Tasks & Task Areas

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A Task is an actionable to-do item for a coach or team. It serves as a reminder to perform an action, such as following up with a participant or reviewing a specific event. While tasks are often linked to a participant, this is optional; they can also be used for general administrative or team-based activities.

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A Task Area is a required category for every task. It provides a way to classify, filter, and report on different types of work. Think of them as folders or labels for your to-do list, such as 'High Risk Alerts', 'Onboarding', or 'Weekly Reviews'.

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Example Imagine a participant's data from a Health Measure indicates they are at a high risk of disengagement. A coach can create a task to intervene:

Task Name: 'High Disengagement Risk - Follow Up Immediately'.
Participant: The specific at-risk participant is linked to the task.
Task Area: The task is assigned to the 'High Risk Alerts' Task Area.
Priority: The coach sets the priority to CRITICAL.
Assignment: The task is assigned directly to the participant's primary coach.

This creates a formal, trackable item that ensures the high-risk situation is addressed promptly.

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Built-in Tasks

In addition to tasks created by users, the system automatically generates tasks to ensure critical events are not missed.

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Unread Messages

The system monitors messages from participants. If a message remains unread for a period defined in the system's Configuration, a new task is automatically generated in the 'Unread Messages' area to prompt the assigned coach to respond.

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Participant Not Consented

When a new participant is added but does not complete the consent process within a certain timeframe, the system automatically creates a task. This alerts the relevant team members to follow up and assist with onboarding.

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Assignment and Visibility

A task's visibility to coaches is controlled by its assignment settings, which are flexible and can be combined:

Assigned Coach: If a task is assigned directly to a specific coach, it will appear in their personal task list.
Assigned Groups: If a task is assigned to one or more groups, it will be visible to all coaches who are members of those same groups.
Unassigned: A task can have no specific coach or group, making it visible to a wider range of users based on other permissions.

Priority and Due Date

To help manage workloads, every task has a Priority level (Low, Medium, High, or CRITICAL) and can be given an optional Due Date to specify a deadline.

Task Logs

The system keeps a detailed, timestamped history of every action taken on a task, providing a full audit trail for all coaching interactions.

Creating a Task Area

Navigate to the side menu and select More → Task Areas.
Click the button to add a new Task Area, giving it a clear name like 'Stress Management'.

Creating a Task

Navigate to the side menu and select Tasks to open the main tasks list.
Click the button to create a new task.
Select a Task Area and fill in the task details, including its Name, Description, and Priority. You can also link a specific participant, though this is optional.
Configure the task's Assignment to a specific coach and/or groups.

While the main list shows all tasks, you can also view tasks related to a specific person on their participant dashboard.

Actioning a Task

Once a task is created, coaches can perform several actions on it:

Activate / Archive: You can toggle a task between an Active and Archived state. Archiving removes a task from the main list but keeps its history.
Complete: When you have finished the work, click Complete. This opens a window allowing you to add notes about the outcome before the task is marked as completed and archived.
Dismiss: If a task is no longer needed, click Dismiss. This is a shortcut that immediately marks the task as 'Dismissed' and archives it without prompting for notes.