This article explains how course providers can create, manage, and use tasks within Cademy. Tasks help course providers organise administrative work and keep actions linked to relevant records such as bookings, contacts, organisations, courses, and course dates.

Tasks can be created from the Tasks page or directly within records. When a task is linked to a record, it appears in that record, allowing course providers to manage work in context.

How to Use Tasks

Open the Tasks Page

To open the Tasks page from the admin dashboard, follow these steps:

Open the admin dashboard.
In the left-hand menu, select Tasks.
The Tasks page opens with all tasks.

View Tasks in List and Board View

Using List View

To view tasks in List view, follow these steps:

Open the Tasks page.
Select the List view option.
Tasks are displayed in a list format.
Each task appears as a row with key details.

Using Board View (Kanban)

To view tasks in Board view (Kanban), follow these steps:

Open the Tasks page.
Select the Board view option.
Tasks are displayed in columns grouped by status.
Each column represents a task status.

Switching Between Views

To switch between List view and Board view, follow these steps:

Open the Tasks page.
Locate the view switcher.
Select List view or Board view.

Create a Task

To create a new task using the task window, follow these steps:

Open the Tasks page, or open a record that includes a Tasks section or Tasks tab.
Select + Add Task.
The task window opens.
Enter a Title.
Enter a Description if required.
Set the Status.
Set the Priority.
Set a Deadline if required.
Add Tags if required.
Assign the task to a user or team.
Optionally link the task to a record.
Select Save.

Add a Task Inline

To add a task directly from the task list or board view, follow these steps:

Open the Tasks page or a record with tasks.
Locate the Add task input within the list or board column.
Enter a task title.
Press Enter to create the task.

Tasks can be added inline in both List view and Board view (Kanban). Inline tasks are created without opening the task window.

Move Tasks Between Groups

To move tasks between groups using drag and drop, follow these steps:

Open the Tasks page.
Select List view or Board view.
Group tasks by Status, Priority, or Assignee.
Drag a task into a different group.

In Board view, tasks are typically moved between status columns.

Create a Task from a Record

To create a task from a booking, contact, organisation, course, or course dates, follow these steps:

Open a booking, contact, organisation, course, or course dates.
Open the Tasks section or Tasks tab.
Select + Add Task or use the inline task input.
Enter the task details.
Save the task.

Tasks created from a record are automatically linked to that record.

Link a Task to a Record

To link a task to a contact, organisation, course, course date, booking, or order, follow these steps:

Open an existing task.
Locate Link record.
Search for and select a record.
Save the task.

A task can be linked to:

Contacts
Organisations
Courses
Course dates
Bookings
Orders

Linked tasks appear within the related records.

Use Tasks Within Records

To view and manage tasks within a booking, contact, organisation, course, or course dates, follow these steps:

Open a booking, contact, organisation, course, or course dates.
Open the Tasks section or Tasks tab.
View all tasks linked to that record.
Add new tasks directly within the record.

Tasks shown within a record include:

Tasks linked directly to that record
Tasks linked to related records, where applicable

Manage Task Details

Setting a Deadline

To set a deadline using natural language, follow these steps:

Open a task.
Select the Deadline field.
Enter a date using natural language, such as:
- tomorrow
- next week
- a specific date
Save the task.

Using the Description Field

To add or format a description within a task, follow these steps:

Open a task.
Enter content in the Description field.
Use formatting options such as:
- Headings
- Lists
- Checklists
- Quotes
- Code blocks
Add attachments by dragging files into the description.
Save the task.

Manage Task Statuses

To add or manage task statuses, follow these steps:

Open Settings.
Select Tasks.
View the default statuses:
- To Do
- In Progress
- Done
- Cancelled
Add a new status under an existing status.
Save the changes.

Additional statuses are created as child statuses under one of the default statuses.

Understand Task Visibility

To understand how task visibility works based on user roles, follow these steps:

Users with the role Facilitator or Course Owner will only see tasks assigned to that user.
Users with the role Admin will see all tasks assigned to any user.

Pro Tips & Notes

Tasks created from a record are automatically linked to that record.
Tasks created from the Tasks page are not linked unless a record is added.
Board view (Kanban) provides a visual layout for managing task statuses.
Inline task creation allows fast entry without opening the task window.
Tasks can be managed in both List view and Board view.
Linked tasks provide full context when managing courses and bookings.

Frequently Asked Questions (FAQs)

Can a task exist without being linked to a record?

Yes. Tasks created from the Tasks page are not linked by default and can exist independently.

Can a task be linked to multiple records?

Yes. A task can be linked to multiple supported records.

Can tasks be created inside records?

Yes. Tasks can be created within bookings, contacts, organisations, courses, and course dates.

Can tasks be moved between statuses?

Yes. Tasks can be moved by dragging them between groups or by updating the status.

Can deadlines be entered manually?

Yes. Deadlines can be entered using natural language such as “tomorrow” or specific dates.

Can tasks be assigned to teams?

Yes. Tasks can be assigned to individual users or teams.

What happens when a task is marked as done?

The task is moved to the Done status. Completed tasks can be viewed using archived or completed filters.

Why are some tasks not visible to certain users?

Task visibility depends on user roles. Facilitators and Course Owners only see tasks assigned to them, while Admin users see all tasks.

Can tasks include attachments?

Tasks can be used with bookings, contacts, organisations, courses, and course dates.

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