Tasks and templates

A task is a work item with an owner and a due date. It is created in three places — the Tasks step of the scheduling wizard, the Tasks tab of the event card, and the Tasks screen itself — and it appears in all three.

A task is either attached to an event or standalone. A standalone task is marked as such in the table and has no parent event.

What a task holds

Field	Note
Task title	Required
Details	Free text
Phase	Before the event · During the event · After the event · Rollback
Due date	Date and time, optional
Status	Pending · In progress · Completed · Blocked
Assigned users	Required — one or more, from the directory
Reminders	See below
Comments	Free text

In the wizard, zero tasks is a valid state. But a task that was created does need a title and at least one assignee, or the move to the next step is blocked and the row is marked Missing title / assignment.

Phase and status sort in their own order, not alphabetically — sorting the table by either puts "Pending" before "In progress" before "Completed".

Reminders

Each task can carry several reminders. Each one has a channel — Email, SMS or Email + SMS — and a time, set one of two ways: days before at a given hour, or hours before.

The countdown is measured from the task's anchor:

Task kind	Anchor
Attached to an event	The event's start time
Standalone	Its own due date

Moving the event re-anchors reminders that have not been sent yet, so they fire against the new time. A reminder already sent stays sent: the screen says "A reminder that has already been sent will not be sent again — deleting and re-adding it re-arms it." Each reminder shows its own state — Sent, or an error with the number of attempts.

When the SMS channel is not enabled in the deployment, an SMS-only reminder waits without burning attempts, and a combined reminder sends the email and notes that the SMS leg was skipped.

Reminders are not sent for a task marked Completed, nor for a task belonging to an event that is no longer planned.

Who sees what

Who	Event tasks	Standalone tasks
Administrator	Everything	Everything
Ordinary user	Every task of any event where they are assigned to at least one task	Only those they are assigned to or created themselves

The reasoning: an event is a coordination, so anyone taking part in it sees the whole picture. A standalone task has no event to organize around, so there is nothing for sharing to key on — one person's private task list is not another's business.

An ordinary user can update status and comments on their own task. The remaining fields belong to an administrator. The scoping is enforced on the server; the My tasks toggle on screen is a display convenience.

Task templates

Settings → Task templates is where a recurring task is built once: title, details, phase, assignees, reminders and comments, under a name shown in the picker ("Backup before update"). Choosing the template in the wizard or in the event editor fills the fields in, and every one of them can still be changed.

Deleting a template does not touch tasks already created from it — the dialog says so before confirming.

The screen

Tasks is a full table: search, per-column filtering, a quick filter rail with counts, saved views and export. Clicking an event task opens the event it belongs to — the context the coordination happens in; clicking a standalone task opens the task itself, because it has no other context.