Summary: Have you finished your task? Here comes the most satisfying part: marking it as completed! This guide covers how to check off tasks, what a grayed-out checkbox means, how to reopen a task, how to use the instant Undo button on desktop and mobile, and how to find your completed tasks again.
1. Marking a task as completed
Whether you are working from a computer or your phone, checking an item off your to-do list takes just a single click or tap.
How to complete a task: locate the item on your Tasks list, or open it, and click or tap the empty checkbox or circle next to the task's name. A checkmark appears, and the task is done.
Why did the task disappear? By default, the homepage list only shows your active, outstanding tasks. The moment you check a task off, it disappears from your current view to keep your workspace tidy. To see it again, switch to the Completed view — see section 5.
2. When you can't complete a task
If a task's checkbox or row appears grayed out, this means you are not allowed to close this task. This typically happens when a task is set up globally — for example, assigned to your entire network or a group you are part of as a shared task— where completing it would close it out for every assigned user at once.
3. Completing and reopening tasks as the author
If you are the original author, or an administrator who assigned the task, you have full control over its completion status.
Force completing: if an assignment is no longer necessary, or was handled outside the platform, authors can check the box to mark it done on behalf of the assignees.
Reopening a task: if a task was marked completed too soon or needs more work, uncheck the box. This instantly marks the task incomplete and moves it back into the main to-do list, sorted by its original due date.
4. Made a mistake? Use the Undo button
If you accidentally check a checkbox, delete a task, or duplicate one by mistake, you can instantly reverse it. Speakap shows a temporary safety net right after any of these actions.
On desktop: a text bubble appears briefly in the top right corner of your screen. Click the Undo button inside it to reverse your last action.
On mobile: a confirmation banner pops up briefly at the bottom of your screen. Tap the Undo button on the banner to instantly bring the task back to its previous state.
5. Finding or hiding completed tasks
You can find Completed tasks from any section of the Navigation panel by using the Status filter and checking Completed.
They won't show up in the Overdue or To do sub-views, since those are always scoped to open tasks only.
On desktop: open the Status filter in the filter bar, check Completed, and click Apply.
On mobile: tap the Status filter, check Completed, and apply it — the filter works the same way from Assigned to me, Created by me, or All tasks.
Your completed items appear in the list, sorted by their completion date by default. From here you can also restore a task back to To do using the same checkbox or the Undo button. For the full navigation and filtering walkthrough, see: Filters and Sorting in Tasks
Frequently asked questions
Why is my task's checkbox grayed out?
You are not allowed to complete that task. This is common for tasks assigned to your entire network or a group, where if you were to select it the task would be marked as completed and disappear for all other assignees.
I marked a task as completed by accident. Can I undo it?
Yes. An Undo option appears immediately after: a text bubble in the top right on desktop, or a banner at the bottom of the screen on mobile. If you miss it, open All tasks > Completed and reopen the task from there instead.
Still stuck?
Email us at support@speakap.com with your network name, the task name, and a screenshot, and we'll help you out.