Organize tasks and requests

The action inbox brings together internal tasks and requests you can access: applications, reports, absences and tickets. Each request retains its own module permissions.

Choose a view

Use List for decisions and requests, your assignment filter for your own work, unassigned items to distribute work, and overdue items for missed deadlines. Open a request’s original record to make its decision.

Kanban is for internal tasks only. Applications, tickets, absences and reports remain in List view and their dedicated modules.

Creating a general task requires Manage tasks, independently of staff or meeting management. Department tasks can also be created in that department’s workspace according to permissions. An assignee can update status and comment; editing other fields requires management rights. Department assignees must also belong to that department.

Create and assign a task

1. Create a task with a clear title, context and expected outcome.
2. Choose an assignee, priority and optional deadline.
3. If both an assignee and deadline are set, optionally choose a reminder at the deadline, an hour before or a day before.
4. Save and check its assignment and date in the to-do state.

Deadlines are entered in your local timezone. Priorities are normal, high or urgent. Changing a request’s handling deadline does not change its underlying absence dates or recruitment closing date.

Task reminders are panel notifications, not Discord DMs. Removing the assignee or deadline also removes the reminder. Completed tasks stop triggering it. The bot’s optional daily summary is a separate feature.

Use Kanban

The columns are To do, In progress, Blocked and Done. Move a card or use its status menu; the menu also works with the keyboard. On mobile, open the task and change its status without dragging.

Wait for confirmation. Read-only cards can be viewed but not moved with your current permissions. Filter by assignee or department to focus the board.

Keep context and finish

Add internal comments describing progress, blockers and next steps. They are visible to people authorized to view the task.

Completing a task keeps it available in the completed list and Done column. Reopening it returns it to To do. Other modules have their own archives.

Hand off a task with context

1. Open an active task and select Prepare a handoff. You need permission to manage that task.
2. Choose another eligible owner. For a department task, they must belong to that department.
3. Describe the required next actions, and optionally the completed work and blockers.
4. Select Hand off task. The assignment and context are saved together. The priority, deadline and reminder are preserved.
5. The recipient reads the context under Handoffs and selects I acknowledge the handoff. The acknowledgment is dated.

An assignment notification appears in the panel, except when assigning the task to yourself. A handoff does not grant permissions: only current task readers can see its context. A later reassignment cancels the pending acknowledgment of an earlier handoff while keeping its history.

If the result is uncertain, select Check and resume in the same form. It retains the original request to prevent duplicates.

Fix a missing or failed update

Check the server, filters, completed tasks and any changed permissions. Refresh after a concurrent edit before retrying a move. If creation is uncertain, use the retry offered in the same form and check the list before creating a duplicate.

For a missing reminder, verify the saved assignee, deadline and reminder, and check that the task is still open. You can also work with tasks in Discord.

Follow-up notifications and reminders from Discord

In My profile → My next steps, enable Notify me about comments and blockers on my tasks to receive these panel notifications for this server. They apply to tasks assigned to you that you can still access. Your own actions do not notify you; updates of the same type on the same task are grouped by hour. Existing assignment alerts and scheduled reminders remain separate.

From the task command, open a task and choose Organize task. With an assignee and deadline, select Panel reminder: none, at the deadline, one hour or one day before. Review and save. Removing the assignee or deadline also removes the reminder.