Tasks

Tasks are the work itself. Some you create by hand; most appear on their own from filings that are coming due. The screen exists to answer three questions: what is due, who is carrying it, and what is stuck.

Before you start

Somebody to assign to. Every task needs an assignee, so add your team first.
Tasks are usually attached to a client, so a client business is useful but not required.

Create a task

Open Tasks from the left menu.
Click New Task, top right.
Write a title that says what has to happen.
Pick the assignee — required. A task with nobody on it is a note, not work.
Attach the client if it relates to one.
Set the due date and priority.
Save.

Use Bulk Create when the same job has to go out for many clients — one form instead of thirty.

Work through the stages

A task moves through: To Do, In Progress, In Review, Done. The first of those is counted as To Do on the Flow view but reads Pending on the task's own status badge — same stage, two words for it. Two more stages exist for when it is not moving:

With Client — you are waiting on them for something.
Blocked — something else has to happen first.

Use those two honestly. They are what separates "nobody has looked at this" from "we cannot proceed", and the difference decides who gets chased.

In List view, a task you mark Done leaves the group it was sitting in and drops into Completed at the bottom. That section is folded when you arrive so finished work does not crowd the screen, and it opens by itself the first time you finish something — whether you did it from the row or from the task's own panel — so you can see the task land.

Pick the view that fits

Flow — the default working view.
Ranked — ordered by what matters most, with the reason for the ranking shown.
List — a plain table to scan or filter.
Kanban — columns by stage, drag to move.
Matrix — clients against work, to spot a client with too much open.

Matrix on a phone. A grid of clients down the side and compliances across the top does not fit a phone screen, so on a phone the same information stacks instead. You get one card per client, showing how many of that client's compliances are filed, and inside the card a line for each compliance the client is tracked for — named in full, with that client's own due date beside it, or how many days late it is, or a tick if it is filed. Tap a line to open that task.

Alongside those, switch between Me, Team and Firm to change whose work you are looking at.

Change many tasks at once

Pushing a deadline out across thirty filings should not mean opening thirty tasks. In List view you can tick several and change them together.

Switch to List view.
Narrow the list first — search, or use Filters — so what is on screen is what you mean to change.
Tick the box at the left of each task you want. To take a whole section at once — everything overdue, everything due today — tick the box in that section's grey heading row.
A small bar floats up at the bottom of the screen. It says how many tasks you have, then offers Executor, Reviewer, Due date and Status.
Click one and choose. That is the whole action — there is no Save button, because the change is written the moment you pick.

A message then tells you how many tasks changed. Your ticks are cleared afterwards, so tick the tasks again if you want to change a second thing about them.

Executor and Reviewer open a searchable list of your team — type a name rather than scrolling. Reviewer also offers No reviewer, to take one off.

Due date opens with Today, Tomorrow, In a week and In a month for the common jumps, a calendar underneath for a specific day, and Clear the date for work that has no deadline yet.

A few things worth knowing:

Up to 200 tasks in one go.
Changing a status or a due date is open to whoever can edit the task — your own work and anything you are reviewing. Only firm owners, administrators, managers and partners see the Executor and Reviewer buttons.
Anything in your selection that is not yours to edit is left alone, and the message says how many were skipped.
Changing a filter drops anything that left the screen from your selection, so you never change a task you can no longer see.
Moving work to somebody tells them — but only for five tasks or fewer. Hand over more than that and they see it in their next daily digest instead of a stack of separate alerts.
Marking client work Done still asks those clients for feedback, and still creates the next round of any repeating job, exactly as finishing the tasks one at a time would.

Discuss a task

Open a task and comment on it. Keep the discussion on the task rather than in chat, so the next person to open it can see why it went the way it did.

Every comment is emailed to the firm owner and to whoever is supervising that task, so a conversation on a task does not go unnoticed by the people answerable for it. Nobody is emailed about their own comment.

To reach a specific colleague, type @ and their first name. A tagged person gets a WhatsApp message as well as the email, and the comment appears in their My mentions panel. Tag the assignee if you need them specifically — they are not emailed on every comment, because they are usually the one writing them.

Recurring work

A task set to repeat — daily, weekly, monthly, quarterly, yearly — spawns the next one automatically as the last is finished. Set it up once for standing work.

The new one carries the next due date in the series, not the one you just closed. So finishing today's copy leaves you with a fresh task for next month, still to do — that is the schedule working, not the old task reopening.

What the system does on its own

Compliance tasks are created nightly for filings coming due, assigned to the executor. One task per filing — finishing it ahead of the deadline does not make another appear the next night.
Recurring tasks respawn on their schedule.
A daily reminder goes to each person with work due or overdue — one digest, not one message per task.
An end-of-day summary covers what moved and what did not.
A weekly roll-up goes to managers and partners on their team's backlog. Weekly rather than daily, on purpose — the assignees are already being reminded every morning.
Comments are announced to the firm owner and the task's supervisor by email, and to anyone tagged by name on WhatsApp as well.
Waiting on a client clears itself. Where document collection is running, a task parked on the client returns to the board the moment the documents land, and the executor is told.
Finishing a client task triggers a feedback request to that client.

What you cannot do (and what to do instead)

Not everyone can create, delete or reassign tasks. That is limited to managers and partners. If you need one raised, ask your manager — or have your role changed on the Team screen.
You cannot save a task with nobody assigned. Assign it to yourself if you do not know who yet.
A task cannot depend on itself, and the same dependency cannot be added twice.
You cannot see Tasks if the module is off for your firm. Your firm administrator switches it on.
You cannot bill the same work twice. Work already on an invoice is refused by the billing queue — raise a credit note if the invoice was wrong.

Common questions

Why did tasks appear that nobody created?

They came from compliance. Filings due soon become tasks each night, assigned to whoever is set as executor.

I marked a task Done, and one that looks the same is still showing as Pending.

Look at the due date on the two rows. Your finished one is in the Completed section at the bottom of the List view. If a task with the same title is still open above it, it is the next round of the same standing job and carries a later due date — repeating work creates the following cycle the moment you close the current one. Where both rows carry the same due date, that is a genuine duplicate: delete the untouched one, and tell us, because they should not be created twice.

What is the difference between Blocked and With Client?

With Client means you are waiting on the client. Blocked means something internal is in the way. They are chased differently.

On my phone the Matrix view does not show which compliance a task is for.

It does now — as cards rather than a grid. Each client is a card, and every line inside it is one compliance, named in full with its due date. If you are still seeing a side-scrolling grid on a phone, refresh the page.

Someone left the firm and holds open tasks.

A manager or partner can move them all at once. In List view, filter by that person, tick the section heading to take everything, then choose the new Executor in the bar at the bottom.

I ticked some tasks but the bar has no Executor or Reviewer button.

Those two are for firm owners, administrators, managers and partners. You can still set the status and the due date on your own work and on anything you review.

What does the ranking in Ranked view use?

How close the deadline is, the priority, and what the work is worth. Open a task and it tells you why it ranks where it does.

Somebody should have been notified and was not.

Open the task and go to the Notifications tab, which firm administrators can see. It lists every message the system tried to send for that task, who it was for, which channel it went by, and whether it arrived. Where one failed, the reason is printed next to it — a missing email address, a phone number that is not on WhatsApp, and so on. That is the place to look before assuming nothing was sent.

A teammate has no WhatsApp number, or their number is not on WhatsApp.

They still get the email. Add or correct the number on the Team screen — the Notifications tab on the task will say plainly which of the two was missing.