Managing Tasks with the Kanban Board

The Tasks board is a kanban-style interface for managing action items across your church. Whether it's a follow-up call, event planning, or administrative work, you can create tasks, assign them to team members, set priorities and due dates, and drag them across columns as work progresses.

Drag tasks between columns to update their status

Getting to the Tasks Page

Open Tasks from the sidebar

In your admin dashboard, click Tasks in the left sidebar. The Tasks board loads with three columns: Pending, In Progress, and Completed.

Note

Tasks requires a subscription tier that includes the Tasks feature. If you do not see Tasks in your sidebar, your plan may not include this feature.

Understanding the Board

The board is organized into three columns that represent task status:

Pending — tasks that have not been started yet.
In Progress — tasks someone is actively working on.
Completed — finished tasks (shown at reduced opacity).

Each column header shows its name and a count of how many tasks it contains. On mobile devices, columns stack vertically and can be collapsed to save space.

Visual Indicators

Task cards use visual cues to help you scan the board quickly:

Priority dot — A colored left border indicates priority: red for urgent, orange for high, yellow for medium, green for low.
Overdue border — Tasks past their due date get a red background tint and red border so they stand out immediately.
Resource badge — If the task is linked to a form, group, event, or member, a small badge shows the resource name.
Assignee avatar — The assigned person's avatar appears on the card. Unassigned tasks show an "Unassigned" label.
Due date — Shown in the bottom-right corner of the card (e.g., "Mar 15").

Creating a Task

Click New Task

Click the New Task button in the filter bar at the top of the page. A panel slides in from the right side.

Fill in the task details

The create form includes the following fields:

Title (required) — a short description of what needs to be done.
Description — optional additional context or instructions.
Category — organizes the type of work. Options include Follow-Up, Planning, Coordination, Setup, Administrative, and General.
Task Type — a more specific label within the category. For example, the Follow-Up category includes Phone Call, Email, In-Person Visit, and Text. The available types change based on the selected category.
Priority — Low, Medium, High, or Urgent. Defaults to Medium.
Assignee — the team member responsible for this task.
Due Date — when the task should be completed.
Scheduled For — an optional date for when the work should begin (different from the deadline).

Save the task

Click Create Task. The task appears in the Pending column. If you assigned it to someone, they receive a notification.

Tip

For follow-up tasks, the category automatically sets to "Follow-Up" and unlocks additional fields for contact method and contact notes.

Moving Tasks

There are two ways to change a task's status:

Drag and Drop

Click and hold a task card, then drag it to a different column. The column highlights when you hover over it, and the task's status updates automatically when you drop it.

Quick-Action Buttons

Hover over any task card to reveal shortcut buttons:

Start — moves a Pending task to In Progress (only appears on Pending tasks).
Done — moves any task to Completed.

Tip

Quick-action buttons are the fastest way to triage tasks. Hover over a card and click Done without opening the detail panel.

Filtering and Searching

The filter bar at the top of the board lets you narrow down what you see:

My Tasks / All Tasks — toggle between seeing only your assigned tasks or the entire organization's tasks. This toggle is only visible if you have the "View All Tasks" permission.
Search — type to filter by task title, assignee name, or description text.
Priority — filter to show only Urgent, High, Medium, or Low priority tasks.
Category — filter by task category (Follow-Up, Planning, Coordination, etc.).
Assignee — filter by a specific team member (only visible in "All Tasks" mode).

Editing Task Details

Click on any task card to open the detail panel on the right side of the screen. From here you can edit every field:

Title — click the title text to edit it inline. Press Enter to save or Escape to cancel.
Status — use the status dropdown at the top to change between Pending, In Progress, Completed, or Cancelled.
Property grid — edit Assignee, Priority, Due Date, Scheduled date, Task Type, and Category from labeled rows.
Description — click to expand the description editor. Make changes and click Save.

Contact Tracking (Follow-Up Tasks)

Tasks in the Follow-Up category have additional fields for tracking outreach:

Contact Method — how you plan to reach out (Email, Phone, Text, or In Person).
Contact Notes — free-text notes about the conversation or attempt.
Outcome — what happened (Contacted, No Response, Interested, Needs Callback, Not Interested, Wrong Contact Info, or Left Message).

Linked Resources

If a task was created from a form submission, event, group, or member profile, the detail panel shows the linked resource at the bottom with a direct link. Click it to navigate to the original resource.

Deleting a Task

Scroll to the bottom of the detail panel and click the Delete button. A confirmation dialog will appear. This action cannot be undone.

Warning

Deleting a task permanently removes it. If you want to keep a record of completed work, mark the task as Completed or Cancelled instead.

Overdue Tasks

Tasks with a due date in the past (that are not Completed or Cancelled) are marked as overdue. They stand out with:

A light red background tint on the card
A red border around the card
The due date text displayed in red
An "Overdue" badge in the detail panel

Use the Priority filter to focus on urgent and high-priority overdue items first.

Permissions

Task access is controlled by the following permissions in the Follow-Up permission group:

followUp.view — view your own assigned tasks.
followUp.viewAll — view all tasks across the organization (enables the "All Tasks" toggle).
followUp.create — create new tasks.
followUp.edit — edit your own assigned tasks.
followUp.editAll — edit any task in the organization.
followUp.delete — delete tasks.
followUp.assign — assign tasks to other team members.