How do I assign an internal task to an employee and follow it until it's done?

What you will do

You add an internal task, assign it to one or more employees, and then follow its status until it's completed. Each assigned employee gets an in-app notification the moment the task is assigned to them. An internal task isn't linked to a project or a customer.

Before you start

• The employee is registered. Tasks are assigned to employees only. The account owner, administration members and partners don't appear in the list. If the employee isn't registered yet, add them first from Add New Employee.
• Who sees tasks. Anyone who has View internal tasks sees all of the company's tasks, including tasks whose scope is Personal. The scope is a label for filtering, not privacy.

Steps

1. Open Tasks in the sidebar, then click All internal tasks.
2. Click Add internal task. A drawer with the same title opens.
3. Type the Task Name. This field and the assigned employees are the only required ones.
4. Choose the Priority: Urgent, High, Normal or Low. Normal is selected from the start.
5. Type a Description if you want.
6. Choose the Start Time and End Time if you want. Each is a date and a time.
7. Change the Scope (Company or Personal) and the Task Type (Internal or External) if you need to. Both are for labeling and filtering, and neither changes who sees the task.
8. In Assigned employees, tick each employee you're assigning. Typing in Search for an employee only narrows the list, it doesn't select anyone.
9. Type Notes if you want.
10. Click Add.

If you close the drawer before clicking Add, what you typed in it is lost.

What changes after you save

• The message "Task added successfully" appears, and the drawer closes. The task appears at the top of the list with the status Pending.
• Each assigned employee gets an in-app notification with the task's name and priority. They don't get an email.
• The employee finds the task in All internal tasks, if their level has what's needed (see "Permission you need").

Following the task

• Status: choose the status from the Status column in the list directly: Pending, then In progress, then Completed. It's saved as soon as you choose it. You can also move it back to an earlier status.
• The other cells: every cell in the task's row is edited in place: click it, change it, and it's saved.
• Details and comments: click an empty spot in the task's row, not one of its cells. The Task Details drawer opens, with Edit and then Save changes. At its bottom, you write a comment or click Attach file, then click Send. The task's assigned employees get a notification about the comment.
• View: Table, Calendar or Board. Only tasks that have a Start Time appear in Calendar.
• Search and filters: type in Search by task name, or filter the list with Select Priority, Select Type, Select Status and Select Assignee.

No notification is sent when a task's status changes, or when its End Time gets close. So follow the tasks from the list or from Calendar.

Permission you need

As the account owner, you have all permissions. If you want an employee to manage tasks on your behalf, give their level these permissions from the Internal tasks group:

• View internal tasks: to see the list.
• Add internal tasks: to add a task.
• Edit internal tasks: to change the status and the other cells.
• View internal task details: to open the task drawer.
• Delete internal tasks: to delete tasks.

They also need View Users from the User Management group. Without it, the Assigned employees list stays empty, and they can't add a task.

The assigned employee also needs View internal tasks to see their tasks, View internal task details to open them, and Edit internal tasks to change their status. Without these, they get the notification but can't follow the task.

If you can't find the button

• You don't see Add internal task: your level doesn't have Add internal tasks. Or you've reached your plan's task limit, so Upgrade Subscription appears in its place.
• The Assigned employees list is empty: your level doesn't have View Users, or you don't have a registered employee yet.
• The task drawer doesn't open: click an empty spot in the row, not one of its cells. If it still doesn't open, your level doesn't have View internal task details.
• The task is missing from Calendar: it has no Start Time. Add one from the drawer with Edit.