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Admin Feature: This feature is only available to users with admin permissions or team lead roles. If you don’t see the option to create tasks, contact your system administrator.

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When to Create Team Tasks

Create tasks for your team when:

Ad-Hoc Work

Work that doesn’t fit into an existing workflow but needs to be done

Follow-Up Items

Action items from meetings or discussions

Delegating Work

Work you need to delegate to specific team members

Project Tasks

One-off project tasks that aren’t part of a formal workflow
If the work is part of a repeatable process, consider creating a workflow template instead of individual tasks.

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Creating a New Task

1

Navigate to Team Tasks

Go to Tasks & Work > Team Tasks in the main navigation sidebar.
2

Click 'New Task'

Click the + New Task button in the top right corner.This opens the “Create New Task” side panel.
3

Enter Task Title

Give the task a clear, action-oriented name (this field is required):Good task names:
  • “Review Q2 financial report by Friday”
  • “Schedule team meeting for project kickoff”
  • “Update vendor contact information in system”
Bad task names:
  • “Report” (too vague)
  • “Stuff to do” (not specific)
  • “Task 1” (not descriptive)
Use action verbs: Review, Create, Update, Send, Schedule, Complete, Analyze, etc.
4

Write Task Description

Provide detailed instructions on what needs to be done (optional):Include:
  • What needs to be done (specific actions)
  • Why it’s important (context and purpose)
  • How to do it (instructions or guidance)
  • What to deliver (evidence requirements)
  • Any relevant resources or links
Example:
Review the Q2 financial report for accuracy before the board meeting.

WHY: Board meeting is Monday and they need accurate financials.

WHAT TO CHECK:
- All revenue numbers match bank deposits
- Expense categorization is correct

DELIVER: Add a comment confirming review is complete.
Write descriptions as if you’re explaining the task to someone doing it for the first time.
5

Assign to Team Member

In the “Assign To” dropdown, choose who should complete this task. You can select a specific team member.
6

Set Priority Level

Choose task priority (this field is required):
  • High: Urgent and important - do first
  • Medium: Normal priority (default)
  • Low: Nice to have - do when time allows
7

Set Due Date

Select a specific date from the calendar for when this task should be completed.
8

Add Tags or Categories

In the “Tags” field, type to search for or create new tags for organization.Examples: Q2-planning, urgent, finance, client-acmeTags help people filter and find related tasks.
9

Create the Task

Click Create Task to save and assign it.The assignee receives a notification that they have a new task.

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Task Assignment Options

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Assigning to a Specific Person

Use when:
  • The task requires specific expertise
  • You want a particular person to do it
  • You’re delegating your work to someone
Benefits:
  • Clear ownership
  • Person gets direct notification
  • No confusion about who’s responsible

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Assigning to a Role

Use when:
  • Anyone with certain skills can do it
  • You don’t care who specifically does it
  • You want flexibility
Examples:
  • “Any HR Manager”
  • “Any Operations Lead”
  • “Finance Analyst”
Benefits:
  • Whoever holds that role will see it
  • Continues working if people change roles
  • Allows load balancing

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Assigning to a Team/Department

Use when:
  • Multiple people could do the task
  • First available person should take it
  • Collaborative team effort
Examples:
  • “HR Team”
  • “Customer Support”
  • “Engineering Department”
Benefits:
  • Entire team sees it
  • Anyone can claim it
  • Prevents bottlenecks

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Self-Assignment

Use when:
  • Creating a reminder for yourself
  • Tracking your own to-do list
  • Planning your work
Assign the task to yourself.

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Setting Task Priority

Choose priority based on urgency and importance. This is confirmed by the “Priority *” field in the modal.

