Tasks Editor

The Tasks Editor is the central control panel for every setting around your app’s tasks module. Here you decide who can create tasks, what they look like, which fields are required, and how the admin workflow for assigned tasks with proof of completion runs.

Overview

The tasks module combines three worlds in a single module:

Private tasks

Personal to-dos, stored only on your device.

Team tasks

Edit, comment and assign together with others.

Admin tasks

Send tasks to users, measure progress, review proofs.

Five views

List, Kanban, Calendar, Grouped and Dashboard.

You can switch each of the three task modes on or off independently. If you only need a private to-do list, just enable “Private tasks”. If you want to run a full admin workflow, also enable “Admin tasks”.

Opening the editor

Open Edit Mode in your app.
Go to Modules & Features.
Tap on Tasks module and then on Edit.
The editor opens with a preview at the top and six tabs below.

Above the tab bar you always see a live preview that reflects your changes immediately — colors, card style and sample tasks update as soon as you adjust the settings.

The six tabs

Tab	What you configure here
General	Module title, task modes, organization, views, grouping
Fields	Which fields per task are visible/optional/required, limits
Status	Status and priority lists with colors and order
Admin	Target types, escalation, proof workflow, CSV export
Layout	Colors (Light & Dark), card style, corner radius, spacing
Behavior	Swipe actions, pull-to-refresh, auto-hide, push notifications

In the top right you’ll find the Save button. If you make changes without saving, a small orange dot appears as a hint. From the dropdown menu next to the Save button you can also choose Reset to defaults if you want to discard all customizations.

“Reset to defaults” only resets the module settings — tasks you’ve already created stay intact.

Tab 1: General

In the General tab you set the basic direction of the module.

Module title

Here you set the name shown to users in the app (for example in the top bar or in the bottom navigation). You can store the title for every enabled language — just tap the language tab and enter the matching term.

If you don’t fill in the title yourself, the app automatically uses the default term “Tasks”.

Organization mode

Pick how your tasks are grouped:

Lists — Simple: tasks are grouped in named lists (comparable to classic reminder apps).
Projects & categories — Rich: projects bundle tasks, while categories additionally classify them by topic.

Task modes

Three independent switches:

Private tasks — Each person manages their own to-dos. Stays entirely on the device and works offline too.
Team tasks — Members assign tasks, comment and edit together in the cloud.
Admin tasks — Admins dispatch tasks to roles or groups, with an optional proof-of-completion workflow.

Team and admin tasks need a configured cloud backend. If cloud features aren’t active yet, the editor shows a warning hint with a direct link to the setup.

Default view

Here you choose which of the five views is shown first when the tasks page is opened:

List — Classic task list, line by line.
Kanban — Columns per status (for example Open, In progress, Done), move tasks with a tap.
Calendar — Tasks shown on their due day in a monthly grid.
Grouped — Sorted by day, category, project or priority.
Dashboard — Compact overview with key numbers and upcoming tasks.

Allowed views

With five individual switches you decide which views are available to users at all. If you turn off “Kanban”, the option disappears from the view switcher.

At least one view has to stay active. The selected default view also has to be included in the allowed views.

Default grouping

Only visible when the Grouped view is active. You pick how tasks are sorted initially in this view:

By day — Today, Tomorrow, This week, Later, Overdue.
By category — e.g. Work, Personal, Shopping.
By project — Project membership from the projects mode.
By priority — Low to Urgent.

In the app, users can change the grouping at any time using small selection chips.

Tab 2: Fields

In the Fields tab you decide which extra fields are shown per task — and whether users have to fill them in.

Visibility per field

For each of the following fields you pick one of three options:

Off — The field is not shown.
Optional — The field is visible but not required.
Required — The user has to fill in the field, otherwise the task can’t be saved.

Field	What it’s used for
Assigned to	The person responsible for the task.
Subtasks	Smaller steps within a task (a checklist).
Attachments	Files like photos or PDFs related to the task.
Tags	Free-form keywords used for filtering.
Comments	Discussion right on the task.
Recurrence	Daily, weekly or monthly repetition.
Reminder	Push notification at a fixed time.

Limits

Here you set upper limits for three fields:

Max subtasks — How many subtasks per task are allowed at most. Default: 20.
Max attachments — How many files per task can be attached. Default: 5.
Max file size (MB) — The largest allowed size of a single attachment. Default: 10 MB.

If a limit is exceeded, the app shows a friendly error message — the task can’t be saved until the limit is respected.

Tab 3: Status

In this tab you maintain the status and priority lists available in your app.

