Use tasks to track follow-up work
Tasks help your team track work such as preparing a course date or following up with a Contact. Give a task a title, choose who is responsible and add a deadline or linked records when useful. A task can also stand alone.
This guide covers individual tasks, list and board views, task statuses and reusable Task Sets. The available records and tasks depend on your role; see the visibility section below.
Open Tasks and choose a view
Open the Admin dashboard and select Tasks.
Check the selected view near the top of the list. Cademy can restore the last view you used; do not assume it always opens All Tasks.
Use Search, Filter or Sort to find work. Open the view dropdown to choose the scope you need. For the filter and sort steps, see Filter, Sort and Use Saved Filters.
Active Tasks: excludes statuses in the Done and Cancelled groups.
All Tasks: shows tasks available to you, subject to the older closed-task rule below.
My Tasks: shows tasks assigned directly to you or to a group you belong to.
Overdue: tasks with a deadline before today that are not Done or Cancelled.
Archived: tasks in the Done or Cancelled groups, including older closed tasks.
All Tasks and My Tasks hide tasks in Done or Cancelled when they were last updated more than 30 days ago. This uses the last update, not simply the date they were completed. Archived is a view of closed tasks; you do not have to perform a separate archive action.
Use List and Board views
List view
Select the List view icon to show task rows. Open a task’s title for its full editor, or use the row’s property controls to update individual values.
Board view
Select the Board view icon for columns. The grouping control offers No grouping, Status, Priority and Assignee. Board view uses status columns when No grouping is selected.
Switch between layouts
Use the List view and Board view icons on the Tasks toolbar to switch. Changing layout does not change a task’s status. Some compact Tasks sections inside records do not show the full layout controls.
Create a task
On the Tasks page, select Add Task.
Enter a clear Task title, such as Confirm the venue access time. Add a description if needed.
Review the status, Priority, Deadline, Tag and assignee controls. A normal new task starts with the default To Do status, no priority or deadline, and you as assignee. The Tag control offers the tags listed in Settings → Tags; see Organise Contacts, Orders and Registrations with Tags.
Open the assignee control to select one or more Users or Groups. Check the selected people or groups before saving.
Use Link record if the task belongs to a supported record. Tasks started on the main Tasks page have no record link by default.
Select Save. Check the task appears in the intended view, then reopen it to verify its details.
If a task is missing after saving, check its status, assignees, selected view and filters. If an error appears, resolve it and check whether a task was created before trying again.
Add a task inline
Find the inline field. In a list with no grouping it reads Add a task.... In a grouped list it reads Add task to followed by the group’s name, and in a board column Add to followed by the column’s name, for example Add to To Do....
Enter the title and press Enter. This creates the task immediately.
Open the new task to review its assignee, links, status, priority and any deadline you need.
Inline tasks inherit the current Status or Priority group and the record context where applicable. Do not assume an Assignee group assigns the new task to that group: check its assignee. Ordinary inline creation assigns the task to you.
Edit, complete or delete a task
Select the task’s title to open it.
Update the title, description or properties, then select Save.
Reopen the task to check the saved values. When closing an editor with unsaved changes, choose Save, Discard or Cancel as appropriate.
Property changes made directly on a task row or card save as you make them. In the full editor, use Save. To complete work, choose a status in the Done group; use a Cancelled status for work that will not be done. Look in Archived if the task disappears from Active Tasks. To resume it, choose an appropriate open status and save if using the editor.
To delete a task, open it, select Delete, then Confirm Delete. Keep cancels the deletion. Check the list afterwards. Use Done or Cancelled when you want to retain a task as closed work; do not treat deletion as the archive workflow.
Move tasks between groups
Group the list or board by Status, Priority or Assignee.
Drag the task into the intended group. This changes the corresponding property and saves it.
Open the task to check the result. Moving into Unassigned clears its assignees; moving to another assignee group replaces the first assignee and keeps any additional assignees.
Create and manage tasks within records
Open the Contact, organisation, course, course date, order or registration you need.
Open its Tasks tab or section.
Select Add Task (the + icon in compact sections) or use Add a task....
Enter the details and review the prefilled links and assignees. Select Save in the editor, or press Enter for inline creation.
Check the new task in that record and reopen it to verify the links.
A task created from a course date links to both the date and its course. A task created from a registration links to that registration, its Contact and course, plus its date when present. A task created from an order links to that order, the Contact who booked and the courses or dates in its active lines. Review the actual links instead of assuming only the record you opened is attached.
Link an existing task to records
Open the task and select its linked-record control. It shows Link record when empty, or the first linked record’s name when links already exist.
Search for and select the required record. Supported search types for System Admins are Contacts, Organisations, Courses, Dates, Registrations and Orders. Other roles have a narrower course/date search.
Repeat for additional links, or remove a selected link if it is wrong.
Select Save, reopen the task and check the linked records.
Understand the Tasks tab in a record
A record’s Tasks list uses the links saved on each task. Related links added when a task was created can make it appear in several records, but this is not an automatic roll-up of every task on every related record. Check the task’s links if you cannot find it where expected.
A team member’s Tasks tab is different: it shows work assigned to that team member. It does not mean the task has a User record link. Ordinary tasks created there keep that team member assigned; still review assignments when applying a Task Set.
Manage deadlines and descriptions
Set a deadline
Open the task and select Deadline.
