Tasks
1. What it is
Tasks lets you create, assign, and track work across your organization — from one-off follow-ups to recurring checklists with photo proof and manager verification. Managers assign tasks to employees; employees see their own list and mark items complete.
- Enablement: Tasks requires a licence. An admin enables it in Admin → Apps → All Apps, then configures it at Apps → Tasks → Settings.
- What it is not: Tasks is not the same as workspace todos. Workspaces have their own lightweight task lists scoped to that workspace. The Tasks app is the org-wide surface for assigned, tracked, and reported-on work.
What people use it for
- Turn a chat message into a task — from a message in the OneMango Desktop app, into the person’s own My Tasks.
2. Standing it up
- Go to Admin → Apps → All Apps, find Tasks, and enable it.
- Go to Apps → Tasks → Settings to configure permissions and notifications. At minimum, decide whether employees can create their own tasks (Allow employees to self-assign tasks — on by default) and whether managers can assign tasks to others (Allow all managers to assign tasks — on by default).
- Optionally create task templates at Apps → Tasks → Templates. Templates are reusable blueprints — a checklist task with specific items, a priority, an estimated duration, and an assignment rule. You can also load industry-specific default templates from the template library.
- To restrict which employees see the app, use Access Management on the app’s marketplace entry. Users outside the audience cannot reach any Tasks surface, even by direct URL.
- Confirm it worked: navigate to Apps → Tasks. Managers should see the Manage and Analytics tabs. Employees should see My Tasks.
Note: if you enable task verification or compliance reporting, those are off by default and must be turned on explicitly in Settings — they do nothing until activated.
3. How it fits together
Tasks vs workspace todos. Both are task records, but they live in different places and serve different purposes. An org-level task belongs to the Tasks app: it appears in My Tasks, shows up in analytics, and can be escalated, verified, and reported on. A workspace todo belongs to a workspace task list, appears on the workspace canvas, and is managed by workspace contributors. Workspace todos do not appear in the Tasks app’s analytics or digest emails.
Simple tasks vs checklist tasks. A simple task has a title, a description, and a due date. A checklist task adds a list of items that must each be completed — optionally with photo proof or notes required per item. When the last checklist item is ticked, the task completes automatically.
Priorities. When the priority system is enabled (it is by default), every task carries one of three levels: Normal, Important, or Critical. Automatic overdue escalation can be limited to Critical tasks, and Critical tasks can be texted to the assignee. If you turn the priority system off, the priority column and filters disappear from all views.
Subtasks. Any task can have child tasks. Subtasks inherit the parent’s assignee by default. The Group subtasks and parent tasks on list and Kanban view setting controls whether subtasks appear directly below their parent on the board and list views or sort independently.
Recurring tasks. A task can repeat on a Daily (every few days, or weekdays only), Weekly (on chosen days), or Monthly (every few months, such as quarterly) cadence. The system creates the next occurrence automatically. Recurring tasks can also be created from templates with a recurrence pattern. The Per Shift (no automatic repeat) option creates a single task — nothing re-creates it per shift.
Templates. Templates are reusable task blueprints an admin or manager creates once. A template defines the title, type, priority, checklist items, assignment type (Manual, Role-based, or Auto), estimated duration, and recurrence. Templates can be activated, deactivated, duplicated, and loaded from an industry-specific gallery.
Escalation. A task can be escalated manually by a manager or automatically when overdue. A manual escalation goes to the assignee’s manager — or, when that is you, your own manager — or to the person who assigned the task, as a fallback. Employees can also flag a task as blocked with I’m blocked — on desktop it is an item in the task page’s ⋮ menu, and on a phone a button beside the task’s main action — which escalates it to their manager. The automatic overdue escalation (off by default) notifies the assignee’s manager and the managers at the task’s location, plus the group if you picked one; a task with no manager to tell goes to that group, or else to the Tasks app administrators.
Verification. When manager verification is enabled, completing a task does not close the loop — a manager must separately verify the work. With verification on you can also require a photo and completion notes when a task is completed, and require that someone other than the person who completed it does the verifying.
