Team Tasks
Goal: Create, assign, and track shared tasks across your team using a Kanban-style board.
Team Tasks is a shared task board for staff coordination — tracking action items, follow-ups, and recurring work. Find it under Schedule → Team Tasks in the sidebar.
The Task Board
The board displays tasks in three columns:
| Column | Status | Meaning |
|---|---|---|
| To Do | open | New tasks waiting to be started |
| In Progress | in_progress | Tasks actively being worked on |
| Done | completed | Finished tasks |
Each task card shows the title, priority badge (color-coded), assignee, due date, and a recurring indicator if applicable.
Priority Colors
| Priority | Color |
|---|---|
| High | Red |
| Medium | Yellow |
| Low | Gray |
Tasks past their due date that aren't completed show an "Overdue" warning in red.
Creating a Task
- Click Create Task at the top of the board
- Fill in the form:
- Title (required) — what needs to be done (max 200 characters)
- Description (optional) — additional details (max 2,000 characters)
- Priority — Low, Medium, or High (defaults to Medium)
- Due Date (optional) — when the task should be completed
- Assign To (optional) — select a staff member, or leave as Unassigned
- Location (optional) — tie the task to a specific location, or "All locations"
- Recurring Task (optional) — check to mark as recurring, then enter a recurrence label (e.g., "Weekly staff check-in", "Start of each term")
- Click Create
The task appears in the To Do column.
Moving Tasks Between Columns
Each task card has action buttons based on its current status:
- To Do → Click Start to move to In Progress
- In Progress → Click Done to mark as completed
- Done → Click Reopen to return to To Do
Recurring Tasks
Completed recurring tasks show a Recreate button that creates a new copy of the task in the To Do column — useful for weekly check-ins or term-start procedures.
Assigning Tasks
Tasks can be assigned to any staff member with Team Tasks access (Super Admin, Director, Case Manager, or Coordinator). The assignee's name appears on the task card.
Unassigned tasks are visible to all authorized staff — anyone can pick them up.
Deleting a Task
Click the delete option on any task card to remove it. Deleted tasks cannot be recovered.
Tips & Common Mistakes
Use recurring tasks for regular workflows: weekly attendance reviews, monthly report generation, term-start checklists. The recurrence label helps the team remember the cadence.
Tasks are visible to all authorized staff regardless of location. Use the Location field to indicate which site a task relates to, but it doesn't restrict visibility.
Team Tasks is a coordination tool, not a case management system. For student-specific follow-ups, use the Follow-Up System or add notes to the student's detail page.
Related Guides
- The Dashboard — overview of your daily view
- Navigation Guide — finding Team Tasks in the sidebar
- Follow-Up System — student-specific follow-ups