A follow-up that lives in your head or on a sticky note gets missed. Put it in NextCrew as a task, and the whole team can see it until it's done.
Summary
A task has a title, an owner, a due date, a priority and a status. Link it to the Crew Member, client, job or timesheet it is about, and it shows on that record too. You can assign a task to someone on your team, to a Crew Member or to a client user. Crew Members and clients see tasks assigned to them when they sign in. Some tasks are created for you by NextCrew, such as a reminder to finish onboarding documents.
How to do it
- Choose where to start. From Tasks in the menu, click Add Task. Or, on a record, click the Add Task icon on the right-side panel, and the task is linked to that record for you.
- Type a Title that says what needs doing.
- Pick who it is Assigned To, then set the Due Date and Priority.
- Add a Category and any details in Description.
- Click Add.
- When it's done, turn on Completed, or tick it off in the Tasks side panel.
When you would use this
After an interview: a task to call the candidate back, linked to their record and due the next day.
A license is about to expire: a task assigned to the Crew Member to upload the new one.
A client asks for something: a task linked to the client, so whoever picks up the phone next can see it's in hand.
Month end: a task for payroll or billing, with the report attached.
That's a task created and on its way to done. Read on for linking, privacy and the task list.
On this page
What each field does
| Field | What it's for |
|---|---|
| Title | What needs doing. Keep it short and clear. |
| Priority | Urgent, High, Medium or Low. |
| Assigned To | One person. Choose from Admin (your team), Crew Member, Client or Unassigned. |
| Due Date | The date and time it should be done. |
| Status | Not Started, In Progress, Waiting for Input, Deferred or Completed. |
| Category and Category Status | The area the task belongs to, such as HR, CRM, Operation, Payroll or Invoice. Your admin sets these up in Code Tables. |
| Description | The details. You can add links and formatting. |
Link a task to a record
Under Linked Entities, click Add. Choose the type (Job, Order, Client, Crew Member, Timesheet or Offer), then pick the record.
A task can be linked to more than one record. For example, link an interview task to both the candidate and the client.
Linked tasks show in the Tasks side panel when you open that record, so nobody has to go looking.
Choose who can see a task
Under Permissions, click Add. Choose who it applies to: everyone (Global), a type of user, a Group or one User.
Then set No Access, Read or Write for the task itself, its notes and its documents. Use this for anything sensitive, such as a pay dispute.
Add notes and files
Use Notes on the task to record progress, so anyone who picks it up knows where it stands. Use Attachments to add a file, such as a signed form or a report.
Find and work through your tasks
- Tasks in the menu shows the full list. It opens with a date range filter on, so widen it if a task seems to be missing.
- Filter by Assigned To to see your own tasks, then save that as a view.
- Tick several tasks to Mark as Complete or Delete them together.
- The Tasks icon on the right-side panel shows open tasks from any screen. On a record, it shows the tasks linked to that record. Filter them by priority, or turn on Show Completed.
If something's not right
| What you see | Check this first | Who fixes it |
|---|---|---|
| A task you created isn't in the list | The date range filter on Tasks. Widen it or clear it. | You |
| A teammate can't see a task | The task's Permissions. | Whoever created the task |
| The category you want isn't there | Task categories are set in Code Tables. | Your NextCrew admin |
| Tasks appear that nobody created | They come from an automated flow, such as onboarding reminders. The task's description usually says why. | Your NextCrew admin |
Questions people ask
Can I assign a task to more than one person?
No. A task has one owner, so it's always clear who is responsible. To keep others in the loop, give them access under Permissions.
Can Crew Members and clients see tasks?
Yes, when the task is assigned to them and tasks are turned on for them. Your admin controls this in Settings › Site Configuration: Enable Task Module for Crew Members on the Company tab, and Enable Task Module for Client on the CRM tab.
Can I link one task to several records?
Yes. Add as many linked records as you need under Linked Entities.
Other ways people ask this
- How do I create a follow-up reminder?
- How do I assign a task to a Crew Member?
- Where do I see my tasks?
- How do I mark a task done?
- Why can't my coworker see my task?
- Where did this task come from?
Related guides
- Add notes to a record — recording what was said, not just what's next
- Complete your tasks and job forms — what a Crew Member sees when you assign them a task
- Create and track tasks (for clients) — what a client sees
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