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Manage Tasks & Track Completion

Monitor performance, ensure accountability, and keep work moving

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.

Screenshot 2026-03-27 at 12.51.24 PM

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
  • Individual team members with consistently low completion or on-time rates

What this tells you:

  • Where expectations aren’t clear
  • Where tasks need improvement
  • Where additional support is needed
  • Where coaching conversations need to happen at the individual level, not just the location level

💡 Pro tip: If multiple users struggle with the same task, improve the task — not just follow up on people.

🆕 View Performance by Individual Team Member

The Task Dashboard now includes a member-wise breakdown so you can see task performance at the individual level — without pulling separate location reports or waiting until end of month.

What you can see per member:
  • All tasks assigned to that person
  • Tasks completed, pending, or overdue
  • Completion rate — percentage of assigned tasks finished
  • On-time rate — percentage completed before the deadline
  • Overdue count — tasks that missed the deadline
How to access it:

Go to the Task Dashboard and filter by team member. The breakdown is available immediately — no configuration required.

Who can see what:
  • HQ Admins — member-wise data across all locations from a single dashboard view, making it possible to spot network-wide performance patterns without navigating location by location
  • Supervisors — individual breakdown for their team, useful for 1:1s and performance conversations
  • Location Admins — member-level view for their own location's team

Existing dashboard views and aggregate reporting are unchanged. The member-wise breakdown is additive — nothing moves, nothing is removed.

💡 Pro tip: Use the member-wise view in 1:1s rather than relying on memory or manual tracking. Completion rate and on-time rate together tell a more useful story than either metric alone.

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