Managing assigned tasks - HR Web Platform

Overview

Organising your tasks into a structured list can make your workload a lot more manageable. It allows you to view a list of your completed and uncompleted tasks and provides you with a sense of accomplishment when you mark an item as completed.

The My Tasks feature allows you to create your own task list, add any required subtasks, and mark these activities off as you complete them. This feature is also where you can view tasks assigned to you by your peers and/or your manager. The details of who gave you this assignment, and the work required for you to undertake will all be visible to you.

Availability

HR Plan:   Free   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Getting started

The below steps show you how to create a task, add any required comments, and also how to mark as complete a subtask or the whole task itself.

Create a task
  1. Click the   Tasks menu.
  2. Click the My Tasks tab.
  3. Click the Create Task button.
    screenshot of the tasks page with three tabs my tasks, tasks i created and other tasks, my tasks is selected. a list of tasks is shown and a blue create task button is highlighted with a red outline.
  4. Complete the following fields:
    • Name.
    • Owner.

    Important

    The task owner is the user required to complete the task. By selecting a user; who is not yourself means that you are assigning the task to another user. However, the platform will still list you as the person who created the task. 

    Warning

    If you have selected a team as the owner of a task, the platform will assign each member of the team their own individual task. The platform does not allow you to set a task as a collaborative endeavour or owned by a team.

    • Description.
    • Assigned date.
    • Due date.
    • Collaborators.

    Important

    You can only add a collaborator if you are on our premium or platinum pricing plan.

  5. Click the   Subtask button and list any additional subtasks.
    screenshot of the fields you need to complete when creating a task: name, owner, description, assigned date, due date, collaborators and subtasks. The Subtask button is highlighted in red so that you can can click on it and edit this field.
  6. Click the Create button.
    Screenshot showing the create a task form. When you have completed the fields, click the blue create button at the bottom.
Add a comment
  1. Click the   Tasks menu.
  2. Click the My Tasks tab.
  3. Click the Action   button.
  4. Click the   View button.
    screenshot of the tasks page showing the location of the action button to the right of the task name.
  5. In the comment box, type your comment in and click the   button.
    Screenshot of the task details. write your comment in the activity section at the bottom of the screen and then press the blue paper airplane send icon.
Re-assign a task

Warning

The creator of a task can re-assign the existing task to another employee. While an Admin or Owner can re-assign the task regardless of if they were the creator of the task or not.

  1. Click the   Tasks menu.
  2. Click the My Tasks tab.
  3. Click the Action   button.
  4. Click the  Edit button.
    screenshot of the tasks page. a red highlight box shows the location of the view edit or delete menu that appears for any task list item when you click the action button for it
  5. In the Owner field, select the employee being re-assigned the task.
  6. Click the Save button.
    screenshot of edit task options. The fields are name, owner, description, assigned date, due date, collaborators and subtasks. Click the owner field for options to reassign.
Mark a subtask as complete

Warning

Marking a sub-task as complete does not mark a task as complete.

  1. Click the  Tasks menu.
  2. Click the My Tasks tab.
  3. Click the Action   button.
  4. Click the   View button.
    screenshot of the tasks page. a red highlight box shows the location of the view edit or delete menu that appears for any task list item when you click the action button for it
  5. Click the Completed tick box.
    screenshot of view task. The fields are name, owner, description, assigned date, due date, collaborators and subtasks. there are checkboxes next to the subtasks to denote when they have been completed
Mark a task as complete
  1. Click the   Tasks menu.
  2. Click the My Tasks tab.
  3. Click the Action   button.
  4. Click the   View button.
    screenshot of the tasks page. a red highlight box shows the location of the view edit or delete menu that appears for any task list item when you click the action button for it
  5. Click the Completed tick box.
    screenshot of edit task options. The fields are name, owner, description, assigned date, due date, collaborators and subtasks. there is a box at the top of the page for checking when the task has been completed

Maintain

The below premise will show you how to edit the details of a task, how to reassign them to another user, and how to delete an entry you no longer need.

View assigned tasks
  1. Click the  Tasks menu.
  2. Click the My Tasks tab.
  3. Click the Action   button.
  4. Click the   View button.
    screenshot of the tasks page. a red highlight box shows the location of the view edit or delete menu that appears for any task list item when you click the action button for it

    Helpful Hint

    You will now see your assigned task details and any additional subtasks on your screen.

    screenshot of the details of your task. from here several different values can be changed, edited and maintained
Edit a comment
  1. Click the  Tasks menu.
  2. Click the My Tasks tab.
  3. Click the Action   button.
  4. Click the   View button.
    screenshot of the tasks page. a red highlight box shows the location of the view edit or delete menu that appears for any task list item when you click the action button for it
  5. Click the   button.
  6. Click the   Edit button.
    screenshot of the details of your task. at the bottom are the comments for the task. to the right are three dots, click on these for an edit or delete menu
  7. Make the required changes and click the Save button.
    screenshot of the details of your task. the comment has been edited and there are cancel or save buttons to choose from when you have finished editing at the bottom of the page
Edit an assigned task

Important

You can not change the owner, assigned date, or due date of a task that another user assigned to you. You can also only edit a pending task. The platform does not allow you to edit a completed task.

  1. Click the   Tasks menu.
  2. Click the My Tasks tab.
  3. Click the Action   button.
  4. Click the  Edit button.
    screenshot of the tasks page. a red highlight box shows the location of the view edit or delete menu for an assigned task when you click the action button for it
  5. Make the required changes and click the Save button.
    screenshot of the details of your assigned task.
Delete a comment
  1. Click the  Tasks menu.
  2. Click the My Tasks tab.
  3. Click the Action   button.
  4. Click the   View button.
    screenshot of the tasks page. a red highlight box shows the location of the view edit or delete menu that appears for any task list item when you click the action button for it
  5. Click the   button.
  6. Click the  Delete button.
    screenshot of the details of your assigned task. red highlighted areas direct our attention to the comment area and the three dots above the comment. clicking here gives us the option to edit or delete the comment.
  7. Click the Delete button.
    screenshot of the pop up asking you to confirm deletion of the comment.
Delete an assigned task

Important

You cannot delete a task another user assigns you, and you can also only delete a pending task. The platform does not allow you to delete a completed task.

  1. Click the   Tasks menu.
  2. Click the My Tasks tab.
  3. Click the   Actions button.
  4. Click the   Delete button.
    screenshot of the tasks page. a red highlight box shows the location of the view edit or delete menu that appears for any task list item when you click the action button for it
  5. Click the Delete button.
    screenshot showing the popup that appears when you click to delete a task that has been assigned to you. it reads are you sure you want to delete this task? this task will no longer be required to be completed.

Author recommended

So you have now managed your assigned tasks and you are now wondering, what next can I do. There are two recommendations I would make on this front and they are:

  • HR platform: Goals (OKRs) This feature shows you how you can use the Objective, Key Results (OKR) framework to help align and connect all your employees to your company goals.
  • HR platform: Company Values This feature allows you to view the details of each of your organisation's chosen company values, enabling you to see the what your leadership team feels embody the vision and purpose of your business.
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