Status presets

Three presets let you grab a typical status set in one click:

Simple — Open → Done.
Standard — Open → In progress → Done.
Extended — Open → In progress → Review → Done → Archived.

Custom status list

Below the presets you see the current status list. For each entry you can edit:

Key — Internal name (e.g. open, in_progress, done).
Label — Visible name (e.g. “In progress”).
Color — Color of the status dot on the cards.
Order — Determines the sorting in Kanban columns and filter chips.
Counts as “done” — When active, the task is treated as completed once it has this status.

You can add new statuses, edit existing ones and delete them.

At least one status with “Counts as ‘done’” should be active so that the done behavior (for example auto-hide) works correctly.

Priority presets

Three presets to choose from:

Off — Don’t show priorities.
Simple — Low / High.
Standard — Low / Medium / High / Urgent.

Custom priority list

Just like with statuses, you can adjust each priority — key, label, color, order. The color later appears as a small accent on the task card.

Tab 4: Admin

The Admin tab controls all features around tasks dispatched by an admin.

If you turned off admin mode in the General tab, this tab is locked. Enable admin mode first to use the options.

Target types

Here you set which recipient groups admins are allowed to send tasks to. Each type can be turned off individually:

Broadcast (all users) — The task goes to every active user of the app.
By role — The task goes to every user with a specific role (e.g. Admin, Moderator, Editor).
By group — The task goes to the members of a group from the Members module.
Individual users — The task goes to explicitly selected people.

“By group” only works when the Members module is active. Otherwise the admin wizard shows a hint to set up the Members module first.

Escalation

Enable escalation — If a recipient doesn’t finish a task on time, an escalation contact is notified.
Default offset — How long after the deadline the escalation triggers (e.g. after 1 day, 3 days or 7 days).

The default values can still be adjusted in the wizard for each new task assignment.

Proof

Allow proof upload — Recipients are allowed to upload a file (for example a photo or PDF) as proof.
Require admin approval — Uploaded proofs have to be reviewed and approved by an admin before the task is considered done.

“Require admin approval” only makes sense if proof upload is also allowed. The two switches are linked.

Export

Allow CSV export — Admins can export the recipient list of an assignment as a CSV file (for example for external analysis).

If you disable export, the app automatically hides the export button in the recipients dashboard.

Tab 5: Layout

In the Layout tab you adjust how the task cards look.

Light/Dark toggle

The “Light / Dark” toggle decides which mode you’re currently styling. You don’t have to maintain both modes at the same time — the app automatically uses the matching set.

Colors

Background — Background color of the tasks page.
Text — Font color for task titles and descriptions.
Primary color — Accent color for selected chips, buttons and highlights.

Card style

Three options:

Flat — No shadow or border.
With shadow — A subtle shadow under the card.
With border — A thin line around the card.

Dimensions

Corner radius — How strongly the corners of the cards are rounded.
Padding — Space between card content and card edge (top, right, bottom, left — separately adjustable).
Gap between cards — Gap between two consecutive cards in the list.

Tab 6: Behavior

Here you control gestures and push notifications.

Interactions

Pull to refresh — Reload the list by pulling down.
Swipe actions — Process tasks faster with sideways swipes:
- Swiping from left to right toggles the done status.
- Swiping from right to left deletes the task.
Long press opens detail — Instead of a quick-action menu, a long finger press opens the detail view directly.

Hide completed

The Hide after switch decides when completed tasks automatically disappear from the main list:

Never hide — Completed tasks stay visible permanently.
After 1 day — Disappear after 24 hours.
After 7 days — Disappear after a week.
After 30 days — Disappear after a month.

Tasks aren’t deleted in the process — they’re just hidden. You can still reach them through filters or the detail view.

Notifications

If the Notifications module is active, you can switch fourteen push events on or off here individually:

Event	When it triggers
Task assigned	A new task has been assigned to you.
Task due soon	The deadline is getting close.
Task overdue	The deadline has passed.
Status changed	Someone changed the status of one of your tasks.
New comment	One of your tasks received a new comment.
Task completed	A task has been marked as done.
Assignment received	An admin sent you a new task.
Reminder due	The reminder time you set in advance has been reached.
Escalation	A task has been flagged for missing the deadline.
Proof approved	Your proof was accepted.
Proof rejected	Your proof was rejected — please upload again.
Date-choice reminder	Recipient in “Recipient chooses” mode hasn’t picked a date yet — reminder per configured schedule.
Date entered	Recipient has set their chosen date — admin gets notified.
Date-choice deadline missed	Latest deadline for picking a date passed without the recipient entering one. Sent to both recipient and admin.

