Creating a Site Wide Task

Creating a Site-wide or Standalone Task 

Site-wide (or standalone) tasks are general tasks not linked to a specific meeting or committee. They’re useful for assigning responsibilities across the entire organization.

Only an admin can create and delete Site-wide tasks. This option will not be available for members.

Steps to Create a Site-Wide Task

1. Go to My Tasks
   From the main menu on the left, click My Tasks.
   This opens your Task Dashboard.

2. Click ‘New Task’
    Use the New Task button to open the task creation form.

    A task creation window will appear. It will look like the image below:

Enter Task Details:
Task Type: Select Site to create a site-wide task. You can also create tasks tied to a meeting or a committee from the My Tasks Dashboard.

Title: The task title is the short, descriptive name of the task. It should clearly summarize what needs to be done, helping board members or assignees quickly understand their responsibilities at a glance. This is required, and you won't be able to create a task with an empty title.

Due Date : This is the date by which the task should be completed. It helps members prioritize their work and stay aligned with board or committee timelines. It’s not strictly required, but if left blank, the field will remain empty.

Due Time : The due time is the exact time of day by which a task is expected to be completed. It works alongside the due date to ensure clarity, especially when deadlines are time-sensitive. It’s optional, but if not set, the field will remain empty.

Priority : The priority level indicates how important or urgent a task is. It helps users and administrators focus on what needs attention first, especially when there are multiple tasks assigned. There are four levels of priority for tasks - None, Low, Medium, and High. If no priority is selected, the task will default to Medium priority.

Description : This field is optional, but it's good practice to include more detail to help members understand what is expected of them, especially if the task title is vague. You can use formatting options like highlights and bullet points to make the description clearer and more engaging.

Send Email Notifications: Tick this box to notify assigned members by email. This is the primary way to ensure they are alerted about the task.

4. Assign Members:
Click Continue (bottom right of the task creator window). The Assign Members section will appear. Select the members you want to assign to the task. You have to select at least one member to assign the task to. As this is a site-wide task, all members of the organization, regardless of which committee they belong to, can be assigned to the task.

5. Finish:
    Click Finish to save and create the task.
    Your task will now appear in the dashboard.

Task Visibility
Admins can see all site-wide tasks across the organization.

Members will only see tasks assigned to them.

Priority and Status are shown on the right-hand side of each task entry for quick reference.

Once a task is added, you cannot edit it, other than adding a comment.