Tasks — Assign Work and Track It to Done

Tasks help your team keep track of the work behind your content: “Shoot product photos”, “Write the caption”, “Get Sam’s sign-off”. Each task has a status, a priority, an optional due date and the people working on it.

Link a task to the ideas, designs, scripts, documents, emails and files it’s about, and break bigger jobs into subtasks.

There’s no separate Tasks page. You add and find tasks in these places:

• The Tasks widget on your Home page.
• The Tasks tab on any idea.
• The Tasks layer on the Calendar.

Quick start (5 minutes)

1. Open your Home page.
2. Pick a brand in the brand filter at the top.
3. In the Tasks widget, click the +. The New Task window opens.
4. Type a title, like “Shoot photos for the spring menu”.
5. Set Priority to High and pick a Due Date (optional).
6. Under Assign to, tick yourself or a teammate.
7. Click Create Task. You’ll see Task created successfully.
8. Click the task in the widget to open it and add more details.

Where tasks show up

The Tasks widget on Home Shows tasks assigned to the person picked in Home’s person filter, on two tabs: To do and Completed. Pick a brand first to add a task with +. Tasks open in a side panel. See Your Home Page.

The Tasks tab on an idea Every idea has a Tasks tab under Content Pieces. It lists the tasks linked to that idea, on To do and Completed tabs. Tasks you add here are linked to the idea for you. See Track tasks for the idea.

The task’s own page Every task has a full page with its details on the left and Comments on the right. Open it from the side panel, or with a copied task link.

The Calendar Tasks with a due date show as all-day items on the Tasks layer. See Tasks on the Calendar.

Everyone in a brand can see and edit that brand’s tasks.

Create a task

1. Click the + in the Tasks widget on Home, or on an idea’s Tasks tab.
2. In the New Task window, fill in:
   • Task title… (required), like “Write captions for the Easter posts”.
   • Add description (optional)…, like “Three captions, under 150 characters each”.
   • Priority: Low, Medium (the default) or High.
   • Due Date (optional).
   • Assign to: tick each teammate who’ll do the work.
3. Click Create Task.

Good to know

• Create Task stays greyed out until you type a title.
• Every new task starts as To Do.
• On Home, the + is greyed out until you pick a brand. Hover over it to see Select a brand to add a task.
• You add approvers, tags, linked content, files and subtasks after the task is created, from the task itself.

Example: A florist adds “Photograph the Mother’s Day bouquets”, Priority High, due 2 May, assigned to their assistant, from the idea “Mother’s Day bouquet carousel”. The task is already linked to that idea.

Open a task

Click a task’s title in the Tasks widget or on an idea’s Tasks tab. A side panel opens with everything about the task.

At the top of the panel:

• The expand icon (Open full page) opens the task’s own page.
• The three dots hold Copy link and Delete.
• The x closes the panel. Esc closes it too.

Each task in a list shows its title, priority, the first assignee (or Unassigned), the due date (or No due date) and how many links it has, like 2 links.

Mark a task done

Click the circle to the left of a task in any list. It fills in and the title is crossed out. The task moves to the Completed tab.

Click the circle again on the Completed tab to move the task back to To Do.

Set the status, priority and due date

Open the task. At the top:

• Status: To Do, In Progress or Completed.
• Priority: Low, Medium or High. High shows in red, Medium in amber.
• Due date: pick a date, or clear it.

Changes save as soon as you make them.

When a task’s due date has passed and it isn’t completed, the date turns red and Overdue appears next to it. That starts the day after the due date.

Good to know

• The lists only have To do and Completed tabs. On an idea’s Tasks tab, In Progress tasks show under To do. The Tasks widget on Home doesn’t show In Progress tasks yet, so keep tasks on To Do there while you work on them.
• To change the title, click it at the top of the task, type, then click away or press Enter.
• To change the description, click it, edit, then click Save.

Add assignees and approvers

Assignees are the people doing the work. Approvers are the people who should sign it off.

1. Open the task.
2. Next to Assignees or Approvers, click + Assign.
3. Tick a teammate to add them. Click them again to remove them.

Only people in the task’s brand appear in the list. See Inviting Your Team.

Good to know

• The Tasks widget on Home shows tasks by assignee, so assign tasks to make sure they show up for the right person.
• Adding someone as an assignee sends them a notification. Adding an approver doesn’t. Let approvers know with an @mention in the task’s Comments.
• Approvers on a task are a record of who should sign off. They don’t start a review or block anything.

Add tags

Tags are labels you create yourself, like “Shoot day” or “Client”. They’re shared across your brand.

1. Open the task.
2. Next to Tags, click + Add tag.
3. Tick an existing tag, or type a name in New tag name… to make a new one.

Link content and attach files

Link content

1. Open the task and find Linked content.
2. Click + Link content.
3. Pick a tab: Ideas, Designs, Transcripts, Marketing Emails or Documents. Search, then pick what this task is about.