Choose a date on the calendar, or type a phrase such as tomorrow, next week or a specific date. Press Enter to accept a typed date.
Check the date displayed on the task, then select Save. Reopen it to verify the deadline.
Use Clear due date to remove a deadline, then Save if you are in the editor. Check the interpreted date before saving; a task deadline is not a course-date change.
Write a description and add attachments
Open the task and use Add a description....
Add the instructions or context the assignee needs. The editor supports headings, lists, checklists, quotes, code blocks and links.
To attach a file, drag it into the description or paste supported content. Wait for the upload to finish.
Select Save. Reopen the task and check the description and attachment.
Configure task statuses
Open Settings → Tasks and find Task Statuses below Task Sets. Statuses belong to the fixed groups To Do, In Progress, Done and Cancelled. Only a System Admin can save changes to Task Statuses.
Choose the group that describes the status’s meaning. Select + Add status.
Enter the status name, choose its colour and use the drag handle to adjust its order if needed.
Choose the group’s Default status as required. Each group must retain a status and a default; use unique names.
Select Save. Reopen Settings → Tasks and check the saved configuration.
Before deleting an existing status, move tasks using it to a retained status. Deleting a status does not automatically move those tasks to its replacement; they can disappear from grouped views. The group’s default status cannot be deleted while it remains the default.
Create and apply reusable Task Sets
A Task Set is a saved checklist that you apply manually, for example New course date preparation. Applying it creates separate tasks. It does not schedule automatic recurrence.
Create a Task Set
Open Settings → Tasks. In Task Sets, select New Task Set.
Enter the set’s Name and optionally choose an emoji.
Select Add Your First Task. Enter a Task title, description, priority, tags and assignees as needed, then select Add Task.
Use Add Item to add more tasks. Open an item and use Save Task to keep its edits. Drag items to reorder them if needed.
Select Create Task Set. A name and at least one item are required. Check Task Set Created and reopen the set to verify it.
Set items store their title, description, priority, tags and assignees. They do not store a deadline, status or record links. Review the assignees saved on every item, including items you want to leave unassigned.
Apply a saved set
Open the main Tasks page, or open the relevant record and its Tasks tab or section.
Open the arrow next to Add Task (or the + icon in compact sections), labelled More task actions, then choose a set from Apply Task Set.
In Add Task Set, review the listed items. All are selected initially; deselect any you do not need.
Select Add 1 Task for one item or Add N Tasks for multiple items, where N is the selected count. Check the task-added message and the resulting list.
Open the created tasks to review their assignees, links and deadlines.
Created tasks use the default To Do status and start without deadlines. They copy the set’s saved assignees, including an empty assignment; applying a set does not automatically assign every item to you. Tasks created from a record receive that record context’s links. Applying the set again creates another set of tasks, so check the list before repeating it.
Change or delete a Task Set
In Settings → Tasks, open the saved set, edit its name or items and select Save Changes. Check Task Set Updated and reopen it. To delete a set, use its bin control and follow the confirmation. Changing or deleting the template does not change tasks that were already created from it.
Understand task visibility
System Admins can see the account’s tasks, subject to the selected view and filters.
Facilitators and Course Owners see tasks assigned to them or to a group they belong to.
Seeing a task does not grant access to every record linked from it. A linked record can have its own access restrictions.
If someone cannot find a task, check the assignees and group membership, task status, current view and filters. A task may also be in Archived because it is Done or Cancelled.
Tips for useful follow-up tasks
Use an action in the title, such as Confirm room access, and put supporting information in the description.
Check who is responsible rather than relying on a default assignee.
Review prefilled record links and add a deadline when one is needed.
Use Task Sets for repeated checklists and check for existing tasks before applying one again.
Frequently asked questions
Can a task exist without a record link?
Yes. Tasks created on the main Tasks page have no record link unless you add one.
Can a task link to multiple records?
Yes. Open the linked-record control, labelled Link record when empty or showing the first linked record’s name. Select each supported record, then Save and check the links.
Can I create tasks inside records?
Yes. Use the Tasks tab or section in a Contact, organisation, course, course date, order or registration.
Can I move a task between statuses?
Yes. Change its status, or group by Status and drag it to another group. Use Save when editing in the full task window.
Can I type a deadline?
Yes. Type a date or a phrase such as tomorrow in Deadline, press Enter, check the interpreted date and Save.
Can tasks be assigned to teams?
Yes. Use Groups in the assignee picker. You can assign a task to users, groups or both; group membership affects which team members who are not System Admins can see it.
What happens when I mark a task as Done?
It leaves Active Tasks and can be found in Archived. All Tasks and My Tasks hide tasks in Done or Cancelled after more than 30 days without an update; Archived includes these older tasks.
Why can some team members not see a task?
Facilitators and Course Owners need a direct assignment or membership of an assigned group. System Admins have broader task access. Views and filters can hide tasks for any team member.
Can tasks include attachments?
Yes. Add the file through the description, wait for the upload and Save. Reopen the task to check it.
Does a Task Set create recurring tasks automatically?
No. You apply it manually when needed. Reapplying it creates more tasks.
Does editing a Task Set update tasks I already created?
No. Those tasks are separate copies. Edit them individually when needed.
Why is a task missing from a related record?
Check the actual links saved on the task. The record’s task list does not automatically collect every task from every related record.