Tasks let you and your team track actions that need to be completed — for example, following up with a donor, preparing a grant report, or updating a contact record.

Permissions you need

  • tasks:read:tasks lets you see tasks, follow or unfollow them.
  • tasks:write:tasks lets you create tasks. To edit, complete or delete an existing task you need both tasks:read:tasks and tasks:write:tasks.

These permissions work alongside each task’s own visibility. Holding them does not show you a task that is restricted to a team you are not in. Members of the Superadmin team hold every permission. Anyone else needs the permissions granted to them, or to a team they belong to. See the permission catalogue.

Open the task list

Click Tasks in the sidebar. Tasks are grouped into status tabs (All, Open, In Progress, Completed, Cancelled). Overdue tasks are highlighted with a badge.

For the full list of statuses and fields, see Task fields and statuses.

Create a task

  1. Click Create task.
  2. Fill in:
    • Title (required) — a short description of what needs doing
    • Due date (required) — when the task should be completed
    • Description (optional) — more detail
    • Assign to (required) — a specific user or a team
    • Linked records (optional) — attach the task to one or more contacts, organisations, things, payments, or touchpoints
  3. Click Create Task.

A linked task appears in context on each linked record’s profile.

Mark a task complete

Open the task and click Mark complete.

Edit a task

Open the task and click Edit. All fields can be changed.

Delete a task

Open the task and click Delete.

Deletion cannot be undone.

A confirmation dialog names the task. Choose Delete to confirm or Cancel to keep it.

Follow a task

Open a task that is not assigned to you and choose Follow. Choose Unfollow to stop following it. Followed tasks are shown in the home dashboard’s followed-tasks panel. Following does not change assignment or grant access to a restricted task. The follow button is omitted on your own assigned tasks.

The current task forms/detail page do not have a file-upload panel. Link the task to the relevant record and keep documents with that record where attachments are supported.

Claim a team task

Choose Claim on a team-assigned task to assign it to yourself. The task retains its originating team information. Following a task is separate from claiming responsibility for it.

Repeat a task

Turn on Repeat when creating a task. Set the first due date, daily/weekly/monthly/yearly frequency, interval and optional weekly days. Choose whether the schedule ends never, on a date or after a number of occurrences, then choose Create Recurring Task.

Open Recurring tasks from the task list to edit, pause, resume or stop a schedule. Stop asks for confirmation and prevents further tasks being created; existing occurrences are kept. Editing a schedule replaces upcoming occurrences that nobody has started or changed, while retaining started, edited and completed tasks. Occurrences normally appear up to 60 days before their due date; a next occurrence further away is added immediately.