Create & Manage Tasks

Written by Nick Miles

Last published at: October 17th, 2019

The Task tool can be used to remind yourself and your staff about upcoming projects, administrative tasks, and recurring events at your foundation. While creating tasks, convert them into iCalendar (.ics file) invites and send them directly to your staff from CommunitySuite. Once received, your staff can download the .ics file and it will automatically create an event on their calendar with the details of the task.

Create a Task

  1. Select Add Task from the Home page.

    Tasks can be created from anywhere in the system.

  2. Check the box(es) to assign the task to one or multiple users.

    If multiple users are selected, a separate task (with the same details) will be assigned to each user.

  3. Check the box next to Send Calendar Invite to send .ics (iCalendar) invites to the users that the task is assigned to. 
    • Each user that the task is assigned to will receive a .ics calendar invite.
    • ics calendar files are compatible with most calendar programs, such as Microsoft Outlook, Google Calendar, and Apple Calendar.
    • If the task Due/Reminder Date is edited after the original calendar invite is sent, a new email will be sent to the assignee, with an updated .ics calendar invite. The assignee can then accept, or decline the proposed time change. If the assignee declines the proposed change, the user who assigned the task will be notified (via email) that the assignee declined the invite.
    • Check out this video for more information.
  4. If you've created task types, select a task type from the drop-down. Enter a description, due date/reminder, and recurring interval, then click Create.

    Recurring intervals can be set for 1 day, 1 month, 1 week, or 1 year.

Manage Tasks

  1. Select Tasks from the Home page.

    If you have overdue tasks, the task option will be outlined in red.

  2. The main tasks page will default to All My Tasks, which lists all incomplete tasks that are assigned to you. Click Assigned Tasks to view all tasks assigned by.
  3. If you need to edit a task, click Edit.

    If you're sending a calendar invite with a task, and the task Due/Reminder Date is edited after the original calendar invite is sent, a new email will be sent to the assignee with an updated .ics calendar invite. The assignee can then accept, or decline the proposed time change. If the assignee declines the proposed change, the user who assigned the task will be notified (via email) that the assignee declined the invite.

  4. Once a task has been completed, click Done to move it into the completed tasks list.