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How to Set Up Tasks

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

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 ✨

How collaborative tasks work:
  • The task is assigned to a group (location or role)
  • Any available team member picks it up — one person at a time
  • Once picked up:
    • Task shows as "In Progress with [User Name]"
    • Other users at the same location see it greyed out and locked
    • A "Collaborative" tag is visible on the task card so everyone knows the task type

Two assignment models — choose based on who should be eligible:

  • Location → any one member from each location completes it
  • Location + User Role → any one member per role per location completes it
What to know:
  • Task type is locked at creation — collaborative tasks cannot be converted to standard tasks and vice versa. Choose carefully.
  • No account-level configuration required — the option is available immediately for all users with task creation access

💡 Pro tip: If ownership changes based on shifts or availability, use Collaborative Tasks instead of assigning individuals. Opening procedures, safety checks, and shift-end audits are the best starting point.


💡 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.

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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.

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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.

For Collaborative Tasks: Reset and Step-Back Controls

Supervisors have additional controls for collaborative tasks when a task gets stuck with an unavailable team member.

Reset — either the active assignee or the supervisor can reset the task:

  • Reset with progress preserved — saves any completed steps, releases the lock
  • Reset without progress — clears all progress and returns the task to the full pool
  • After a reset, the task is available for pickup again by any eligible team member, including the person who previously held it

Step-back — the active assignee can release the task back to the pool without a supervisor action. Supervisors receive a notification when a step-back occurs.

👉 These controls prevent tasks from sitting locked with an inactive user indefinitely.

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?

  • ✅ If collaborative: have you chosen the right assignment model (Location vs Location + Role)?

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

🆕 Collaborative Task Analytics & Notifications

Collaborative task reporting is separate from standard task dashboards and does not affect existing reporting.

Analytics available for collaborative tasks:

  • Pie chart — completion status across all locations
  • Bar/line chart — progress over time
  • Leaderboard — tracks individual pickup and completion activity across your team

Audit log captures:

  • Task pick-up events
  • Step-backs
  • Resets (with and without progress)
  • Supervisor overrides
  • Progress saves

Notifications are sent:

  • On task creation — to supervisors and all eligible assignees
  • On step-back — to the supervisor
  • On task completion — to the supervisor

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