Linked items show on the task. Click one to open it in a new tab. Until you add something, you’ll see No linked content.

Attach files

1. Under Files, click the + tile. The Files window opens.
2. Pick from Brand Library, Search Web or Upload Panel.

Remove a file with its remove button. Drag files to change their order. See Uploading Files.

Example: The task “Write captions for the Easter posts” links the design “Easter carousel” and attaches the brief “Easter-offers.pdf”, so the writer has everything in one place.

Break work into subtasks

Use subtasks for the steps inside a task.

1. Open the task. The Subtasks tab is open below the details.
2. Click Add subtask.
3. Type the step in What needs to be done?, like “Book the studio”.
4. Press Enter or click Add subtask. Add the next one straight away.
5. Click the box next to a subtask to tick it off.

A progress bar and a count, like 2/5, show how many are done. The Subtasks tab shows how many are left.

To remove a subtask, hover over it, click the bin, then confirm with Delete.

Discuss a task in comments

Open the task and click the Comments tab. On the task’s full page, Comments are on the right.

Type @ to mention a teammate. They get a notification. See Comments and Mentions.

See a task’s activity

The Activity tab lists what happened to the task, newest first. For example:

• Maria created this task
• Sam changed status to In Progress
• Sam changed priority to High
• Maria assigned Sam
• Sam completed subtask ‘Book the studio’

It also records title, description and due date changes, approvers being added or removed, changes to linked content and files, and subtasks being added, reopened or removed. Tag changes aren’t listed. Click Load more to see older entries. A new task shows No activity yet. until something changes.

Copy a link to a task

1. Open the task in the side panel.
2. Click the three dots at the top right.
3. Click Copy link. You’ll see Task link copied to clipboard.

On the task’s full page, click the link icon at the top right instead.

Anyone in the brand can open the task from the link. Other people see Task Not Found.

Delete a task

From the side panel

1. Click the three dots at the top right.
2. Click Delete.
3. Confirm with Delete.

From the task’s full page

Click the bin at the top right of the task, then Delete.

Deleting is permanent and can’t be undone. The ideas, designs and files linked to the task aren’t deleted.

Tasks on the Calendar

Tasks with a due date appear on the Tasks layer of the Calendar as all-day items. Completed tasks show too.

• Drag a task to another day to change its due date. You can’t drag it into the past. You’ll see Cannot set due date in the past.
• Click a task to open its full page.

See The Content Calendar.

Ideas for using tasks

Turn an approved idea into a to-do list Add a task on the idea for each step, with an owner and a due date.

Example: For “Summer menu launch”, a café adds “Photograph 5 dishes” (due 3 June, assigned to Jo), “Design the carousel” (due 5 June, assigned to Priya) and “Write the caption” (due 6 June, assigned to Jo).

Plan a shoot day Make one task with subtasks for each shot.

Example: “Spring shoot” has subtasks “Flat lay of new mugs”, “Barista pouring latte art” and “Team photo outside”. The team ticks them off on the day.

Collect client feedback Link the design to a task, add the client contact as an approver, and @mention them in the comments.

Run a Monday check-in Open Home, switch the person filter to each teammate, and look at their To do tab together.

Tips for the best results

Start every title with a verb. “Write captions” is clearer than “Captions”.

Always add a due date. Tasks without one don’t show on the Calendar.

Assign every task. The Home widget is organized by assignee, so unassigned tasks are easy to miss.

Create tasks from the idea. They’re linked to the idea for you, and show on its Tasks tab.

Use comments to notify people. Assignees get a notification, but approvers don’t. An @mention reaches anyone.

Keep tasks on To Do or Completed on Home. The Home Tasks widget hides In Progress tasks. An idea’s Tasks tab shows them under To do.

Common questions

The + in the Tasks widget is greyed out. Pick a brand in the brand filter at the top of Home first.

Create Task is greyed out. Type a task title. It’s the only required field.

A task I set to In Progress disappeared from the Home widget. The Home Tasks widget only shows To Do and Completed tasks. Find it on its idea’s Tasks tab (under To do), on the Calendar’s Tasks layer if it has a due date, or from a task link you copied earlier.

My teammate didn’t get a notification when I added them. Assignees get one, approvers don’t. You also don’t get one for assigning yourself. Mention approvers with @ in the task’s Comments.

A task shows on a different day on the Calendar. Depending on your time zone, a task can appear one day off on the Calendar. The Due date on the task itself is the right one.

Someone can’t open my task link. They need to be a member of the task’s brand. Otherwise they see Task Not Found. See Inviting Your Team.

Teammates aren’t in the Assign to list. Only people in the task’s brand appear. Invite them to the brand first.

Can I get a deleted task back? No. Deleting a task is permanent.

Where’s the full list of all tasks? There’s no separate Tasks page. Use the Tasks widget on Home, the Tasks tab on each idea, or the Calendar’s Tasks layer.