At Speakap we help organizations and employees to get work done, in whatever way they need. We, therefore, offer: ‘Tasks’, a new feature in our app to help you manage employee tasks and get instant feedback on to-dos straight from your employee hub.
With Tasks, your tasks and (company) focus are put in the palm of your hands. Checking your work vitals is easier than ever before: your front liners never lose their daily focus and your operations leaders always stay informed and receive feedback on the spot.
Tasks can be used both from desktop and mobile.
Here’s what you can do:
Create personal tasks
|Create and assign tasks to individuals and groups (also as a split task)
|Receive notifications for tasks created and completed
|Add attachments to a task
|Receive Due Date Notifications
|View the task detail page
|Create and Manage Tags in multiple languages
|Comment on a task
|Filter on Assignee, Due Date, or Tags
|Mark tasks as completed
|Sort Tasks on Due date, Creation date, Assignee name, or Task name, all ascending or descending
|Filter out the completed tasks
|Admin permissions to assign, edit and delete tasks
Let’s dive a bit deeper into the ‘how’.
First things first.
To navigate to the Task Management homepage and view all tasks assigned to you and by you, click on Tasks in the left menu.
Once you've hit the Tasks button, you will enter the Task Management Homepage.
To create a task, click on the green button +Add in the upper right corner.
Time to create your first task! Tasks can be created from the desktop as well as from mobile. Three types of tasks can be created:
- Personal task: a task that is assigned to me.
- Shared group task: a task that is assigned to a group, but only one person from the assigned group needs to complete the whole task.
- Split group task: a task assigned to a group and has to be completed by all members of the group.
To add a title to your task, please fill out the first text field which says Task. There is the possibility to add a due date to a task in the form of a deadline. Tasks that appear in the task list will be sorted by due date. You can choose to add a due date/deadline to your task by clicking on the calendar icon and selecting the desired date. If you don’t want to add a deadline, click on the cross. These tasks will appear at the bottom of the task list.
To assign a task, click on the Assign to the text field.
- If you’d like to create a personal task, you will be able to assign it to an individual user. You can also assign it to yourself as a personal to-do. To achieve this, you can select your own profile or any other user from the list.
- To assign a shared group task, depending on what group you’d like to assign the task to, click on either divisions, teams, or groups. This will open a new field with an extra choice you must fill out called Task options. In case of a shared group task, select Create one task for the entire group.
- To assign a split group task, depending on what group you’d like to assign the task to, click on either divisions, teams, or groups. This will open a new field with an extra choice you must fill out called Task options. In case of a split group task, select Duplicate this task for all members in this group.
To add additional information to your task, use the description field. You’re also able to insert links (URLs) in this field.
Last but not least, you’re able to add an attachment to your task. You can do this by clicking on + Add attachment highlighted in blue below the description field. This will give you the option to select a file saved on your computer.
Once you think your task entails all the information needed, hit the red button in the bottom right corner called Add.
Congrats! You’ve just created your first task!
Once a task has been created, it will appear in your Task Management Homepage under the My Tasks tab or Other Tasks tab, depending on if the task is assigned to you or you’ve assigned the task to someone else.
By clicking on a task in the task list, you’ll be able to view the task detail page. The task detail page will contain the following:
- Task name
- Name of the person who created the task (‘the creator’)
- Name of the person who the task is assigned to (‘the assignee’)
- Date of creation
- If selected, a deadline
- Comment section
In the comment section, you are able to comment on the task you’ve selected. Start writing your comment in the text field below. Once you’re ready to send out your comment, click on Post and your comment will be visible below the task. It’s also possible to add an attachment to your comment. Just click on the paper clip icon in the bottom left corner and select a file from your computer.
Have you finished your task? Mark it as completed. How?
- Select the required task in the list of tasks which can be found on the Task Management homepage. The task details pop-up will open.
- Click on the empty tick box on the left side of the task name. A tick will appear in the box, and the task title will be crossed out.
- You’ve now completed your task!
Completed tasks can be toggled on or off in the list view. By default, they are not displayed. If you would like the completed tasks to appear in the task list on your Task Management homepage, please click on the ellipses (three vertical dots) in the right-hand corner. Now the option Show completed tasks will appear. Once you’ve selected this option, all completed tasks will appear in the task list.
