Summary: With Tasks you can manage your personal to-dos or delegate work by creating an individual or a shared task and assigning it to yourself, specific colleagues, or entire groups. This guide explains the difference between individual and shared tasks, how to fill in the task details, and how to duplicate an existing task.
1. Select on ‘Create +’
On desktop, click the red + Create button in the top right corner of the Tasks navigation panel, next to the "Tasks" header. On mobile, tap the + icon in the top right corner of the Tasks screen, next to the "Tasks" title. Either one opens the Create Task window (or Create Task screen on mobile), where you choose Individual or Shared and fill in the rest of the details.
2. Individual vs. shared tasks
When you create a task, you first choose one of two task types:
- Individual task: each assignee needs to complete the task on their own. If you assign an individual task to a group, every member of that group receives their own personal copy and must check it off individually. The task is marked as complete for the user managing permission over it, only when all individuals complete the task.
- Shared task: one member completes the task for the whole group. As soon as any single assignee marks a shared task complete, it is instantly marked as finished for everyone it was assigned to.The task is marked as complete for the user managing permission over it, only when all groups complete the task.
On desktop, these appear as the Individual task and Shared task tabs at the top of the Create Task window. On mobile, they appear as the same Individual and Shared tabs at the top of the Create task screen.
3. Choosing who the task is for
Tap or click Assign to... to open the recipient picker and choose who the task goes to. You can assign a task to yourself, to one or more individual people, or to groups, Business Units, or Local Departments. For the full walkthrough of the picker, its three sections, and its selection rules (such as why Secret groups and Entire Network can't be combined with other recipients), see: Using the Recipient Picker in Tasks
The recipient picker works the same way on web, mobile web, and the iOS and Android apps.
4. Adding task details
- Task name: enter a title of maximum 255 characters in the required Task name field.
- Description: use the description field for instructions or to add web links. Use the formatting toolbar above the field to apply Bold, Italic, or Strikethrough, insert a Link, or start a numbered or bulleted list.
- Due date: on desktop, click the calendar field to set a due date. On mobile, switch on the Due date toggle to reveal separate date and time fields. Leave the due date empty if a task doesn't need a deadline; tasks without one sort to the bottom of the list.
- Tags: categorize your task so it's easier to find later. Tags are available to activate if you do not have them yet, if you are interested contact support@speakap.nl and check out the relevant article: Using Tags in Tasks
5. Adding attachments
Use the image, video, and file icons in the description toolbar to attach media directly while creating the task. For supported formats, file size limits, and the combined attachment limit for Tasks, see: Images, Videos, and File Attachments in Tasks
6. Duplicating an existing task
Instead of building a similar task from scratch, you can duplicate one:
- Open the three-dot menu on a task, either from the task list or from inside its detail view.
- Select Duplicate.
- Edit the copy's task name, description, assignees, and due date as needed.
Frequently asked questions
What's the difference between an individual and a shared task?
An individual task requires every assignee to complete it on their own, so each person gets their own copy to check off. A shared task only needs one assignee to complete it once, and it then closes for the entire group.
Can I change who a duplicated task is assigned to?
No. When you duplicate a task, you can edit the task name, description, and due date, but the assignees carry over from the original task and can't be changed on the copy.
Is creating a task the same on web and mobile now?
Yes. Task creation, including the Individual/Shared choice and the recipient picker, works the same way across web, mobile web, and the iOS and Android apps.
Still stuck?
Email us at support@speakap.com with your network name, who you are trying to assign the task to, and a screenshot, and we'll help you out.