What are tasks?
Tasks in Assemble allow users to create tasks for themselves or to carry out tasks requested by the organisation.
A user who has been assigned a task has the ability to record multiple activities they've carried out in order to complete that task. These activities can be on or span several days with no limits to the number of activities recorded, allowing them to keep track of what they are doing on a specific task.
If the task has outcomes that need to be recorded, this information will also be collected when the task is completed.
Within the tasks section, depending on your permissions, you may be able to:
- Be assigned tasks
- See a list of unassigned tasks and take them to complete yourself
- Create a task for yourself
The tasks section is broken into multiple sub-sections:
This will show all open tasks that:
- Are unassigned tasks that are available for you take
- Tasks that have been assigned to you
- Tasks that you are the owner of (ie you created)
This will show all open but unassigned tasks that you are eligible to assign to yourself.
This will show all open tasks that have been assigned to you or tasks that you created.
Take a task (assign to self)
To assign a task to yourself, which is also known as taking a task, click on any unassigned task. You will only be able to see tasks that are relevant to your role or team. Once you have read the details of the task and are happy that you will be able to carry it out, click the "Assign to me" button.
The task owner will be notified that you have taken the task.
Once you have been assigned a task or taken one, you will be able to record activities against it. This lets you record, if you want to, everything you've done to complete that task. It's particularly useful if the task requires you to carry out multiple activities over a number of days. To add an activity, just press the "Add activity" button and follow the on-screen instructions.
All your past activities for this task will be shown to you below the "Add activity" button. They will also be visible in the Activities section with the hours you've spent being updated.
Leave a task
If you are no longer able to complete the task, click the "Leave task" button and you will no longer be notified about this task. All your recorded activities will be kept within the task so the next person assigned the task knows what's been done. If you leave a task, the task owner will be automatically notified.
Complete a task
When you have completed the task, click the "Complete" button. This will add an activity for you, and you can say how long you spent on the task (or the most recent activity for it if you've already added other activities to it). If the category of the task you are completing has outcomes that need to be recorded, you will be asked to provide this information. Please be aware that if the outcomes are compulsory, you will not be able to complete the task until you have provided this information.
Add new task for yourself
If you have permissions to do so, you can create tasks for yourself to complete.
To add a new task, click the "Add new task" button and you will be asked for the following basic details:
- Category (same categories used in activities)
- Priority (low, normal, high, urgent)
- Due by / due on
- Task title
- Owner (defaults to the user setting up the task)
In addition to the above required information, you can also enter the following information when setting up a task:
- Further description of the task
- Location (specific address)
Managing your tasks
You will get a notification in Assemble when you've been assigned to a task. If a task is made open to a team you're part of or to anyone with a role that you have, you won't get a notification but can see which tasks are available in the Unassigned view of tasks.
When a task due date has passed, it will be displayed in red but you can still complete it. The task itself is not automatically removed from the system. If it's a task that you created, you should then cancel, extend or complete the task.