Tasks are where the actual work of a project happens.

Each project contains a structured set of Modules, which contain Tasks, which may include Sub-Tasks. Together, these guide both your team and your customers through the onboarding process step-by-step.

Managing tasks effectively keeps projects moving, ensures accountability, and provides visibility into progress.

Understanding Task Structure

Tasks are organized into Modules, which typically represent phases or milestones in the project.

Example:

Module: Kickoff

• Schedule kickoff meeting

• Confirm project contacts

Module: Implementation

• Configure integrations

• Complete data validation

Module: Launch

• Final system review

• Go-live confirmation

This structure helps teams quickly understand where a project stands.

Assigning Tasks

Tasks can be assigned to either:

• Internal Users (your team)

• Customer Users (project members)

Assignments may happen automatically or manually.

Automatic Assignment (Task Roles)

Many tasks use Task Roles, which automatically assign work when a project is created.

For example:

• Implementation Manager

• Customer Admin

During project creation, users can be mapped to these roles, allowing tasks to be assigned automatically.

This ensures the right people receive tasks without manual setup.

Reassigning Tasks

Tasks can be reassigned if responsibility needs to shift to another team member or customer stakeholder.

To reassign a task:

1. Open the Project

2. Locate the task in the List view

3. Click the Assignee field

4. Select a new project member

The task updates immediately with the new owner.

Reassignment is useful when:

• Responsibilities change

• A stakeholder changes

• A task was assigned incorrectly

If a user is removed from a project, any open tasks assigned to them must be reassigned before removal is completed.

Completing Tasks

A task is typically completed when all required Sub-Tasks are finished.

Sub-tasks may include:

• Answer fields

• File uploads

• Signatures

• Instructional steps

• External links

Once everything required is completed, the task can be marked Complete.

Completing tasks:

• Updates project progress

• Triggers automations (if configured)

• Advances the project timeline

Completing Tasks Manually

Internal users can also complete tasks even if subtasks are not fully completed.

This can be done by:

• Clicking Complete Task in the task row in the List view, or

• Opening the task and selecting Complete Task within the Tasks & Subtasks tab

Updating Tasks During a Project

Tasks can be adjusted throughout the lifecycle of a project.

You can:

• Reassign task owners

• Update due dates

• Add comments

• Attach files

• Add additional tasks if needed

This flexibility allows projects to adapt to real-world implementation needs.

Customer Task Experience

Customer users complete tasks through the Customer Portal.

They can:

• View assigned tasks

• Upload files

• Submit answers

• Leave comments

Customers only see tasks that are configured to be visible to them.

Best Practices

✔ Use Task Roles to automate assignments
✔ Break complex work into clear subtasks
✔ Keep instructions concise
✔ Monitor overdue tasks regularly
✔ Use Library Tasks for repeatable work

Clear tasks lead to smoother onboarding and better customer experiences.