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What this guide helps you do
Track task completion across your team, understand what’s getting done (and what’s not), and communicate directly within tasks to keep work moving.
👉 Use this once tasks are live.
Get a Quick Pulse on Task Completion
Start by understanding overall performance across your team.
Look for:
- Tasks not started
- Tasks in progress
- Tasks completed
- Tasks missed or overdue
Review by:
- Location
- Task
- Individual users
💡 Pro tip: If tasks aren’t being started, it’s usually a rollout or ownership issue — not a setup issue.
Understand Task Statuses
Not Started
- Task is assigned but hasn’t been picked up
In Progress
- A user has started the task
For collaborative tasks:
- Shows as “In Progress with [User]”
- Other users at that location will see it locked
Completed
- Task has been finished successfully
Overdue
- Task was not completed before the deadline
- Automatically closes for recurring tasks
💡 What to know: Recurring tasks continue to cycle regardless of completion — missed work does not carry over.
Manage Collaborative Tasks
Collaborative tasks require a slightly different approach to oversight.
What to watch for:
- Tasks stuck “In Progress” with one user
- Tasks not being picked up
- Frequent resets or step-backs
How to take action:
- Reset the task to make it available again
- Choose whether to preserve or clear progress when resetting
- Step in if a task is stuck with an inactive user
💡 Pro tip: If tasks frequently get stuck, it’s usually a staffing or ownership clarity issue.
Communicate Directly Within Tasks
Keep all updates, questions, and decisions tied to the task itself.
Use comments to:
- Share updates
- Ask questions
- Clarify instructions
- Provide feedback
Public comments
- Visible to everyone working on the task
- Best for updates, questions, and alignment
Private comments
- Between a supervisor and an assignee
- Best for coaching or sensitive feedback
Who can see and do what
- Supervisors and task creators
- Can start both public and private comment threads
- Assignees
- Can see public comments
- Can start private threads with supervisors
- Master Admins
- Have full visibility into all comments
💡 What to know: All comments stay attached to the task, creating a clear history of updates and decisions.
Use Mentions to Drive Action
Tag teammates using @name to notify them instantly.
What happens when you mention someone:
- They receive a notification (web + mobile)
- They’re alerted directly within the task
Use mentions when:
- You need a response
- You’re assigning responsibility
- You’re flagging an issue
💡 Pro tip: Encourage your team to use mentions instead of side chats to keep communication tied to the work.
Keep Work Moving with Visibility
What comments and mentions enable:
- Faster responses
- Clear accountability
- Less back-and-forth across tools
What to look for:
- Tasks with no updates
- Questions left unanswered
- Repeated confusion on the same task
💡 Pro tip: If the same question comes up repeatedly, update the task description or steps.
Identify Patterns Across Your Team
Look for:
- Locations with low completion
- Tasks consistently missed
- Tasks generating a lot of discussion or confusion
What this tells you:
- Where expectations aren’t clear
- Where tasks need improvement
- Where additional support is needed
💡 Pro tip: If multiple users struggle with the same task, improve the task — not just follow up on people.
Take Action as a Supervisor
Supervisors play a key role in keeping tasks on track.
Supervisors should:
- Monitor task completion regularly
- Step in when tasks are stuck
- Use comments for guidance and feedback
- Reset tasks when needed
What happens next
Once you’re actively managing tasks:
- Completion becomes more consistent
- Communication stays connected to the work
- Teams stay aligned without extra follow-up
👉 Next step: Head to Optimize & Customize Tasks