How to Set Up Tasks

What this guide helps you do

Create and assign tasks so your team knows exactly what needs to be done, who is responsible, and how work gets completed.

👉 Start here if you’re setting up tasks for the first time.

Step 1: Create a Task

Go to Tasks from the left-hand menu and select + Add New Task.

Add:

Task title
Description (keep it clear and actionable)

Step 2: Choose Task Type

Decide how this task should be assigned and completed.

Standard Task

Best for:

Clear ownership
One person responsible for completion

Collaborative Task (NEW ✨

Best for:

Tasks completed by one person per location, but not a specific person
Recurring operational work where schedules change (opening, closing, safety checks)

How collaborative tasks work:

The task is assigned to a group (location or role)
One person picks it up
Once picked up:
- Task shows as “In Progress with [User]”
- Other users see it locked

What to know:

Task type is locked after creation (cannot switch later)
You can assign by:
- Location → one person per location completes it
- Location + role → one person per role per location

💡 Pro tip: If ownership changes based on shifts or availability, use Collaborative Tasks instead of assigning individuals.

Step 3: Set the Schedule

Decide if this task happens once or repeats.

One-time tasks

Use for:

Promotions
Events
One-off operational work

👉 These can still be completed after the deadline.

Recurring tasks

Use for:

Daily, weekly, or ongoing responsibilities

💡 Pro tip: Use “Never” as the end date for ongoing responsibilities tied to a role.

What to know:

Tasks appear ahead of time so teams can plan
If not completed by the deadline → marked incomplete and closed
The next task automatically becomes available

💡 Important: Recurring task schedules cannot be edited after publishing. To change it, you’ll need to create a new task.

Step 4: Add Steps (Optional)

Steps act like a checklist within a task.

Use steps to:

Link Knowledge Base content
Attach Forms
Break tasks into smaller actions

Examples:

Cleaning procedures with instructions
Inventory checks with a form
Equipment checks with a checklist

💡 Pro tip: Steps should guide execution — not overwhelm. Keep them simple and relevant.

Step 5: Assign the Task

Choose who should receive the task.

You can assign by:

Individual user
Location
Job role

Step 6: Assign Supervisors

Supervisors monitor completion and ensure accountability.

By default:

Superadmins are supervisors

Supervisors can:

Track progress
Monitor completion
Reset or reassign tasks (if needed)
Step in when tasks are stuck

💡 Pro tip: Always assign a supervisor — this is one of the biggest drivers of completion.

Step 7: Review & Publish

Before publishing:

✅ Is the task clear?
✅ Is the task type correct (standard vs collaborative)?
✅ Is the schedule correct?
✅ Are the right people assigned?
✅ Is there a supervisor?

Once published, the task is live and assigned to your team.

What happens next

After launch:

Tasks appear for assigned users
Collaborative tasks can be picked up by available team members
Supervisors can monitor completion
You can track performance across locations

👉 Next step: Head to Manage Tasks & Track Completion