The Notifications module has to be set up separately. If it’s not active yet, the editor shows a hint with a direct link to the setup. The individual switches are then hidden.

In the app: frontend features

Tasks overview

When you open the tasks page, you’ll see three actions in the top app bar:

Magnifier — Search by title or description.
View switcher — Switch between the enabled views.
Plus — Create a new task.

Below that, your tasks are shown in the selected view.

Creating / editing a task

Tap the plus at the top or tap on a task to open the form. Which fields appear depends on your configuration in the Fields tab. Typical fields:

Title and description.
Status, priority and due date.
List or project — depending on which organization mode is active.
Assignee, tags, recurrence and reminder — if enabled.
Subtasks — as a small checklist within the task.
Attachments — pick files directly from your device and attach them.
Location — choose Private (local only) or Team (shared) when both modes are active.

Use Save in the top right of the bar to finish the form.

Detail view

A tap on a task (or a long press, depending on your setting) opens the detail view with:

Date-choice banner — Only for admin tasks in “Recipient chooses” mode when no date has been set yet. Highlighted in the primary color, with a Pick date button and (if a latest deadline is configured) the corresponding display.
Header — Title, status chip in the status color, priority badge.
Meta row — Due date and assignee.
Tags — As a row of chips.
Subtasks — Tickable directly.
Attachments — List of attached files.
Proof section — Only visible for admin tasks, supports file upload and shows the review status.
Comments — Chronological, with an input field to send messages.

For tasks in “Recipient chooses” mode with the reschedule option disabled, the due date becomes read-only after the first pick. A subtle hint “Set by admin: cannot be changed” makes this clear.

From the three-dot menu in the top right you can also Share the task (via a secure link), Edit or Delete it.

Managing lists, projects and categories

A separate area in the app shows a list of all created lists, projects and categories. Here you can rename them, create new ones or remove them — and with a tap open a pre-filtered task view that only contains the matching tasks.

Admin area

The admin area is the control center for assigned tasks. You reach it via the app’s admin area, in the Task Management entry.

Overview

You’ll see all assignments in three tabs:

Active — Running assignments.
Completed — Already finished assignments.
Archived — Retired assignments.

For each assignment, the following information is shown: title, recipient count, completion ratio and overdue ratio. From the three-dot menu you can archive or delete every assignment.

In the top right you’ll find:

Plus — Create a new assignment (opens the wizard).
Templates — Direct jump to template management.

Creating a new task — step by step

The wizard guides you through creating an assignment in five steps:

Basics — Title, description, priority. Optional: use the Load template button to apply a ready-made template that pre-fills all the other fields.
Audience — Pick who receives the task: all users, a role, a group or individual people.
Due date — Choose how the date is handled (three modes, see below).
Proof & escalation — Should the task require a file proof? Should admin approval be needed? Should the task escalate automatically after the deadline?
Preview & send — Overview of all entries, with a recipient preview. Tap Send task to create the assignment and dispatch it to all recipients.

The escalation and proof defaults come from your module configuration in the editor. You can override them per assignment here, though.

Step 3: Due-date mode

In step 3 you choose between three modes for handling the due date:

No due date — The task has no deadline. Useful for open-ended items that don’t carry time pressure.
Fixed date for everyone — All recipients get the same date. Optionally with a time too. Classic case for shared deadlines like “Safety training by April 30”.
Recipient chooses — Each person sets their own date when they open the task. Ideal for tasks of varying length (e.g. “When will you finish the onboarding video?”).

When you select Recipient chooses, the following additional options become available:

Set latest deadline — Optional. Limits how late the recipient may pick their date. If the deadline passes without a date being set, the system marks the task as “Deadline missed” and notifies both recipient and admin.
Recipient may change date later — Off by default. When enabled, the recipient can change their chosen date as long as the task isn’t completed.
Date-choice reminders — A list of fixed offsets (e.g. “2 days after receipt”, “5 days after receipt”) at which recipients receive a push reminder if they haven’t picked a date yet. These reminders are independent of the regular task reminders, which only kick in once a date has been set.

After receiving the task, recipients see a clearly highlighted banner in the detail view asking them to enter their date. As long as no date is set, the task is not considered overdue — it stays in the “No date set” state.

Recipients dashboard

When you tap an existing assignment, the recipients dashboard opens. It shows:

Key numbers at the top — Total recipients, Open, Done, Overdue. For tasks in Recipient chooses mode, additionally “Date set: X / Y” and — if a latest deadline is configured — “Deadline missed: Z”.
Tabs for the individual statuses — Open, In progress, Done, Overdue.
A card per recipient with their name, status and last activity.