4. Running it
Assigning tasks
- Go to Apps → Tasks → Manage and click New Task (or use the quick-create drawer).
- Fill in the title, assign to a user, set a due date, and choose a priority.
- For checklist tasks, add items — each item can require a photo or notes.
- To assign from a template, use Create from Template, pick a template, and select the users.
When smart assignment is enabled, leaving the assignee blank lets the system pick the least-loaded eligible user, with a preference for users at the task’s location.
Reviewing completed work
Completed tasks appear in the Manage view filtered to Completed status. If verification is enabled, managers see a Verify Task action on completed tasks that have not yet been verified. The Analytics tab shows completion rates, on-time percentages, and top performers.
Managing templates
Go to Apps → Tasks → Templates. Admins can create, edit, activate, deactivate, duplicate, and delete templates. The Who can create & edit task templates setting controls whether managers also have access (default: Administrators only). You can load industry defaults for Healthcare, Retail, Manufacturing, Hospitality, and seven other industries.
Viewing analytics
Go to Apps → Tasks → Analytics (managers, admins, and Tasks app administrators). The dashboard shows completion rate, average completion time, overdue rate, status and priority distribution, a completion trend chart, weekly performance, top performers, and efficiency metrics. Data can be filtered to the last 7, 30, or 90 days, or the last 12 months, and exported as CSV. Cancelled tasks are left out of Total Tasks and the rates, and the overdue count is every task past due right now, whatever the period. When compliance reporting is enabled, a separate compliance export includes verification status and completion evidence — including whether verification was required when each task was completed (“Not recorded” for tasks completed before October 2026).
Employees see their own analytics at Apps → Tasks → My Analytics with a personal scorecard.
Delegating tasks
When delegation is enabled in Settings, an employee can delegate their assigned task to another team member from the task detail view. The task is reassigned and a delegation activity is logged.
Declining a task
An employee given a task that isn’t theirs declines it: Decline Task in the task page’s ⋮ menu (on a phone, Decline beside the task’s main action), or ask Ask AI. A reason is required (up to 500 characters). It goes to whoever answers for the work — the ticket’s handler, whoever raised the corrective action, or the form’s owner (a form task with no owner who can take it is closed as declined) — or else back to the person who assigned it, with the reason, and leaves the employee’s list — nothing is deleted. With no one on record to hand it back to (nobody assigned it, or they have left or can’t open Tasks), the task is closed as declined with the reason, and a Tasks manager can still find and reopen it. Work another app owns — a contract obligation, Frontline Execution work, an onboarding step nobody else handed them — is handed off in that app; the task page says where instead, with a link when they can open it. A task someone assigned to themselves is cancelled or deleted, not declined.
Mobile
The Tasks app has a dedicated mobile view. Employees can see their To Do, In Progress, and Overdue tasks, start and complete tasks, tick checklist items (including photo capture for photo-required items), and add notes. Task creation on mobile is limited to simple tasks.
5. Settings
All settings are at Apps → Tasks → Settings. Business administrators and Tasks app administrators can reach this page.
