Summary: With Tasks you can manage your personal to-dos or delegate work by assigning tasks to yourself, to specific colleagues, or to entire groups. This guide explains the different task types, how to add deadlines and formatting, and which options are desktop-only.
1. Task assignment types
Tasks adapt to different workplace scenarios, depending on who needs to do the work:
- Creating a task for yourself: perfect for staying on top of personal to-dos, such as "Answering all emails". Click the "Create a task for myself" button at the top right corner of the My tasks window. Enter a title and due date, then select yourself in the "Assign to" field. Network administrators can search for their own name directly in the search bar. Non-admin users first select a group they belong to in the left column, then find their name in the middle column.
- Assigning tasks to individuals (one-by-one or group-wide): you can assign a task to individual users one by one, or roll it out to every member of an existing group at once (for example, asking all department members to submit their shift availability). Select the target group in the left column under "Select recipients". You can refine the recipient list by selecting or deselecting individual members by name in the center column.
- Note: when you assign a task to a group this way, each member receives their own individual copy. The option to have the task marked as completed by just one user is automatically disabled, because each person is individually accountable.
- Creating collective group tasks: use this option when a task needs to be completed by a group, but it does not matter which member does it, or when the task requires group collaboration. Select the target group(s) in the "Select recipients" window and check the box labeled "To be completed by one individual of each of the assigned group(s)". When this is active, you cannot add or remove individual members; you can only select entire groups. As soon as any single person in the group marks the task as complete, it is instantly marked as finished for the entire group.
2. Adding task details and deadlines
To keep assignments clear and easy to track, fill in the core fields:
- Task title: enter your title in the first text field, labeled Task.
- Due dates and deadlines: click the calendar icon to set a deadline. By default, active tasks are sorted in your task list by due date. If a task does not need a deadline, click the cross icon to remove it; tasks without a due date sit at the bottom of the list.
- Descriptions and hyperlinks: use the description field for specific instructions or to add web links (URLs).
- Tags: categorize your tasks so they are easier to find. See Using Tags in Tasks.
3. Text formatting and attachments
You can format your task description to break down actions or emphasize important steps. Click or tap the 'A' icon, at the bottom of the task description box on desktop or directly above your keyboard on mobile, to reveal these options:
- Bold: emphasize key terms.
- Italics: customize text styling.
- Underline: draw attention to critical details.
- Strikethrough: cross out information that no longer applies.
- Lists: create bullet points or numbered lists for step-by-step instructions.
- Attachments: attach files and media directly to tasks. For limits, formats, and file sizes, see Images, Videos, and File Attachments in Tasks.
4. Important platform limitations
- Multiple assignees: to assign a task to multiple separate individuals or multiple separate groups at the same time, you must use the web/desktop version of Speakap. Multi-assignee setup is not supported in the mobile app.
- Individual selection on mobile: assigning a task to multiple individuals who do not belong to the same group is a desktop-only feature.
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.