Tasks
Create to-dos, assign them to people, roles or whole sections, complete them and keep track.
In the Tasks area you split up the work in your club – from "fix the music stand" to "print the program booklet". Every member sees the club's tasks and can check off completed ones; creating and assigning is done by whoever is allowed to manage tasks (e.g. conductor, board or administrator).
Creating a task
Open a new task
In the task list, tap "New task" (on the phone it's a plus button).
Title, description and due date
Give the task a title and – if needed – a description with details. Set a due date (by when it should be done) so no one loses track of it.
Choose a status
Every task has a status:
- open – nothing has happened yet.
- in progress – currently being worked on.
- done – finished.
- cancelled – no longer being done.
New tasks normally start as open.
Who should complete the task?
You can assign a task to individual people, to club roles, to whole sections – or to all of them at once.
- Individual people – you pick specific members.
- Roles (positions in the club, e.g. "treasurer" or "music librarian") – the task then automatically goes to all current holders of that role. If the position changes hands later, the responsibility stays attached to the role.
- Sections (e.g. "clarinet" or "brass") – the task goes to everyone in that section. That means anyone who currently plays an instrument of the section, plus anyone assigned directly to the section (such as members without an instrument of their own). Someone who isn't currently playing their second instrument doesn't get the task.
Including sub-positions
If an assigned position has sub-positions, the “Incl. sub-positions” switch decides whether their holders are meant as well. It is on by default – a task for “Archivist” therefore also reaches the sheet music archivist. Turn it off when only the main office is responsible.
The reverse does not apply: a task for a sub-position never reaches the main office.
Sections always stay current
A section isn't resolved into a fixed list of names: if someone switches sections or joins, they are responsible for that section's running tasks straight away – nobody has to update the assignment.
Don't forget reminders
Just like with events, you can turn on reminders. The assigned people then get a notification on their phone in good time before the due date.
Anything more than a day overdue is no longer sent afterwards — the task itself stays open and visible in the list.
Completing tasks
Any member can check tasks off. Once something is done, you check the box. On the phone it's especially quick: swipe the task from right to left – right in the list or on the dashboard under your open tasks. A green checkmark confirms the task is done.
Reopening is only for those in charge
Setting an already completed task back to "open" is only allowed for those in charge (whoever may manage tasks). That way a task checked off by mistake doesn't just quietly slip through the cracks.
Keeping track
Use the "Mine" filter to see only the tasks you are responsible for – assigned directly, through a role you hold, or through your section. That way you won't lose the thread in a long list.
Series & templates for tasks
Tasks can be automated too:
- Series – for recurring tasks on a fixed rhythm (e.g. "check the cash books monthly").
- Templates – for similar tasks that you keep creating in a comparable way.
You set the assignment – people, roles and sections – there once; every task created from it inherits it. The same goes for the “Incl. sub-positions” switch.
Series and templates are set up by whoever may manage tasks (e.g. bandmaster, secretary, board or administrator). You find them in the menu under Tasks (in the sidebar on a computer, under More on the phone). Regular members don't see this menu entry.
The principle is the same as with series & templates for events.
Several tasks at once
After a festival ten tasks are often done at the same time. Tap “Select” to tick them off together; people who manage the club can also reopen or delete them this way. See Working on several entries at once.