Tasks Agent
| Setting | Default | What it changes |
|---|---|---|
| Tasks Agent | On | Lets users create, assign, and track tasks in Ask AI and the in-app AI Task Assistant. Off also removes the AI describe-to-fill box from task forms and AI suggestions from the template picker |
Permission Settings
| Setting | Default | What it changes |
|---|---|---|
| Allow all managers to assign tasks | On | When off, only admins can assign or reassign tasks (unless Who can create tasks for other people is Everyone), and a manager can no longer cancel, reopen, or escalate a task they neither assigned nor are assigned to |
| Allow employees to self-assign tasks | On | When off, employees can’t create tasks for themselves |
| Allow task delegation to other team members | Off | Lets employees delegate their tasks to a colleague |
| Who can create tasks for other people | Managers and administrators | Also accepts Everyone with access to Tasks — any employee can then assign a task to any colleague who can use Tasks |
| Who can create & edit task templates | Administrators only | Also accepts Managers and administrators |
Notification Settings
| Setting | Default | What it changes |
|---|---|---|
| Send notifications when tasks are assigned | On | Notifies the assignee immediately |
| Send due date reminders | On | Reminder before the due date |
| Tell the assigner when their task is completed | On | Completion notice to the person who assigned the task (verification requests follow the verification setting) |
| Tell people when a task they’re on changes | On | Notices when a task is cancelled, reopened, or its due date moves |
| Notify participants about new comments | On | In-app only — comments never send email |
| Notify the escalation target when someone escalates a task | On | Covers a manager clicking Escalate and an assignee raising a blocker |
| Send task notifications by email | On | Email for assignments, reminders, overdue notices, escalations, completions, verification requests, cancelled and reopened tasks, moved due dates, and the daily digests. When off, notifications stay in-app |
| Send SMS for critical tasks | Off | Texts the assignee when a Critical task is assigned to them or goes overdue; needs SMS set up for your organization. Escalations are not texted |
| Send reminders this many hours before due date | 2 hours before | Choices: 1, 2, 4, 8, 24, or 48 hours |
| Escalate overdue tasks to managers | Off | An hourly sweep notifies the managers once a task has been overdue for the delay below; each task is escalated once |
| Only escalate Critical-priority tasks | Off | Shown under overdue escalation. Off, every overdue task is escalated; on, only Critical tasks (needs the priority system) |
| Escalate after a task has been overdue for | 1 hour | Shown under overdue escalation; applies to every automatic escalation. Choices: 15 min, 30 min, 1 hour, 2 hours, 4 hours, 1 day, 2 days, 3 days |
| Send escalations & verification requests to this group | None | Shown while overdue escalation or manager verification is on. Notifies the group’s members as well as the task’s managers, and in place of the Tasks app administrators when a task has no manager |
Priority System
| Setting | Default | What it changes |
|---|---|---|
| Enable task priority system | On | Shows Normal, Important, and Critical levels throughout the app |
Team Tasks
| Setting | Default | What it changes |
|---|---|---|
| Show a Team Tasks page | Off | People see the open tasks of everyone who reports to the same manager as they do |
| What teammates can do on each other’s tasks | View only | Also View and comment or View, comment and edit; the assignee and their manager keep full control |
Task Completion
| Setting | Default | What it changes |
|---|---|---|
| Enable manager verification | Off | Adds a verification step after task completion |
| Require photo verification for task completion | Off | Sub-setting of verification — requires a photo |
| Require completion notes | Off | Sub-setting of verification — requires notes |
| Require a different person to verify | Off | Sub-setting of verification — whoever completed a task can’t also verify it |
| Auto-archive completed tasks | Off | Hides old completed and cancelled tasks from active views |
| Archive completed tasks after | 30 days | Choices: 7, 14, 30, 60, or 90 days |
Assignment Rules
| Setting | Default | What it changes |
|---|---|---|
| Enable smart task assignment | Off | Auto-picks the least-loaded eligible user when no assignee is specified |
| Maximum concurrent tasks per user | No limit | Caps open (To Do + In Progress + Overdue) tasks per person; choices: 3, 5, 10, 15, or 20 |
Analytics & Reporting
| Setting | Default | What it changes |
|---|---|---|
| Enable performance tracking | On | Shows the named Top Performers ranking on the Tasks dashboard, Task Analytics, and the managers’ daily digest |
| Send daily task digest to managers | Off | Daily email with team completion rates and overdue tasks |
| Send employees their own daily digest | Off | Daily email with the employee’s tasks due today and overdue |
| Daily digest send time | 8:00 AM | Choices: 6 AM, 8 AM, 9 AM, 12 PM, 5 PM, or 6 PM in your organization’s time zone (UTC if none is set) |
| Enable compliance reporting | Off | Adds a Compliance Report (CSV) export to the Task Analytics menu |
Board & List Display
| Setting | Default | What it changes |
|---|---|---|
| Group subtasks and parent tasks on list and Kanban view | Off | Sorts subtasks directly below their parent instead of newest-first |
6. More help
- Tasks App FAQ — specific setup, limits, and operating questions.
- Ask AI — the assistant answers questions about Tasks from these articles.