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Task Management

Community Experience

Adding Tasks Access

In User Management when editing a user account, navigate to or click on the Tasks tab in the top right corner of User Management.

Tip: You may need to click the arrow to scroll to the right to see Tasks

Toggle Tasks Access for the selected user. Optionally toggle Task Manager role on for the user.

There can only be one Task Manager

Task Managers have visibility into all Tasks across a organizations instance of Task Management, can manage users with Task Access, and manage Task Management Settings.

Roles

Task Manager

  • Has visibility into all Tasks. Manages users with Task Access and manages Task Management settings.

  • There may only be one Task Manager at the Client level.

Task Admin

  • Has visibility into and can act on all Tasks at suborgs they have permissions to

  • Task Admins are automatically assigned to Tasks submitted for their sub-org.

  • There may only be one Admin per suborg. The Task Manager is the default Task Admin per suborg.

Task Collaborator

  • Has visibility into all Tasks for a Group.

  • They can act on those tasks like a Task Admin—including updating tasks, responding, adding internal notes, and assigning/reassigning within the Group.

  • They are never auto-assigned by default routing; new tasks still go first to the group’s Task Admin, or to the Task Manager if no Admin is configured.

  • There can be multiple Collaborators per Group, unlike the one-Admin-per-group constraint.

Task Responder

  • Can respond to tasks assigned to them by Task Admins and Task Managers

  • There is no limit on the number of Responders per sub-org.

Task Permissions

Capability

Task Manager

Task Admin

Task Collaborator

Task Responder

Dashboard Access

✅

✅

✅

✅

View Tasks

✅ All Groups

✅ All Tasks for Group in which user is the Admin

✅ All Tasks for Group in which user is a Collaborator

✅ Assigned tasks only

Create Tasks

✅

✅

✅

❌

Respond to Tasks (External)

✅

✅

✅

✅ Assigned only

Add Internal Notes

✅

✅

✅

✅ Assigned only

Assign/Reassign Tasks

✅ Any user

✅ Within suborg

✅

⚠️ May reassign only to Admin (current pattern)

Change Task Properties (status, priority, group)

✅

✅

✅

⚠️ Limited (cannot change Group)

Mark Tasks as Spam

✅

✅

✅

✅ On Tasks assigned to them

Is Auto-assigned tasks on task submission

⚠️ Only if no Task Admin has been defined for an Group

✅

❌

❌

Manage Task Access & Settings

✅

❌

❌

❌

Setting up Contact Forms

Navigate to Settings within CMS for the Community Experience Contact Form, there will be a section for Contact Form within each sub organization that you can customize individually.
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On this screen you can customize your Topics and Custom Confirmation Message. If you ever want to go back to the default message originally available, click Reset to Default.

Once created Topics will be added to the top level Organization. Additionally, a preview is available on the right side of the screen to show what it will look like when shown on your homepage.

Responses to Contact Forms will be sent to the Task Management section. The Contact Form, when publishes, is displayed on an organizations public websites.

Types of Task Email Notifications

  • Requester emails

    • Sent to Guardians / Community Members associated with a Task

    • Supports two-way email communication: Requesters can reply to these emails, and replies are ingested back into the Task thread.

    • Request emails come from [email protected]

  • Staff emails

    • Sent to Task Manager / Task Admin / Task Responder, users for operational alerts (assignment, new requester messages, internal notes, etc.).

    • Meant to be used for notes, they Does not support replies. Staff must click through to Task Management to respond.

    • Emails come from [email protected]

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