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Managing other tasks - HR Web Platform

Jameson Nixon
Updated

Overview

Organising your tasks into a list can make your workload a lot more manageable. It allows you to view a list of your completed and uncompleted tasks and provides you with a sense of accomplishment when you have marked them off.

The Other Tasks feature provides you insight into the activities being undertaken within your organisation, such as who created what task, who received this work to complete, progress being made, and also to reassign this piece of work if the person undertaking this project changes. You can also edit this information if it changes and delete the task if it is no longer required.

Important

If you are a manager, you can only see the tasks assigned to your direct employees, whereas if you are an admin or owner, you can see all the tasks within your organisation except the tasks you created. You can use the Tasks I Created feature to view the tasks you created. 

Availability

HR Plan:   Free   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Getting started

These steps show you how to create a task, add any required comments, re-assign it to another user and also how to mark as complete a subtask or the whole task itself.

Create a task
  1. Click the   Tasks menu.
  2. Click the Other Tasks tab.
  3. Click the Create Task button.
    screenshot of the tasks page with three tabs my tasks, tasks i created and other tasks, other tasks is selected. a list of tasks is shown and a blue create task button is highlighted with a red outline.
  4. Complete the following fields:
    • Name.
    • Owner.

    Important

    The task owner is the user required to complete the task. By selecting a user; who is not yourself means that you are assigning the task to another user. However, the platform will still list you as the person who created the task.

    Warning

    If you have selected a team as the owner of a task, the platform will assign each member of the team their own individual task. The platform does not allow you to set a task as a collaborative endeavour or owned by a team.

    • Description.
    • Assigned date.
    • Due date.
    • Collaborators.

    Important

    You can only add a collaborator if you are on our premium or platinum pricing plan.

  5. Click the   Subtask button and list any additional subtasks.
    screenshot of the fields you need to complete when creating a task: name, owner, description, assigned date, due date, collaborators and subtasks. The subtask button is highlighted in red so that you can can click on it and edit this field.
  6. Click the Create button.
    Screenshot showing the create a task form. When you have completed the fields, click the blue create button at the bottom.
Add a comment
  1. Click the   Tasks menu.
  2. Click the Other Tasks tab.
  3. Click the Action   button.
  4. Click the   View button.
    screenshot of the tasks page showing the location of the action button to the right of the task name. it gives the options to view edit or delete the task
  5. In the comment box, type your comment in and click the   button.
    Screenshot of the task details. write your comment in the activity section at the bottom of the screen and then press the blue paper airplane send icon.
Re-assign a task

Warning

The creator of a task can re-assign the existing task to another employee, while an Admin or Owner can re-assign the task regardless if they were the creator of the task or not.

  1. Click the   Tasks menu.
  2. Click the Other Tasks tab.
  3. Click the Action   button.
  4. Click the   Edit button.
    screenshot of the tasks page showing the location of the action button to the right of the task name. it gives the options to view edit or delete the task with edit highlighted
  5. In the Owner field select the employee being re-assigned the task.
    Screenshot of the task details. It has the fields the fields: name, owner, description, assigned date, due date, collaborators and subtasks.
Mark a subtask as complete

Warning

Marking a sub task as complete does not mark a task as complete.

  1. Click the   Tasks menu.
  2. Click the Other Tasks tab.
  3. Click the Action   button.
  4. Click the   View button.
    screenshot of the tasks page showing the location of the action button to the right of the task name. it gives the options to view edit or delete the task with view highlighted
  5. Click the Completed tick box.
    screenshot of view task. The fields are name, owner, description, assigned date, due date, collaborators and subtasks. there are checkboxes next to the subtasks to denote when they have been completed
Mark a task as complete
  1. Click the   Tasks menu.
  2. Click the Other Tasks tab.
  3. Click the Action   button.
  4. Click the   View button.
    screenshot of the tasks page showing the location of the action button to the right of the task name. it gives the options to view edit or delete the task with view highlighted
  5. Click the Completed tick box.
    screenshot of view task. The fields are name, owner, description, assigned date, due date, collaborators and subtasks. there is a checkbox at the top of the page to denote when the task has been completed

Maintain

The below premise will show you how to edit the details of a task, how to reassign them to another user, and how to delete an entry you no longer need.

View assigned tasks
  1. Click the   Tasks menu.
  2. Click the Other Tasks tab.
  3. Click the Action   button.
  4. Click the   View button.
    screenshot of the tasks page showing the location of the action button to the right of the task name. it gives the options to view edit or delete the task with view highlighted

    Helpful Hint

    You will now see assigned task details and any additional subtasks on your screen.

    View of the status of the current task. The fields are name, owner, description, assigned date, due date, collaborators and subtasks.
Edit a comment
  1. Click the   Tasks menu.
  2. Click the Other Tasks tab.
  3. Click the Action   button.
  4. Click the   View button.
    screenshot of the tasks page showing the location of the action button to the right of the task name. it gives the options to view edit or delete the task with view highlighted
  5. Click the   button.
  6. Click the   Edit button.
    screenshot of the details of your assigned task. red highlighted areas direct our attention to the comment area and the three dots above the comment. clicking here gives us the option to edit or delete the comment.
  7. Make the required changes and click the Save button.
    screenshot of the details of your assigned task. red highlighted areas direct our attention to the blue save button below the comment area.
Edit an assigned task

Important

You can not change the owner, assigned date, or due date of a task that another user assigned to you. You can also only edit a pending task. The platform does not allow you to edit a completed task.

  1. Click the  Tasks menu.
  2. Click the Other Tasks tab.
  3. Click the Action   button.
  4. Click the   Edit button.
    screenshot of the tasks page showing the location of the action button to the right of the task name. it gives the options to view edit or delete the task with edit highlighted
  5. Make the required changes and click the Save button.
    screenshot of the details of your assigned task. The fields are name, owner, description, assigned date, due date, collaborators and subtasks. When you have finished editing the task, there are two buttons, save and cancel at the bottom of the page. select which you require.
Delete a comment
  1. Click the  Tasks menu.
  2. Click the Other Tasks tab.
  3. Click the Action   button.
  4. Click the   View button.
    screenshot of the tasks page showing the location of the action button to the right of the task name. it gives the options to view edit or delete the task with view highlighted
  5. Click the   button.
  6. Click the   Delete button.
    screenshot of the details of your assigned task. red highlighted areas direct our attention to the comment area and the three dots above the comment. clicking here gives us the option to edit or delete the comment.
  7. Click the Delete button.
    screenshot of the pop up asking you to confirm deletion of the comment. it confirms that once you delete this it cannot be undone.
Delete an assigned task

Important

You cannot delete a task another user has assigned to you. You can also only delete a pending task; the platform does not allow you to delete a completed task.

  1. Click the   Tasks menu.
  2. Click the Other Tasks tab.
  3. Click the Action   button.
  4. Click the   Delete button.
    screenshot of the tasks page. a red highlight box shows the location of the view edit or delete menu that appears for any task list item when you click the action button for it
  5. Click the Delete button.
    screenshot showing the popup that appears when you click to delete a task that has been assigned to you. it reads are you sure you want to delete this task? this task will no longer be required to be completed.

Author recommended

So you have now managed your other tasks and you are now wondering, what next can I do. There are two recommendations I would make on this front and they are:

  • HR platform: Goals (OKRs) This feature shows you how you can use the Objective, Key Results (OKR) framework to help align and connect all your employees to your company goals.
  • HR platform: Company Values This feature allows you to view the details of each of your organisation's chosen company values, enabling you to see the what your leadership team feels embody the vision and purpose of your business.
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