Work with tasks

Open Tasks in the sidebar. A task is one piece of work: a title, one person responsible, a priority, and an optional due date. It can point at a candidate, an application, a job, a stage or a questionnaire, or stand on its own with no link at all.

How much of it you see depends on your role. If your role can read the whole company's tasks, you get the board view and everyone's tasks in the company you have selected; if not, you see only the tasks assigned to you, but from every company you belong to.

Press New task. Only the title is required: it takes up to 200 characters, and the Description under it up to 5000. Everything else is optional.

• Assignees: up to 10 people. Pick more than one and each of them gets their own copy of the task rather than sharing one, so everybody can close their own. The form tells you how many will be created.
• Priority: Normal, High or Urgent. New tasks start on Normal.
• Due date: this is what the daily reminder works from. A task with no due date never chases anybody.
• Link to: the record the task is about. Pick a job, an employee, a candidate, an application or a questionnaire, or leave it unlinked.
• Attachments: up to 10 files, 15 MB each. A file over the limit is refused with a message rather than dropped quietly.

If somebody you picked already has an open task on the same record, the form says so: 2 assignees already have an open task on this record. It is a warning, not a block, so you can still go ahead when you meant to.

Open a task later and you can change all of it, including who it belongs to: title, description, due date, priority, assignee, the linked record, and the attachments.

Two views, switched with the icons in the page header. Board view gives one column per status, in the order you set in the status manager, and you change a task's status by dragging its card into another column. List view is a flat list, 20 tasks per page.

Filters and sorting

• Status: Open, Closed, All statuses, or one specific status. Open is what you land on.
• Assignee: All members, My tasks, or one person. Only shown when your role can see the whole company's tasks.
• Priority: All priorities, or one of Normal, High and Urgent.
• Linked to: narrow to a kind of record: application, candidate, job, pipeline stage, questionnaire, requirement, leave request, or no link at all.
• Job: All jobs or one job.
• Due: Any due date, Overdue, Due today or Due this week.
• Sort: By priority, By due date or Newest first.

Every filter, the sort and the chosen view are kept in the page address. A filtered board survives a refresh, and you can paste the link to a colleague and they see exactly what you see.

Assign task appears everywhere a task can be linked to a record: a candidate card on the pipeline board, a candidate in the database, an application, a stage column, and a questionnaire's answers page. Clicking it opens the same assignment form, with the link to that record already filled in.

An application then carries a Tasks (3) section listing the open tasks on that candidate, with Assign to add one and a status control on each row. On the pipeline board, the small avatars on a candidate card are the people holding open tasks for them, and Filter by assignee at the top of the board narrows it to the members you choose.

You can relink a task later from the task itself, with Link a record, Change and Remove link. Two kinds of link are the exception: a requirement review and a leave request are opened by the system and closed by your decision, so leave those links as they are.

A stage can also write tasks on its own. In a stage's Automations tab, the Create a task action fires whenever the trigger you picked happens. You set the title, priority, how many hours it is due in, and what it links to. It goes to whoever already owns the candidate, and the Fallback assignee catches it when nobody does.

A stage requirement is held by default. Moving a candidate into the stage creates the requirement but sends nothing: no upload link, no questionnaire invite, no interview booking. On your side it shows as Held for review, and the board counts it under 1 requirement held for your review.

In the same moment a task appears, titled Review requirement: Upload Resume, linked to that requirement and due in 48 hours. It goes to the Reviewer set on the requirement. Left on Automatic (application owner), it goes to whoever moved the candidate, or failing that to whoever holds the oldest open task on that application, or failing that to the company owner.

Open the application, find the requirement, and press Release or Skip. Release sends it to the candidate right then: the upload link is generated, the questionnaire invite goes out against the latest active version of the questionnaire, or the interview slots are offered. Its status becomes Pending and the candidate can act on it.

Skip takes an optional Reason for skipping and counts the requirement as done for advancement without the candidate ever seeing it. Use it when the step is not needed for this person, not as a way to postpone.

The same decision can be made from the review task itself, where the buttons read Approve and Deny and you can leave Review notes for the team. Either route closes the open review task, but the reverse does not hold: dragging the task to a closed status decides nothing, and the requirement stays held until somebody presses one of those buttons. If a colleague decided first, you get Requirement is not held for review instead of a second decision landing on top of theirs.

To stop a requirement holding at all, open it in the stage configuration and turn on Send automatically on stage entry. The card then shows Auto instead of Held for review. The switch only applies to candidates who enter the stage afterwards, so anything already held stays held until somebody decides. Candidates never see any of this: a held requirement is invisible to them, and one you skipped while it was held never appears at all.

The number beside Tasks in the sidebar is your open tasks across every company you belong to. It is the quickest signal that something is waiting on you.

Notifications cover the rest. You are told when somebody assigns you a task, though not when you assign one to yourself. Once a day in the morning, one reminder goes out for every open task due within the next 24 hours, which includes anything already overdue. Clicking the notification opens that task.

If you created a task for somebody else and it goes overdue, you hear about it exactly once. The person it belongs to keeps getting the daily reminder. And a task with no due date reminds nobody at all, so put dates on the work that matters.