Managing Tasks

Managing Tasks

Tasks help you track work across your team. Create, assign, and monitor tasks from the Tasks section. Tasks support rich-text descriptions, file attachments, threaded comments, Planning Board links, and a private toggle for sensitive items.

Creating a Task

1. Go to Tasks in the sidebar.
2. Click + New Task.
3. Fill in:
   • Title — A clear description of the work needed
   • Description — Rich-text editor (TipTap WYSIWYG) supporting bold, italic, lists, headings, links, and images
   • Assignee — Which team member is responsible
   • Due Date — Deadline for completion
   • Priority — Low, Medium, High, or Urgent
   • Recurrence — None, Daily, Weekly, or Monthly (for repeating tasks)
   • Private — Toggle on to restrict visibility to the creator and assignee only
   • Planning Board — Optionally link the task to a Planning Board (only boards you have access to are shown)
4. Click Save.

Task Statuses

• To Do — Not yet started
• In Progress — Currently being worked on
• Done — Completed (automatically timestamps when marked done)

Filtering & Navigation

The task list uses a horizontal tab bar (TaskFilterBar) with overflow chevrons for smaller screens. Filter by status, assignee, priority, or due date. Sort by creation date, priority, or deadline.

Recurring Tasks

Set tasks to repeat daily, weekly, or monthly. A new task instance is automatically created when the current one is completed or when the recurrence period lapses. This is useful for routine activities like "Check stock levels" or "Review class bookings".

Role-Based Visibility

Tasks enforce strict role hierarchy:

• Staff can see tasks assigned to them or created by other staff.
• Staff CANNOT see tasks created by or assigned to Managers or Admins.
• Managers can see all tasks including staff-level tasks.
• Admins can see everything.

This prevents staff from viewing operational decisions or admin-level work items. The Private toggle further restricts a task to only the creator and assignee.

Task Detail View

Click any task to open its interactive detail sheet. From here you can:

• Edit all fields inline
• View and add threaded comments (rich-text, real-time CRUD)
• Upload file attachments (up to 20MB each — PDF, XLSX, DOC, images, etc.)
• Click a linked Planning Board to open it directly in fullscreen editor mode via deep-link

Planning Board Integration

Tasks can be linked to a single Planning Board. This is useful for connecting high-level visual plans with actionable work items. The linked board name appears as a clickable link in the task detail view.

System-Generated Tasks

Some tasks are created automatically by automations or system events (e.g. "Follow up with member X after missed attendance"). These are tagged as "system" source and can be managed like any other task.

Troubleshooting

• Can't see a task? — Check if the task was created by a higher-role user or marked as Private.
• Planning Board dropdown is empty? — Ensure Planning Boards feature is enabled and you have access to at least one board.
• Add/edit dialog cuts off? — Dialogs are constrained to 85% viewport height with internal scrolling.