Create Tasks and Manage Workflows
Create Tasks and Manage Workflows
Section titled “Create Tasks and Manage Workflows”Break event planning into tasks and subtasks, assign them to your team, and track everything against its deadline in one list.
Before you start
Section titled “Before you start”- You need the Organizer role, or Co-organizer on the event. Both roles can create, edit, assign, and complete tasks.
- The people you want to assign work to must already be part of the event’s team. Anyone not yet added won’t appear when you pick assignees.
- If you plan to tie tasks to specific parts of the event, set up your activities first. You can only link a task to activities that already exist.
Step by step
Section titled “Step by step”1. Open the task list for your event
Section titled “1. Open the task list for your event”The task list shows every task for the event with its due date, current status, and who it’s assigned to. Due dates that fall today or tomorrow are called out by name and time so near-term work stands out; anything without a date shows as No Due Date.
Use the search box to find a task by name, or open the filter panel to narrow by Status or by Assignee. Two shortcuts are worth knowing: Assigned to me pulls up only your own work, and Unassigned surfaces tasks nobody has picked up yet. Pull down on the list to refresh it.
2. Create the task
Section titled “2. Create the task”Choose Add to start a new task. Give it a title, then fill in what the team needs to know:
- Due date and Priority so it can be tracked and sorted
- Status and Category to place it in your workflow
- Linked activities to connect the task to the parts of the event it supports
- Reminder to prompt the assignees as the deadline approaches
- Proof of done if you want the assignee to attach evidence before the task can be closed
- Attachments for briefs, quotes, or reference files
Save the task. You’ll see a confirmation, and the task appears in the list and on the event dashboard.
3. Break the task into subtasks
Section titled “3. Break the task into subtasks”Inside a task, add subtasks for each concrete piece of work. A subtask carries its own title, due date, priority, status, category, reminder, proof-of-done setting, attachments, and assignees, so a large task like “Catering” can hold separately owned and separately dated steps.
Subtasks can only be linked to activities that the parent task is already linked to. If you link a subtask to something outside that set, saving the parent task is blocked and you’ll be told which subtask to fix.
While you are creating a brand-new task, its subtasks are held as drafts and are only written when you save the parent task. Editing a subtask on a task that already exists saves immediately.
4. Assign the work
Section titled “4. Assign the work”Open assignee management for a task or subtask to see who currently owns it. Add team members from the searchable member list, remove anyone no longer involved, then save. A task can have several assignees. You’ll see a confirmation and the list refreshes with the new owners.
5. Track progress
Section titled “5. Track progress”Mark subtasks complete as they finish, and update the task’s status as it moves through your workflow. Filter by Assigned to me for your own queue, or by status to see what’s still open close to the event.
Troubleshooting
Section titled “Troubleshooting”A subtask won’t save with the parent task. The subtask is linked to an activity the parent task isn’t. Either remove that activity from the subtask or add it to the parent task’s linked activities, then save again.
Subtasks I added to a new task disappeared. Subtasks on an unsaved task are drafts. If you leave before saving the parent task, they’re discarded. Save the task first, then keep editing.
A due date shows as “Invalid Date” or “No Due Date”. No deadline was recorded. Open the task and set a due date. Dates can be set from up to a year in the past through five years ahead, so backdating a missed deadline is possible.
Reminders aren’t reaching anyone. Reminders go to assignees. Check the task actually has assignees and that a due date is set.
Someone isn’t in the assignee list. They haven’t been added to the event’s team yet. Add them to the event first, then reopen assignee management.
I left a subtask and lost my edits. Leaving a subtask with unsaved changes prompts you before discarding. Choose to stay, then save.