For tasks in Recipient chooses mode, each recipient card additionally shows a date badge with three states:

Date set (neutral) — Shows the date chosen by the recipient, with a tooltip “chosen on DD.MM.”.
No date set (orange) — Recipient hasn’t entered a date yet.
Deadline missed (red) — Recipient missed the latest deadline without picking a date.

Recipients without a date are automatically pinned to the top: first “Deadline missed”, then “No date set”, then the rest.

The following actions are available to you:

Send reminder (per recipient) — Sends a push notification to exactly that person.
Remind to set date — Only visible when “No date set”. Sends a special push notification asking the recipient to pick their date.
Remind all — Reminds all recipients who haven’t finished yet, in a single step.
Escalate — Marks an overdue task as escalated and reports it to the escalation contacts.
Extend deadline — Shifts the due date for selected or all recipients.
Add user — Adds recipients to the assignment afterwards.
Remove user — Takes individual recipients out of the assignment again.
Admin note — Internal note, only visible to admins.
Export as CSV — Downloads a CSV file with the recipient list.

When a recipient is reminded, the admin sees right away whether the push notification was sent successfully — or gets an error message if the Notifications module isn’t active.

Template management

Templates speed up the creation of recurring assignments — for example the yearly safety training. For each template you store:

Name — How the template appears in the selection list.
Task title — Pre-filled title of the later task.
Description — Pre-filled description.
Priority — Default priority (or “No default”).
Due date relative to send — Offset added to the current date when sending (same day, after 1 day, 3 days, 7 days, 14 days or 30 days).
Reminders — List of fixed times before the due date when recipients are reminded.
Require proof — Recipients have to upload a file.
Require admin approval — Uploaded proofs have to be approved.
Enable escalation — On miss, the task escalates automatically with its own offset.

When creating a new assignment, just choose Load template in the wizard — all fields are taken over, you only have to pick the audience and send.

Tips

💡 Save time with templates: Set up recurring tasks once as a template. Next time, a single click is enough — title, description, deadline, reminders and proof requirement are set instantly.

💡 Start small: If you only want a simple personal to-do list, enable just “Private tasks”, turn off the fields you don’t need in the Fields tab and pick the “Simple” status preset. The module will then feel like a lightweight reminder app.

💡 Use required fields wisely: Only mark fields as required when they’re truly needed for every task. Too many required fields quickly feel like a hurdle, and users might cancel the create flow.

💡 Try out swipe actions: If you have lots of short tasks, you’ll benefit a lot from sideways swiping — marking as done or deleting goes much faster than via the three-dot menu.

💡 Pick a realistic escalation offset: An offset of 1 day is fine for day-to-day tasks. For longer-term topics (training, reports), 3 or 7 days feels more natural and avoids unnecessary escalation storms.

Frequently asked questions

Can I use multiple modes at the same time?

Yes. You can freely combine Private, Team and Admin. In the task form you then pick per task whether to create it as private or shared.

What happens to tasks if I disable a mode later?

The tasks remain in the database and are only hidden in the app. As soon as you re-enable the mode, they become visible again.

Why does the Admin tab show “Admin mode disabled”?

The Admin tab needs “Admin tasks” enabled in the General tab. As soon as you turn that switch on, the admin options become available.

Can users change the status of a task directly from the list?

Yes — via the swipe action (if enabled) or in Kanban mode by long-pressing and dragging the task into another column.

What happens to attachments when I delete a task?

The associated files are deleted with it. Make sure no important original documents only exist as a task attachment.

Do push notifications work without the Notifications module?

No. As soon as the module is active, you can switch each of the fourteen task events on or off individually. Without an active Notifications module, all push switches are hidden and a hint banner appears in the editor.

Where do I see the progress of an admin assignment?

In the admin area under “Task Management”, tap an existing assignment to go straight to the recipients dashboard with all key numbers, filters and actions like “Remind all” or “Escalate”.

When is “Recipient chooses” useful?

Whenever the task takes a different amount of time per recipient or is hard to schedule centrally — for example onboarding modules, voluntary trainings, individual reports or tasks that require on-site appointments. With the optional latest deadline you still keep a clear endpoint in sight while giving recipients flexibility in how they organize themselves.

What happens if a recipient doesn’t pick a date within the latest deadline?

Once the deadline has passed, the system marks the task as “Deadline missed”. Both the recipient and the admin receive a push notification. In the admin dashboard, a red “Deadline missed” badge appears and an additional KPI counts these cases.

Can I change a recipient’s date later as an admin?

Yes — using the Extend deadline action in the recipients dashboard you can adjust the date for a single or all recipients, regardless of the chosen mode.