Tasks Module
Managing Tasks
How to create, track, and complete tasks — including recurring tasks and the due/overdue email reminders that go out on their own.
Working a task
1Create a task
Click + New Task.
| Field | Notes |
|---|---|
| Title | The only required field. |
| Assignee | Picks a real employee from HR — but only ones with a linked login account appear here. None available? The form tells you so and defaults to “Unassigned / external,” a plain text name with no real account behind it. |
| Status | To Do, In Progress, Blocked, or Done. |
| Priority | Low, Normal, or High. |
| Due Date | Drives the Overdue KPI and the reminder email — see below. |
| Progress % | A plain manual number, capped at 100 — except once Status is Done, it locks to 100% automatically and the field becomes read-only. |
| Repeats | Does not repeat / Daily / Weekly / Monthly — see Setting up a recurring task. |
| Parent Task | Picks any existing top-level task to nest this one under. |
| Linked Module / Linked Reference | Free-text labels with autocomplete suggestions from modules you’ve used before — see Linking a task for what this does and doesn’t do. |
| Tags, Notes | Reference/filtering fields. |
Click Create Task.
2Log updates
Click Preview on a task to open its Task Activity panel — a running log of everything said about this task, separate from the task’s own fields. Type into Update and click Add Update. Each one is timestamped with its author and appears on the task list as a short excerpt of the latest one, so the board reflects recent activity without opening every task.
3Mark it done
Set Status to Done and save. Progress % snaps to 100% automatically.
If Repeats is set to anything other than “Does not repeat,” completing the task (the actual transition into Done — re-saving an already-done task doesn’t repeat this) automatically creates its next occurrence: same title, assignee, priority, tags, and recurrence, reset to To Do at 0%, with its due date advanced by the recurrence interval from the completed task’s own due date (or from today, if it had none). A note on the new task records which task it was generated from.
Common tasks
Getting reminder emails to actually arrive
A daily digest runs at 8am, emailing each assignee a list of their tasks that are overdue or due that day.
The reminder only fires for tasks assigned through the Assignee dropdown to a real linked employee — it looks up that person’s real login email. A task where you only typed a name (no HR employee with a login account matched) never triggers a reminder, no matter what the due date is.
Only tasks that are not yet Done and have a due date on or before today are included. Multiple due tasks for the same person land in one combined email, not one per task.
Setting up a recurring task
Set Repeats to Daily, Weekly, or Monthly when creating (or editing) the task. Nothing else is required — the schedule doesn’t create future tasks in advance; instead, each time you mark the current occurrence Done, exactly one new occurrence is created for the next interval. See Mark it done for exactly what carries forward.
Linking a task to a project or other record
The Linked Module and Linked Reference fields let you note which part of the app this task relates to — type a module name (existing ones you’ve used before show up as suggestions) and a free-text reference.
These are plain text. There’s currently no picker in this form to attach the real record ID a project’s own Linked Tasks list looks for, so a task labeled with a project’s name in Linked Module won’t automatically show up in that project’s detail panel. Use these fields as a readable label for now.
Reference
Status reference
| Status | Meaning |
|---|---|
| In Progress | Being actively worked — sorted first on the board. |
| To Do | Not started yet. |
| Blocked | Waiting on a dependency — flagged in the KPI row. |
| Done | Complete. Progress locks to 100%; triggers recurrence if set. |
Status is freely settable in any direction — there’s no forward-only rule.
What this module doesn’t do
There’s no per-task custom timing — every eligible task’s reminder goes out at 8am, and only to assignees with a real linked account. See above.
Marking a recurring task Done creates exactly its next occurrence — not a pre-built series of future tasks.
See Linking a task — there’s no real-record picker here the way there is in Files or Communications.