Tasks Overview

Learn about Users

1 About Tasks
2 Benefits
3 Key Terms and Glossary
4 Tasks Best Practice
5 Upload Files against Tasks
6 Quickly view & manage your Overdue Tasks
7 Where to find Tasks
8 Tasks Management
9 Further Reading
10 FAQs

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On demand webinar: Getting Organised with Notes, Tasks, and Dashboards

About Tasks

Tasks can be used to manage your personal and team to-dos! Tasks are mapped directly to your Courses, Delegates, Users, & Accounts so that you can manage them in one central platform, and see at a glance what you and your team still have left to complete before a Course begins, or an Invoice is processed!

As an Administrator you also have access to your very own Tasks Kanban Board which only displays Tasks that are assigned to you, decluttering your view, and allowing you to focus on the next job.

In your accessplanit platform, you can map Tasks to your Courses, Delegates, Invoices, Meetings,
Purchases, Resources, Awards, User Awards and Opportunities.

Continue reading to learn more about Tasks best practice and common uses of Tasks, or learn how to use, add, and edit Tasks within your accessplanit platform.

Benefits

Here are the benefits of using Tasks

Enhanced Organization	Tasks help break down projects into manageable parts, ensuring nothing important is overlooked.
Clear Prioritization	You can identify urgent and high-impact tasks, focusing on what truly matters.
Better Time Management	Deadlines and schedules keep you on track, preventing procrastination or last-minute stress.
Improved Collaboration	Shared task lists allow team members to see responsibilities, reducing confusion and overlap.
Accountability and Ownership	Assigning tasks ensures clarity about who is responsible, fostering accountability within a team.
Increased Productivity	Focused and structured workflows help you complete tasks faster and more efficiently.
Progress Tracking	Monitor progress in real-time, keeping projects on schedule and identifying bottlenecks early.
Consistency in Execution	Standardized task management ensures that critical steps are not missed, maintaining quality over time.
Scalability	Tasks can adapt as your project or organization grows, allowing for seamless management of increasing workloads.

Key Terms and Glossary

Task Types

Task Types are used for categorising your Tasks and can be very helpful for indicating to your team what is expected for that task, common types include:

These can be added to via the Custom List Items page.

Task Status

Task Statuses are used to indicate the progress of the tasks in your accessplanit platform, you can add extra statuses into your platform, and edit the existing ones from within the Custom List Items page.

Tasks Best Practice

Here are some top tips to allow you to get the most out of Tasks within your accessplanit platform!

Less is more! Here at accessplanit we have seen it many times when a team have become excited about automating their task reminders, and added tasks for everything! This usually starts well but then the task lists become hard to maintain and the reminders are ignored.
We recommend that you avoid adding tasks for ‘business as usual’ jobs that you & your team do in your sleep, and focus on the tasks that meet any of the following criteria:
1. It will be helpful for the rest of your team to know when this task is complete or if this task is missed.
2. The task is a shared responsibility and we want to avoid it being completed twice by two different people.
3. The task is frequently forgotten.
Set up your Task Types & Task Statuses
Task Statuses are used to indicate the progress of the tasks in your accessplanit platform, you can add extra statuses into your platform, and edit the existing ones from within the Custom List Items page.

Task Types are used for categorising your Tasks and can be very helpful for indicating to your team what is expected for that task, common types include:
- Activity
- Call / Meeting
- Follow Up
- Pre-Course
- Post Course
  You can configure your task types within the Custom List Items page.
Give your tasks meaningful subjects or descriptions
Nothing confuses a new member of staff more than looking through the team’s workload and seeing tasks with non-descript subjects such as ‘Prep’, ‘Follow-up’, or ‘Email’, with no description to explain what is involved.
Better labelled tasks or detailed task descriptions set a clear expectation to your team of what the task involves, and helps them to work with other team members if they need any support!
Use Task Descriptions to document progress with shared tasks
If you have many large tasks that are assigned to multiple people, you can use the rich-text task Description for each assigned to user to update the task with what aspects of the task they have completed and what is outstanding.
Don't waste time setting up multiple Tasks - clone them! This functionality allows you to duplicate pre-existing tasks, this is very useful if you need to complete the same task for multiple Courses, or multiple Course Templates

Upload Files against Tasks

You can upload your Task-relevant files into your platform, making it easy to keep any important documents for your Tasks accessible in one place.

You can attach files to Tasks! This means that you can ensure all relevant documents relating to your to-dos and activities are easily available in one place, for yourself and your team members.

A ‘Confirmation Email’ File assigned to an ‘Order more stock’ Task

Whether it's a report, a confirmation email, a contract, or any important file, attach it to your Task to give your team visibility of it via the new ‘Files’ option.

Quickly view & manage your Overdue Tasks

Overdue Tasks are highlighted with a badge on the Tasks Notifications icon at the top of your platform.

Overdue Tasks can be seen on the Tasks Notifications icon - they are highlighted with a badge.

Options available at the top-right of the platform

This visual indicator makes it easy to spot and address Tasks that have a due date in the past.

Clicking this option will provide you with a list of your overdue Tasks, where you can then open them to view more information and update their progress and status.

Viewing an overdue Task

The badge will automatically refresh when you reload your platform, keeping you up-to-date with your Task management and helping you stay on top of your actions.

Where to find Tasks

You can view all of the Tasks in your platform by opening the Tasks DataGrid, this is available from the ‘Tasks’ main menu option:
To quickly view your own in-progress and outstanding tasks, click on the Tasks option in your notification bar at the top of your platform:
To view all of the tasks mapped directly to something, such as all of the tasks for a specific course, open the ‘Tasks’ tab when viewing the object:

Tasks Management

Learn how to create and manage Tasks in your platform:

How to - Tasks
Creating Workflows with Task Actions

FAQs

Yes, each of the columns in your Tasks Kanban Board can be dragged left or right to change their order.

Yes, if you are the type to blast through many tasks in one go, there is a Bulk Edit option in your Tasks DataGrid to let you set your Tasks to the status of 'Completed' and with a Progress of '100%' in one update!

Task Start Dates are Mandatory - in order to save changes to a task, you need to make sure it has a Start Date.

It is possible to add tasks against Multiple Items at once via DataGrids, which saves you the hassle of adding them individually.

For example, if you have several Courses that all have the same Task required, you can select these Courses and set the Task once for it to be applied to all of them.

Bulk 'Add Tasks' option in the Class Courses DataGrid

You can do this via mass actions at the top left of your DataGrid - make sure you have selected the right items first, click the new ‘Add Tasks’ option and complete the form as you would usually.