How to Add Group Tasks

How to Add Group Tasks

Idea
Overview
In the Student Management System (SMS), administrators can create and assign tasks that are linked to a specific group. This feature is helpful for tracking required actions, setting deadlines, and ensuring accountability across teams or organisational units. Group tasks support efficient workflow management and help ensure that assigned responsibilities are clearly communicated and completed on time.

In this tutorial, we'll guide you through the steps to add and assign group tasks effectively.

Notes
Step Tutorial
1. From the sidebar menu, go to Schedule > Groups tab.
2. Select the Group that you want to update. The Inline Filters can help you look for any specific group. Click here if you want to know more on How to Use the Search Group Page.
3. In the sample below, we used a combination of inline filters (Type and Location) to narrow down the search group results. 
4. Once found, click on the Group Name under the Group Column.

5. Go to the Tasks tab
6. Click Add Task button. A pop-up window will appear.


7. In the Task modal, fill in the following details. Fields marked with an asterisk (*) are required:
  1. Template – Select a task template from the dropdown list, if available. If you select a template, some fields in this task will be populated with the details from the selected task template.
  2. Title* – Enter a title for the task.
  3. Description* – Enter a description for the task.
  4. Checklist – Select a checklist if applicable.
  5. Due Date* – Set a due date to specify when the task needs to be completed.
  6. Assign Users – Assign users who would complete the task. This can be a specific user within your organisation. Otherwise, you can leave this as blank.
  7. Assign Organisational Units – Assign organisational units by selecting from the dropdown list. This can be left empty if you have already selected specific users to complete the task.
  8. All Individuals Must Complete – Turn on the toggle if all individuals must complete the task.
Once done, click the Save button.


8. After the task is created, it will appear in the task buckets of the assigned users or organisational units.
In the example below, a task related to a group has been assigned to a specific user.

When the user accesses their My Tasks page, the task will be visible under the Open section.


Clicking the View button opens the task modal, which shows that the task is related to the group where it was created.




And that’s how to add group tasks in the SMS!


Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.


FAQs
Can I edit or delete a group task after it's been created?
Yes, administrators can edit or delete tasks after they’ve been created. Simply go to the Tasks sub-tab of the group, locate the task, and click on the kebab icon (three vertical dots) to access the available options.

Can a group have multiple active tasks at the same time?
Yes, there is no limit to the number of tasks you can assign to a group. Each task is tracked separately and will appear in the assigned users' or organisational units' task lists.
Can I assign a group task to both specific users and organisational units?
Yes, you can assign a task to either or both. If you assign users and leave the organisational unit field blank (or vice versa), the task will only go to the selected recipients.