Welcome to Actimo's tasks feature! In this guide, we will walk you through the key features and functionalities available to both admins and editors, as well as employees using the app.
With Actimo's Tasks, you will empower your team to efficiently manage tasks, track progress, and communicate seamlessly in Actimo.
Besides, you can streamline task assignments, tracking, and completion, enhancing overall productivity and communication within your organization. This marks the beginning of an efficient and organized workflow that benefits both administrators and employees.
How to activate the feature?
Inside your admin > defaults, you can chose to activate or deactivate the task feature. Only admin users can activate the feature.
How to create a task?
Admin and editors can create a task:
Here are the steps:
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Create Tasks:
Admins and Editors can easily create tasks directly from the Tasks section in the editor.
Each task can include essential details, such as a title, description, and optional attached media to provide comprehensive instructions.
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Assign Tasks:
Tasks can be assigned to any individual employee or group of employees, ensuring that responsibilities are clearly defined.
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Notification Options:
Admins and Editors can choose to notify employees about their tasks via two convenient channels: push notifications or SMS messages.
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Task Type:
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Tasks can be assigned in two different formats: Individual Tasks and Team Tasks.
Individual Tasks: Every assigned contact is required to complete the task independently. Each person is responsible for marking the task as completed.
Team Tasks: Only one assigned contact needs to complete the task on behalf of the team. Once any team member finishes and marks it as completed, the task is considered done for all assigned contacts, and no further action is required from the others.
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Task Priority:
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Admins and editors can assign priority levels to tasks to help employees understand the urgency of each task. Tasks can be given one of three priority levels. The exact definitions of Priority 1, 2, and 3 and the implications of each should be determined and agreed upon by your organization to ensure everyone is aligned.
General Guidelines:
Priority 1: Usually represents tasks that are urgent and need to be addressed immediately or within a short timeframe.
Priority 2: Represents tasks that are important, but not necessarily urgent. These tasks should be completed soon, but they don’t require immediate attention.
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Priority 3: Represents routine or less urgent tasks. These tasks can be completed within a flexible timeframe without affecting overall operations.
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Frequency settings :
First due date, is the due date of the first recurrent task instance.
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You can select the due date frequency: daily, weekly or monthly.
Daily - a task will be due every day
Weekly - a task will be due every week on the chosen day (Mon, Tue, Wed, Thu, Fri, Sat or Sun)
Monthly - a task will be due every month on the chosen day of the month (if first due date is 24/03/2024, the following task will be due on the 24/04/2024).
In recurrent tasks, the next instances will always become visible for assigned contacts the day after its current due date. However, admins and editors can decide at what time of that day the following occurrences will become visible for the assigned contacts.
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These settings can be edited at any point of time
When edited, the changes will take effect immediately
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Task Progress Tracking in Analytics:
In the 'Analytics' tab, Admins and Editors can monitor the completion status of all tasks, ensuring visibility and accountability.
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Admins and Editors can view the progress by employee, department, or specific groups, making it easier to view the task's progress in the correct context.
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Export Reports in excel format:
Admins and Editors have the option to export task reports to their computer, facilitating further analysis and record-keeping.
How does Tasks work for employees?
This is the employee's interface:
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Get Task:
Employees will receive tasks in their list of tasks through the task icon
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Receive Notifications:
The notification is received if the employee has enabled the "content published to me" setting in their notification preferences. This ensures that they stay informed about tasks assigned to them.
Choosing SMS upon publishing will send an SMS
Choosing push notifications upon publishing will send a push notification
Choosing none of the above will trigger the notification bell icon in the app only.
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Task Overview:
Employees can access a comprehensive overview of all uncompleted tasks assigned to them within the app, providing clear visibility into their responsibilities.
Employees will get an overview of upcoming, overdue, and tasks with "no due date" in their task list
Employees will get an overview of completed tasks
Employees can view their uncompleted tasks in the order of their due dates, helping them prioritize their work effectively.
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Access Task Details:
Employees can access all the essential details attached to a task, including the title, description, task creator, attached media, and due date.
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Task Completion:
Employees have the ability to mark tasks as completed when they finish them, providing a simple and effective way to track progress.
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Task Reversion:
If a task needs further attention or revision, employees can mark it as uncompleted to ensure that it remains on their task list.
Any questions? Find our FAQ article here
Tags: tasks, admin, editors, priority, due date
If you have any questions or encounter issues while using this system, please reach out to our support team at support@actimo.com for further assistance.