Set up the Tasks module

The Tasks module brings full-featured to-do and task management to your app. You decide whether your users only manage their own private tasks, work together as a team, or complete tasks you assign to them. The setup wizard walks you through the configuration in five steps.

Automatic setup in the background

As soon as you activate team or admin tasks, everything needed for cloud syncing is set up in the background. You don’t need to worry about anything when activating the module — when you publish your app, the rest is handled automatically.

Overview

The Tasks module offers everything you need for modern task management:

Three modes

Private, shared or assigned tasks — individually or combined.

Five views

List, Kanban, Calendar, Grouped or Dashboard — whatever you prefer.

Status & priorities

Three status presets: simple, standard, or extended with review.

Admin workflow

Assign tasks, review proofs and approve them — only in admin mode.

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Start the setup

1. Open Edit Mode in your app
2. Go to Modules & Features
3. Tap on Tasks and then on Set up
4. The setup wizard opens with five steps

Tip

💡 You can cancel the wizard at any time and continue later from where you left off. Your previous entries will be preserved.

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The setup steps at a glance

The Tasks setup consists of five steps:

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Step 1: Choose task modes Required

In the first step, you decide which kinds of tasks should be possible in your app. You can activate one, two, or all three modes at the same time — but at least one must be active.

Mode	Description
Private (just for me)	Personal to-dos that only the respective person sees. Stored locally on the device.
Team (shared)	Shared task lists that several people work on together. Synced via the cloud.
Admin (assigned)	You distribute tasks to individual users or groups. Completed tasks can require a proof that an admin has to approve.

What does this mean in plain words?

• Private is like a personal notes app — everyone only sees their own tasks.
• Team is like a shared shopping list — everyone in the team sees and edits the same tasks.
• Admin is like a checklist of duties — you as the operator hand out tasks, your users tick them off and, if needed, submit a proof.

Tip

💡 For a private productivity app, Private alone is often enough. For a club or employee app, Team and Admin make sense. You can also adjust the modes later in the Tasks Editor at any time.

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Step 2: Choose how tasks are organized

In this step, you decide how tasks are grouped:

Option	Description
Simple lists	Tasks are collected in flat lists — ideal for a manageable number of tasks.
Projects	Tasks are grouped in projects and categories — ideal for larger teams or several topic areas.

Lists or projects?

Lists are like sticky notes: simple, fast, one per topic. Projects are like folders with subfolders: more structure, more overview — but also a bit more effort when setting them up.

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Step 3: Status preset

Here you choose how many statuses a task can go through:

Preset	Status steps
Simple	Open → Done
Standard	Open → In progress → Done
Extended	Open → In progress → Review → Done → Archived

Tip

💡 If you have activated admin mode and want to review proofs, we recommend the Extended preset. The “Review” status makes sure tasks aren’t counted as done too early.

Statuses can be adjusted later

The preset is just a starting point. In the Tasks Editor, you can later add, rename or remove your own statuses.

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Step 4: Default view

Decide how tasks are shown by default when your users open the module:

View	Description
List	The classic, simple list — always works and is especially clear.
Kanban	Columns by status (e.g. “Open / In progress / Done”) — ideal for teams that want to see their progress visually.
Calendar	Tasks are shown in the calendar based on their due date.
Grouped	Tasks are bundled by category, priority or list.
Dashboard	Overview view with key figures and the next tasks.

Tip

💡 Your users can switch the view themselves at any time later — the default view is just the first thing shown when opening the module.

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Step 5: Summary & activate

In the last step, the wizard shows you a summary of your selection:

• Active modes (Private / Team / Admin)
• Organization (lists or projects)
• Status workflow (Simple / Standard / Extended)
• Default view

Tapping Activate Tasks module sets up the module, which is then available in your app right away.

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After activation

After a successful setup, the module is active and can be managed by you or your team:

• In the admin area, you’ll find the module under Content and can create and manage tasks from there.
• In the Tasks Editor, all detail settings are available to you: show or hide fields, adjust the layout, configure behavior, and set up push notifications.

Tasks Editor All details for customizing the Tasks module

Admin area → Content Create, assign and manage tasks

Proof workflow only in admin mode

The proof workflow (photo or file upload on completion, approval by an admin) is only visible and usable if you activated admin mode during setup. Without admin mode, tasks are considered done as soon as they are checked off.

Escalation, templates & export

Escalation reminders, recurring tasks from templates and CSV export are also features of admin mode. They appear in the admin area under Content → Tasks after activation.

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Frequently asked questions

Do I need Firebase to use tasks?

No, not necessarily. If you only activate private mode, tasks are stored purely locally on the device — fully without the cloud. As soon as you activate Team or Admin, a cloud connection is required so several people can see the same tasks. This is set up automatically when you publish your app.

Can I switch between lists and projects later?

Yes. The choice in the setup wizard is only a starting value. In the Tasks Editor, you can change the organization at any time. Existing tasks are preserved and carried over as best as possible.

What happens to existing tasks if I deactivate Team?

Shared tasks remain in the cloud, but are no longer visible in your app while Team is deactivated. As soon as you activate Team again, all tasks reappear. So nothing is lost.

How do I activate the proof workflow?

The proof workflow is part of admin mode. Activate it in Step 1 of the setup wizard. You can then configure per task or per template in the Tasks Editor whether a photo or file is required as proof and whether an admin needs to approve completion.

Can I use several modes at the same time?

Yes. Private, Team and Admin can be combined freely. Your users will then see separate areas in the app for their own, shared and assigned tasks.

Which view is best?

That depends on the use case:

• Private / single person: List or Calendar
• Team / projects: Kanban
• Duties / recurring tasks: Grouped or Dashboard

You can change the default view at any time — and your users can also switch between views in the app.

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Tips

Start small

💡 Start with Private + standard status + List. That covers 80% of all use cases and is immediately understandable. You can always add Team or Admin later.

Require proof only where needed

💡 Only require proofs where they are really necessary (e.g. safety checks, deliveries). Too many proof requirements frustrate your users.

Activate push notifications

💡 If you have the Notifications module active, you can decide in the Tasks Editor when push messages are sent — for example on assignment, due date or approval.

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Related documentation

Tasks Editor Adjust layout, fields, behavior and push events

Admin area Manage content, support users and review reports

Set up Firebase When you use team or admin tasks

Notifications Editor Push messages for due or assigned tasks