Using Tasks
Create, complete, and track the tasks assigned to you and your team
Tasks
You can view your tasks on the record they belong to, on your Dashboard, or on your Calendar - so nothing gets lost, whichever way you like to work.
This guide assumes tasks are already enabled for the collection. If you don't see a Tasks tab on a record, see Tasks.
1. Creating a task
1. Open a record
Click the record you want to add a task to, then select its Tasks tab.
2. Start a task
Click Add task... and type a Name for the task.
3. Add the details
Optionally add a Description, a Schedule, and one or more Assignees by searching for a colleague.
4. Save the task
Click Add to save the task, or press Cmd + Enter (Mac) / Ctrl + Enter (Windows). Press Esc to cancel.
2. Adding a task from the collection list
You can also create a task linked to one or more records without opening each one individually. This works from the main collection list and from any linked collection shown on a record.
1. Select the records
Right-click a single record, or tick multiple records and right-click the selection. Up to 20 records can be selected at once.
2. Select Add related
From the context menu, hover over Add related and select Add task.
3. Fill in the details
Enter the task's Name, Description, Due date, and Assignees, then save. The new task is linked to every record you selected.
Add related only appears for collections that have tasks enabled.
3. Setting a due date
1. Open the due date picker
On the task, click Due date.
2. Select a date
Select a specific date and time, or use a quick option: Due today, Due tomorrow, Due in 2 days, or Due next week. Click Reset to clear it.
Kinabase shows the due date relative to today - Due today, Due tomorrow, or Due {n} from now - and highlights it red once it's overdue, or yellow when it falls within the next two days.
4. Assigning colleagues
A task can have one or more assignees. Click the Assignee picker on the task and search for a colleague to add them; add as many as the task needs.
Anyone assigned to a task can see it on their own Dashboard and Calendar, alongside the tasks they created.
5. Viewing your tasks
On a record
The Tasks tab on a record shows every task linked to it, with a of {y} completed count. Use Show completed / Hide completed and Sort (None or By due date) to control what you see.
On your Dashboard
Open your Dashboard and select the Tasks tab. Built-in views cover the ways you're most likely to want to look at your work: Today, Due this week, Overdue, Scheduled, Assigned to me, and Recently completed. Use Group By to cluster the list by due date, scheduled date, collection, record, or status, and Add view to save a custom view of your own.
On your Calendar
Any task with a due date or a schedule also appears on your Calendar, so you can see your to-dos alongside the rest of your time. See Calendar.
6. Completing and deleting tasks
Mark a task as complete
Click the circular checkbox next to the task to cycle its status between Not started, In progress, and Completed. You can also open the task and change its Status directly.
Delete a task
Right-click the task and select Delete. Deleted tasks cannot be recovered.
7. AI-suggested tasks
Available on all plans except Starter.
Kinabase can read the content of an activity you log - a meeting note or a forwarded email, for example - and suggest tasks to follow up on. See Using Activities for how to log an activity.
1. Log an activity
In a record's Activities tab, add a note, email, phone call, or meeting log describing what happened and what needs to follow.
2. Suggest tasks
In the activity modal, click Suggest Tasks. Kinabase proposes tasks based on what you wrote, shown in italics with a dotted checkbox. Click New Suggestions for a different set, or Stop Generating to cancel.
3. Accept the ones you want
Click the checkmark next to each suggested task you want to keep. Accepted tasks are added to the record's Tasks tab, where you can set a due date or add assignees as normal.
Need more help? Ask your System admin, or contact our support team via Help & Support.