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Create a task
Add a task, pick its type, and mark it done.
Last updated · 10 November 2026
A task captures a follow-up, a note or a handover and tracks it through to done. The task type you pick decides which fields the form shows, so choose it first.
Open the create form
Go to Schedule›Tasks and select Create task at the top right. The form opens in a side drawer titled Create task, with the subtitle “Create an operational task.”
Choose the task type
The task type is the first field, and it controls the rest of the form. Switching type clears any claim fields you had filled in.
With invoicing enabled there are five types. When invoicing is off, new tasks offer the internal types; an existing claimable task retains its recorded type but its billing controls are unavailable. The first two are internal; the last three are claimable (see Claimable tasks and claims).
| Type | What it is | Adds fields |
|---|---|---|
| Internal admin | Operational follow-up that is not claimable against a plan, such as orders, internal meetings or vendor follow-up. | None |
| Compliance | A compliance follow-up. | None |
| NF2F (non-face-to-face) | Claimable non-face-to-face work for a participant. | Participant, Support code, Time spent, Actual work start/end, Reason, Admin related (no charge) |
| NDIA-requested report | A claimable report the NDIA has asked for. | Participant, NDIA request type, Support code, Time spent, Actual work start/end, Reason |
| Establishment fee | A claimable establishment fee for a participant. Usually prompted by a bar at the top of an eligible participant’s Service Agreements tab (you still select Add establishment-fee task to create it), or add one by hand here. | Participant |
Tip
Establishment fee is usually added from the participant, not from here: see Establishment fee tasks for the eligibility bar that offers it, and when you would still add one by hand.
The default type is Internal admin.
Fill in the details
Complete the core fields. Fields marked with a red asterisk are required.
| Field | Required | Notes |
|---|---|---|
| Task type | Yes | The five types above. Defaults to Internal admin. |
| Task title | Yes | A short name for the task. |
| Description | No | Free text. |
| Priority | Yes | Low, Normal, High or Urgent. Starts on “Select option”. |
| Due date | No | Date and time picker, to the minute (unlike the shift form, it is not on a 15-minute grid). Clearable. |
The claimable types add more fields below Due date. Those are covered in Claimable tasks and claims.
Note
There is no Status field on the create form. Every new task starts in the To do lane.
Note
Task title and Priority are the only fields that actually block saving on every task type. For a claimable type, Participant blocks saving too. The claim-specific fields (support code, time spent, reason, NDIA request type) carry a red asterisk in the form, but leaving those fields empty does not stop a draft task from saving; they are enforced when you generate the claim. Actual work fields may also remain blank in a draft, but once an interval is entered, both dates and times must be complete, valid and not in the future before saving. See Claimable tasks and claims.
Save the task
Select Create task at the bottom of the drawer. The task is added to the To do lane and appears on the board and in the table.
Enlarge screenshot
Swipe across the enlarged image to read each part of the screen.
Unsaved Internal admin task for checking transport arrangements, with a practical description, Normal priority and 12 November due date.
Edit a task or mark it done
To change a task, select its row in the table or its card on the board. The Edit task drawer opens, titled Edit task with a subtitle showing the task name. It is the same form, plus a Status field (To do, In progress, Blocked or Done). Make your changes and select Save changes.
The edit drawer also has shortcuts:
- Mark done sets the status straight to Done. It is greyed out once the task is already done.
- Archive removes the task from active lists. You are asked to confirm with an Archive button. Archived tasks stay on file but are hidden from the board, the table and the filters.
Tip
You can also move a task between lanes by dragging its card on the board, no need to open it.
Permissions
What you can do on Tasks depends on your role’s Tasks permissions:
- No Add permission: Create task does not appear at the top of the page.
- No edit permission: Save changes is disabled and there is no Mark done shortcut in the Edit task drawer, so you can open a task to view it but not change it.
- No delete permission: there is no Archive button in the Edit task drawer.
Record actual claimable work
For NF2F or an NDIA-requested report, fill Actual work start and Actual work end with when the work happened. The form identifies the work timezone. Time spent (minutes) remains the minutes to charge, so compare it with the actual interval rather than using the due date as the service date. These fields are required before generating the claim even when you saved the initial task as a draft.
Use Save changes to retain edits without generating a claim. When the task is eligible and Done, its Generate action saves the current claim fields before checking and creating the charge. See Claimable tasks and claims.
When entering an actual interval, complete both dates and times, put the end after the start and keep the end no later than now. An incomplete or future interval is rejected when saving.
Example: a clear internal follow-up
Choose Internal admin, enter Task title “Confirm next week’s transport arrangements” and select Normal priority. In Description, record the concrete next action, for example “Check the agreed pickup time with the participant and update the office roster if it changes.” Set Due date to the actual follow-up deadline, or leave it blank when there is none.
After Create task, find the title in the table and confirm To do. Open it to change Status to In progress or Blocked, update the description with what is awaited, and select Save changes. Saving a draft follow-up does not send a message, assign a shift or record delivery. Use Mark done only after the follow-up is complete; archive an accidental duplicate rather than leaving another active obligation.