Using Tasks

Tasks

are actionable to-do items linked to specific records

Record

An individual entry within a Collection, like a row in a database table, representing one item or entity.

, helping you organise assignments, deadlines, and follow-ups.

You can view

tasks within a collection

Collection

A list of records in Kinabase, similar to a table in a spreadsheet or database.

or on the Task Dashboard

Dashboard

A page you configure with widgets, charts, and reports to monitor key metrics and data at a glance.

, allowing you to stay informed and efficient.

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Creating a Task

1. Open a Record

   Click the record where you want to add a task to open its detailed view.

2. Go to the Tasks Tab

   Locate the Tasks tab within the record details.

3. Add a Task

   Click Add Task, then enter a Name, Description, Due Date, and assign one or more Owners.

4. Save the Task

   Click Save to add the task to the record.

You can assign multiple colleagues

Colleague

A team member who has full access to a Kinabase workspace and its settings.

to a single task if multiple team members are responsible.

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Using AI to Generate Tasks from Activities

Kinabase's AI can scan the content of an activity

(e.g., a meeting note or email log) and suggest relevant tasks. To turn-on and configure Activities, please see the next section.

1. Add an Activity

   In a record's Activities tab, click + Add to create a new note, email, phone call, or meeting log.

2. Enter Activity Details

   Describe what happened, what needs follow-up, or any next steps you're considering.

3. Click 'Suggest Tasks'

   Kinabase's AI will parse your activity text and propose one or more potential tasks - such as 'Follow up with suppliers' or 'Schedule next meeting'.

4. Select Tasks to Add

   Click the + next to each suggested task you want to create. You can also click New Suggestions if you'd like more ideas.

5. Review & Save

   Each chosen task automatically appears in the record's Tasks tab, where you can assign owners, set due dates, or edit details as needed.

This feature is ideal for turning meeting notes into immediate action items without manually creating each task.

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Editing Tasks

1. Open the Record

   Navigate to the record containing the task you want to update.

2. Select the Task

   Click (or right-click) the task in the Tasks pane to open its editing view.

3. Make Your Changes

   Update the task's name, description, due date, or assigned users.

4. Save Changes

   Click Save to commit your updates.

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Completing and Deleting Tasks

Mark as Complete

Click the open circle (or checkbox) next to the task to mark it done.

Completed tasks are hidden by default; toggle the checkmark above the list to view them again.

Delete a Task

Right-click on the task and select Delete. Deleted tasks cannot be recovered.

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Tasks enable you to ensure every project stays on track. Giving you & your team a clear understanding of the actions required and who is responsible.

If you need more details, consult our Help & Support or contact your System Admin for assistance.