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 in the toolbar, or click Add task... at the bottom of the list, then 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. New tasks appear at the bottom of the list. Use Show completed / Hide completed and Sort (None or By due date) to control what you see.
To download the list, open Menu in the toolbar and select Export (.csv).
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
Kinabase can use the text from an activity to suggest tasks for review. For an email activity, it uses the subject and body where available. Tasks must be enabled for the collection, and you need permission to read the activity and add tasks to its record.
You can request suggestions while logging an activity or from one that has already been saved. See Using Activities for both routes.
1. Open a saved activity
Open the record’s Activities tab. Select the options menu (⋯) on the activity, or right-click it, then click Suggest follow-up tasks.
2. Review the suggestions
Kinabase keeps Suggestions separate from Tasks to add. Select a suggestion to edit its name, description, due date, or assignees. Use Accept Task to move a suggestion into Tasks to add, or right-click it and select Delete to remove it.
Select Generate again to replace the current list, or select Add task to write another task yourself.
3. Add the reviewed tasks
Select Add tasks. Only the tasks under Tasks to add are added to the record. The activity itself is not changed.
Need more help? Ask your System admin, or contact our support team via Help & Support.