Summary: Tasks help you and your team keep track of to-dos in Speakap, whether they are assigned to you, to your group, or created by you for others. This overview shows you where to find your tasks, how to read the task list and task details, how notifications work, and how to comment on and manage a task. It also points you to detailed guides for creating, completing, filtering, and tagging tasks.
1. Opening your Tasks homepage
Tasks put your daily objectives right in the palm of your hand, so frontline employees never lose track of their work and team leaders stay informed.
On desktop: click Tasks in the left-side navigation menu.
On mobile: tap the main menu panel in the bottom navigation bar, then select Tasks.
The first time you open Tasks, you land on the Assigned to me > All view: every active, incomplete task assigned to you. For the full breakdown of the navigation panel and how to filter and sort from there, see: Filters and Sorting in Tasks
2. Your task list
The Tasks homepage shows a list of to-dos relevant to whichever view you have open: tasks assigned to you, tasks you created, or, in All tasks, every task you have permission to see.
Quick completion: every task has a checkbox or circle next to its title, so you can mark it as complete straight from the list without opening it. For everything about completing tasks, including the Undo option and what a grayed-out checkbox means, see: Completing a Task
Status and details at a glance: each row shows the task name, its due date (highlighted in red once overdue), a comment count if there are any comments, and who it is assigned to.
3. System notifications
Speakap automatically notifies you at three points in a task's lifecycle:
- Assignment: the moment a task is assigned to you.
- Upcoming overdue: shortly before a task's due date passes.
- Overdue: the exact day and time a task passes its due date and time.
4. Viewing task details
Click or tap any task in your list to open its detail view. It contains all the context you need to get the work done:
- Status pill and checkbox: "To do" or "Completed", with a checkbox or circle you can tap to complete the task from here too.
- Task name: the title of the task.
- Description: the instructions, with rich text formatting. If the description was written in another language, a "See original" or "See translation" link lets you switch between the translated and original text.
- Due date: the deadline and time, with an "Overdue" label if the task is past due.
- Assignees: the person, group, department, or Business Unit the task is assigned to. Here, you can also see the progress: check who has and who hasn’t completed the task. To understand exactly who can be selected as an assignee and how group selections work, see: Using the Recipient Picker in Tasks
- Created by: the name and avatar of the person who created the task, plus the date it was created.
- Media attachments: any attached files, documents, images, or videos. See: Images, Videos, and File Attachments in Tasks
- Tags: color-coded labels used for grouping and categorization. See: Using Tags in Tasks
- Comments: on desktop, comments open in a separate panel to the right of the task details. On mobile, comments live under their own Comments tab next to Details, with the number of comments shown as a badge.
5. Commenting and collaborating
- Adding a comment: type your message in the comment field (in the right-hand panel on desktop, or the Comments tab on mobile) and post it.
- Liking a comment: tap Like under any comment to react to it. (This is not available for Android yet!)
- Replying in threads: tap Reply under a colleague's comment to open a reply box that automatically mentions the original commenter, so they get notified.
- Editing or deleting: open the three dots (...) on your own comment to edit or delete it. Edited comments show a visual indicator and a new timestamp. A deleted comment leaves an empty placeholder that reads "This comment is no longer available."
6. Managing a task
Open the options menu (three-dot icon) on a task, either from the list or from inside the task detail view. Depending on your permissions, you can choose:
- Edit: change the task's details. This is subject to permissions: you can only edit if you have permission to manage the task for all the assignees.
- Duplicate: create a copy of the task. Anyone can duplicate a task, there are no special permissions required. You can edit the duplicate's task name, description, and due date, as well as who it is assigned to. This works the same way on web and mobile. For the full task creation flow, see: How to Create a Task
- See translation / See original: switch the task's language. If your network has the Automatic Translations feature turned on, this will happen automatically.
- Delete: remove the task. This is subject to permissions: you can only delete if you have permission to manage the task for all the assignees. If you delete a task by mistake, use the Undo option — see: Completing a Task
Want to go deeper? These guides cover each step in detail:
- Creating tasks: How to Create a Task
- Choosing who a task goes to: Using the Recipient Picker in Tasks
- Completing, reopening, and undoing: Completing a Task
- Filtering and sorting your task list: Filters and Sorting in Tasks
- Organizing tasks with tags: Using Tags in Tasks
- Adding attachments: Images, Videos, and File Attachments in Tasks
Still stuck?
Email us at support@speakap.com with your network name, what you were trying to do, and a screenshot, and we'll help you out.