace task list, appears on the workspace canvas, and is managed by workspace contributors. Workspace todos do not appear in the Tasks app’s analytics or digest emails.

Simple tasks vs checklist tasks. A simple task has a title, a description, and a due date. A checklist task adds a list of items that must each be completed — optionally with photo proof or notes required per item. When the last checklist item is ticked, the task completes automatically.

Priorities. When the priority system is enabled (it is by default), every task carries one of three levels: Normal, Important, or Critical. Critical tasks can be auto-escalated when overdue. If you turn the priority system off, the priority column and filters disappear from all views.

Subtasks. Any task can have child tasks. Subtasks inherit the parent’s assignee by default. The Group subtasks with parent setting controls whether subtasks appear directly below their parent on the board and list views or sort independently.

Recurring tasks. A task can repeat on a Daily, Weekly, or Monthly cadence. The system spawns the next occurrence automatically. Recurring tasks can also be created from templates with a recurrence pattern.

Templates. Templates are reusable task blueprints an admin or manager creates once. A template defines the title, type, priority, checklist items, assignment type (Manual, Role-based, or Auto), estimated duration, and recurrence. Templates can be activated, deactivated, duplicated, and loaded from an industry-specific gallery.

Escalation. A task can be escalated manually by a manager or automatically when overdue. The escalation target is the assignee’s manager (or the person who assigned the task, as a fallback). Employees can also flag a task as blocked using the I’m blocked button, which escalates it to their manager.

Verification. When manager verification is enabled, completing a task does not close the loop — a manager must separately verify the work. Verification can optionally require photo proof and completion notes.

4. Running it

Assigning tasks

1. Go to Apps → Tasks → Manage and click New Task (or use the quick-create drawer).
2. Fill in the title, assign to a user, set a due date, and choose a priority.
3. For checklist tasks, add items — each item can require a photo or notes.
4. To assign from a template, use Create from Template, pick a template, and select the users.

When smart assignment is enabled, leaving the assignee blank lets the system pick the least-loaded eligible user, with a preference for users at the task’s location.

Reviewing completed work

Completed tasks appear in the Manage view filtered to Completed status. If verification is enabled, managers see a Verify Task action on completed tasks that have not yet been verified. The Analytics tab shows completion rates, on-time percentages, and top performers.

Managing templates

Go to Apps → Tasks → Templates. Admins can create, edit, activate, deactivate, duplicate, and delete templates. The Who can create & edit task templates setting controls whether managers also have access (default: Administrators only). You can load industry defaults for Healthcare, Retail, Manufacturing, Hospitality, and eight other industries.

Viewing analytics

Go to Apps → Tasks → Analytics (managers and above). The dashboard shows completion rate, average completion time, overdue rate, status and priority distribution, a completion trend chart, weekly performance, top performers, and efficiency metrics. Data can be filtered to the last 7, 30, or 90 days, or the current year, and exported as CSV. When compliance reporting is enabled, a separate compliance export includes verification status and completion evidence.

Employees see their own analytics at Apps → Tasks → My Analytics with a personal scorecard.

Delegating tasks

When delegation is enabled in Settings, an employee can delegate their assigned task to another team member from the task detail view. The task is reassigned and a delegation activity is logged.

Mobile

The Tasks app has a dedicated mobile view. Employees can see their pending, in-progress, and overdue tasks, start and complete tasks, tick checklist items (including photo capture for photo-required items), and add notes. Task creation on mobile is limited to simple tasks.

5. Settings

All settings are at Apps → Tasks → Settings. Only admins can reach this page.

Permission Settings

Setting	Default	What it changes
Allow all managers to assign tasks	On	When off, only admins can assign or reassign tasks
Allow employees to self-assign tasks	On	When off, only managers and admins can create tasks
Allow task delegation to other team members	Off	Lets employees delegate their tasks to a colleague
Who can create & edit task templates	Administrators only	Also accepts Managers and administrators

Notification Settings

Setting	Default	What it changes
Send notifications when tasks are assigned	On	In-app notification to the assignee
Send due date reminders	On	Reminder before the due date
Send task notifications by email	On	Email for assignments, reminders, and escalations
Send SMS for critical tasks	Off	SMS for critical-priority assignments and escalations; requires business SMS
Send reminders this many hours before due date	2 hours before	Choices: 1, 2, 4, 8, 24, or 48 hours
Escalate overdue tasks to managers	Off	Sends an escalation notification when a task passes its due date

Priority System

Setting	Default	What it changes
Enable task priority system	On	Shows Normal, Important, and Critical levels throughout the app
Auto-escalate critical tasks when overdue	Off	Automatically escalates critical overdue tasks
Escalate critical tasks after being overdue for	1 hour	Choices: 15 min, 30 min, 1 hour, 2 hours, 4 hours

Task Completion

Setting	Default	What it changes
Enable manager verification	Off	Adds a verification step after task completion
Require photo verification	Off	Sub-setting of verification — requires a photo
Require completion notes	Off	Sub-setting of verification — requires notes
Auto-archive completed tasks	Off	Hides old completed and cancelled tasks from active views
Archive completed tasks after	30 days	Choices: 7, 14, 30, 60, or 90 days

Assignment Rules

Setting	Default	What it changes
Enable smart task assignment	Off	Auto-picks the least-loaded eligible user when no assignee is specified
Consider workload balance in assignments	Off	Factors current workload into smart assignment
Maximum concurrent tasks per user	No limit	Caps active (pending + in-progress + overdue) tasks per person; choices: 3, 5, 10, 15, or 20

Analytics & Reporting

Setting	Default	What it changes
Enable performance tracking	On	Tracks completion time, efficiency, and top performers
Send daily task digest to managers	Off	Morning email with team completion rates and overdue tasks
Send employees their own daily digest	Off	Morning email with the employee’s tasks due today and overdue
Daily digest send time	8:00 AM	Choices: 6 AM, 8 AM, 9 AM, 12 PM, 5 PM, or 6 PM (business timezone)
Enable compliance reporting	Off	Adds audit-trail and regulatory CSV exports in Analytics

Board & List Display

Setting	Default	What it changes
Group subtasks with parent	Off	Sorts subtasks directly below their parent instead of newest-first

6. More help

• Tasks App FAQ — specific setup, limits, and operating questions.
• Ask AI — the assistant answers questions about Tasks from these articles.