If you don’t want the completed tasks to appear on your Task Management homepage under the My Tasks tab, you have the option to filter out completed tasks. To do this, click on the ellipses in the right-hand corner. Here you’ll be able to select the option Hide completed tasks. Once you’ve selected this option, all completed tasks will disappear from the list view.
You can also easily duplicate an existing task, so you don’t have to manually recreate the same task which will be often repeated by different colleagues and/or teams. If you would like to duplicate a task, follow these steps:
- Click on the ellipsis in the right corner of a task on the task list view
- Select ‘Duplicate’ from the appearing task options
- If desirable, change task details
- Click on ‘Duplicate’
Your task is now duplicated.
You’ll receive push notifications and Speakap alerts when:
- A task is assigned to you
- A task has been completed.
To turn on/off the Speakap alerts:
- Click on your avatar in the right-hand corner
- Select personal settings in the drop-down menu
- Click on notifications
- Select/deselect direct desktop notifications
To turn on/off mobile push notifications:
- Click on the menu (three vertical lines) in the bottom-right corner
- Click on the gear icon in the upper right corner
- Select notifications
- Select push notifications
- Select tasks
Toggle on/off the options new task assigned to me and/or completed tasks assigned by me
With ‘Tags’, it becomes easier to manage task lists and keep an overview of to-do’s.
The first step in using the tag functionality is creating tags. As a network administrator, you are able to create an unlimited amount of tags, each with a character limit of 30. Additionally, you can search, edit or delete them. Tags help group tasks according to projects or themes, making it easier for users to find their next task to do.
To facilitate users who use a different language, you can create custom translations for each tag. If there is no specific translation found for a language, the network language tag will be displayed.
Where can I find it?
This is a web only feature - Navigate to ‘Network Settings’ and click on ‘Tags’ where you can create and manage tags in multiple languages.
Out of the Tags created by the network admin, employees can quickly find their next to do by filtering on tags. Users can assign those predefined tags to any task during the creation, editing, or duplication of a task.
Where can I find it?
Web: The tag filter can be found next to the Sorting options on the top right of the Task list view.
Android: The tag filter has been added to the existing Sort & Filter options at the top right-hand corner of the screen.
iOS: The tag filter has been added to the existing Sort & Filter options at the top of the task list.
With Task Sorting users have an additional way to structure their list of tasks. The sorting options are: due date (default sorting) & task name, all ascending or descending.
Where can I find it?
Web: In the bar right above the task list, a drop-down menu will appear where you can choose a preferred way of sorting.
Android app: Users can click on the sorting bar under ‘my tasks & other tasks’ and select their preferred sorting & option filter.
iOS app: Click on the ‘Sorting and Filtering’ drop-down at the top of your task list
Task assignees will receive a notification 24 hours before their task is due. Task assignees and task creators will receive a notification when a task becomes overdue.
Where can I find it?
All: Notifications are present within the Speakap platform under the bell icon. In addition, each platform will receive push notifications on a system level. The system-level notifications can be turned off on iOS and Android in the Speakap settings.
- Due Date Filters
Filter your task list based on tasks that are due in the upcoming week, are already overdue, or both.
Web: In the bar right above the task list. When clicking on the "Due date" filter, a drop-down menu will appear where you can choose your preferred due date filtering.
Android: The due date filter has been added to the existing Sort & Filter options at the top right-hand corner of the screen.
iOS app: The due date filter has been added to the existing Sort & Filter options at the top of the task list.
- Assignee Filters
With the Assignee filter, you can easily create an overview to see the productivity of a specific segment, group, or employee of the business.
Web: In the bar right above the task list. When clicking on the ‘Assignee’ filter, a drop-down menu will appear where you can choose your preferred assignee.
Android: You can select an assignee by clicking on the Sort & Filter option at the top right corner of the screen and choosing ‘assignee’.
iOS app: You can select an assignee by clicking on the Sort & Filter option at the top right corner of the screen and choosing ‘assignee’.
By adding permission-based options, we’re providing the admin with the right controls to manage task management in their organization. The ability to assign a task, delete a task or edit a task can now be turned on and/or off for users.
Only a network administrator has the option to make changes in the permissions a user has. This can only be done via web.
Where can I find it?
Please click on your avatar and navigate to network settings. Click on the role you would like to change the permissions for and navigate to ‘tasks’. Here you can select whether a user can see, assign, edit and delete any task belonging to a group, business unit or department and/or a user can see, assign, edit and delete any individual tasks.