Tasks hold the work that happens around a record. A template describes that work once as a series of steps, and every assignment made from it has an owner, a status, and a priority. Submissions that need a second person wait in one review queue.
Templates and steps
Templates are built in the task builder, one step at a time. Each step holds one kind of work, and a single template can mix as many kinds as the job calls for.
- Forms collect structured answers with text, date, select, checkbox, and similar fields.
- Checklists list the items a person ticks off as they go.
- Quizzes score answers as pass or fail, so finishing one means passing it.
- Document uploads give each required file its own slot, such as a signed agreement or a certificate.
- Reviewer steps send the submission to a reviewer, who approves it before the work counts as done.
An equipment request might be a short form followed by a reviewer step. A security training might be a checklist and a quiz. You build the template once and assign it as often as you need. Tasks and documents are included in the Growth and Business plans.
Assigning the work
An assigned task carries four pieces of information:
- An owner, the one person responsible for finishing it.
- A status, so anyone who can see the task knows where it stands.
- A priority, so the owner knows what to pick up first.
- A due date, when the work has a deadline. It is optional.
Visibility follows the workspace roles. Staff see their own tasks. Managers see their team's tasks, along with team analytics for task completion, review turnaround, and onboarding progress. The full breakdown by role is in roles and permissions.
When every task has an owner, status is something you read instead of something you ask for.
The review queue
Reviewer steps feed a single review queue. Every submission waiting on a reviewer appears there, so reviewers have one list to work through instead of a search across email and chat.
When the reviewer approves a submission, that step is complete and the task moves on. Review turnaround is one of the team analytics, so a manager can see when submissions sit too long, before the person who submitted them has to follow up.
Overdue, escalated, blocked
Most tasks need nothing beyond their owner. Filters pull out the ones that do.
| Filter | What it shows |
|---|---|
| Overdue | Tasks past their due date |
| Escalated | Tasks that have been raised for attention |
| Blocked | Tasks that cannot move until something else happens |
The overdue filter only applies to tasks that have a due date, which is a good reason to set one whenever timing matters. Between them, the three views answer most of what a status meeting is for.
Where tasks come from
Tasks are not a separate list kept on the side. Every stage of the lifecycle creates its own tasks, each with an owner, and they attach to the person's record.
The clearest case is a first day. When a new hire starts, their tasks are already waiting before they sign in for the first time, next to the access their role declared. A paperwork form, a policy checklist, and a laptop request can all be in place on the start date without anyone sending them by hand. Offboarding and the stages in between work the same way.
Because tasks live on the record, they stay with it after the work is done. Months later, the record still shows what was assigned, who owned it, and who approved the submission.