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Tasks

Tasks let you assign action items to people or groups in your church. Whether it is a one-time to-do or a recurring responsibility, tasks help you track what needs to be done and who is responsible so nothing gets overlooked.

Before You Begin

  • Make sure the people or groups you want to assign tasks to exist in B1 Admin
  • In the Jump menu, choose Serving > My Work to see tasks

Viewing Tasks​

In the Jump menu, choose Serving > My Work (or search for "My Work"). The Tasks list shows each task's title, who it is associated with, who it is assigned to, when it was opened, and its status. Your workflow cards appear alongside it under My Cards.

Use the tabs above the list to switch between tasks Assigned to Me, Assigned to My Groups, and Requested by Me. Each tab shows how many tasks it holds.

tip

By default, only open tasks are shown. Choose Closed above the list to see completed tasks instead.

Creating a Task​

  1. On the My Work page, click Add Task. A New Task form opens.
  2. Click the Associate with box and choose the person the task is about.
  3. Click the Assign to box. In the Select a Person or Group window, search on the Person tab, or switch to the Group tab and search for a group, then select the result.
  4. Enter a Title for the task.
  5. Add Notes with any details or instructions for the assignee.
  6. Click Save.

The task will now appear in the task list and will be visible to the assignee on their dashboard and mobile app.

Managing a Task​

Click on any task to open its detail page. From here you can:

  • Close or reopen the task -- Click Close task when the work is done, or Reopen task to open it again.
  • Reassign the task -- Click Assign to choose a different person or group.
  • Change who it's about -- Click Associate to pick a different person.
  • Add notes -- Post updates or details for the assignee in the task's notes.
  • Set reminders -- See Task Reminders below.

Task Reminders​

A task with a due date can remind its assignee before it is due.

  1. On the task's page, click Edit next to Reminders.
  2. Turn on Send reminders for this task.
  3. Under When should reminders go out?, pick up to three timings: 7 days before, 3 days before, 1 day before, or Day of.
  4. Set the Time of Day and, optionally, a Message.
  5. Under Send By, choose Push, Email, and, if your church has a texting provider connected, Text.
  6. Click Save Reminders.

If the task has no due date, B1 warns you that no reminders will be sent until one is set. Text reminders only reach people who turned on Text messages in their Notification Preferences, and each text may cost your church.

Task Lifecycle​

  1. A new task starts with a status of Open.
  2. The assignee receives a notification and can view the task from their dashboard, Serving > My Work, or the mobile app.
  3. Once the work is complete, the assignee (or an admin) clicks Close task.
  4. Closed tasks are removed from the default view but can still be found by choosing Closed above the task list.
info

B1 Admin no longer creates recurring tasks on a schedule. For repeating follow-up with people, use a workflow with a schedule trigger.

tip

When you need to move many people through the same set of stages -- such as new-visitor follow-up or a membership process -- use Workflows. Workflows turn tasks into cards on a drag-and-drop board with steps, due dates, and routing.

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Some tasks are created automatically by other parts of B1 and open to a special review card instead of the standard note/reassign view -- group join requests, profile change requests, and account deletion requests all work this way.

Next Steps​

  • Move people through a multi-step process with Workflows
  • Use Workflows to move people through repeatable processes automatically
  • Use tasks alongside Service Plans to track service preparation action items