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High Priority

Urgent + Important

  • Time-sensitive tasks
  • Blocking other work
  • Critical deadlines
  • Executive requests
Use sparingly - Only 10-20% of tasks should be high priority.
Examples:
  • “Review contract by EOD - signature needed tomorrow”
  • “Fix production bug affecting customers”
  • “Prepare board presentation for tomorrow’s meeting”

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Medium Priority

Important but Not Urgent

  • Regular work tasks
  • Standard deadlines
  • Routine responsibilities
  • Planned projects
Default priority - Most tasks (60-70%) should be medium.
Examples:
  • “Review Q2 report by end of week”
  • “Update team documentation”
  • “Schedule quarterly planning meeting”

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Low Priority

Nice to Have

  • Optional improvements
  • Future planning
  • Non-urgent enhancements
  • When-time-allows work
Low volume - Only 10-20% of tasks should be low priority.
Examples:
  • “Explore new project management tools”
  • “Organize old files in shared drive”
  • “Read industry report when available”
If you find yourself marking everything as “High Priority,” you’re diluting the meaning of priority. Reserve High for truly urgent work.

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Setting Due Dates

Due dates help people prioritize and plan their work:

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Choosing Due Dates

Check the person’s current task load before setting tight deadlines. If they have 10 high-priority tasks due this week, adding another might be unrealistic.
Estimate how long the task actually takes, then add buffer time:
  • Simple task (15-30 min): Give same day or next day
  • Standard task (1-3 hours): Give 2-3 days
  • Complex task (1+ days): Give 1 week or more
If this task depends on other work, account for that in the due date. Don’t set a due date before dependencies can be completed.
Consider:
  • Holidays and weekends
  • Person’s PTO or leave
  • Their meeting schedule
  • Other known commitments
If it’s truly urgent, set a near due date AND mark priority as High. If it can wait, give more time.

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Due Date Best Practices

Set Specific Dates

Use specific dates like “June 15” rather than “ASAP” or “soon”

Include Time If Needed

For same-day tasks, specify time: “Today by 3 PM”

Build in Buffer

Set due date earlier than you absolutely need it

Align with Workflow

Coordinate due dates with dependent tasks

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Adding Context and Instructions

Help your team member succeed by providing complete information in the Description field:

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Include Resources

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Provide Examples

  • Link to similar completed tasks
  • Attach example documents
  • Describe expected output
Example: “See how Sarah completed this for the previous client: [link to task]“

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Set Expectations

  • Quality level expected
  • Level of detail needed
  • Approval requirements
  • Review process
Example: “This needs Finance Director approval before marking complete. After uploading the report, tag @finance-director for review in the comments.”

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Following Up on Tasks

After creating tasks, follow up to ensure completion:

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Monitor Progress

1

Check Task Status Regularly

Review tasks you’ve assigned in the “Team Tasks” list:
  • Are they being worked on?
  • Are they on track for deadline?
  • Are there any blockers?
2

Respond to Questions

If assignees add comments with questions:
  • Answer promptly
  • Provide clarification
  • Unblock them quickly
3

Address Overdue Tasks

If a task becomes overdue:
  1. Comment asking for status update
  2. Offer help if they’re stuck
  3. Adjust deadline if needed
  4. Reassign if necessary

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Providing Feedback

After someone completes a task:
  • Review the work and evidence
  • Add a comment acknowledging completion
  • Provide feedback (positive or constructive)
  • Thank them for their work
Example: “Thanks for completing this ahead of schedule. The report looks great - really thorough analysis. Appreciate your work!”

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Best Practices for Creating Team Tasks

Vague tasks lead to confusion and poor results:Bad: “Update the thing”Good: “Update the Q2 sales forecast spreadsheet with final May numbers from the CRM”
Don’t overload team members:
  • Check their current workload
  • Space out deadlines
  • Communicate priorities
  • Be flexible when needed
Include everything they need in the description:
  • What to do
  • Why it matters
  • How to do it
  • Resources needed
  • Expected output
  • Due date
Incomplete information leads to delays and questions.
After assigning tasks:
  • Monitor for questions
  • Respond quickly
  • Offer help if they’re stuck
  • Be approachable
When people complete tasks:
  • Review their work
  • Provide feedback
  • Thank them
  • Recognize good work
Acknowledgment motivates future performance.

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Next Steps

Organize Tasks

Use tags, categories, and priorities effectively

Use My Tasks

View and manage tasks across your team

Complete Tasks

Guide your team on completing tasks properly

Track Progress

Monitor task and workflow completion