Team Task Management: How a Task Works in Planfix
Team task management falls apart when work lives in Telegram or WhatsApp chats, where tasks and files get lost as the thread grows. This short video walks through the anatomy of a task in Planfix step by step and shows why task management software makes teamwork more transparent than working in a messaging app, for both managers and teams.
What the video covers
- Why work chats in messengers lose tasks and files, and what the chat inside the task changes (0:00).
- Where tasks come from (0:23), and who is responsible for the result versus who stays informed (0:37).
- How the main task tabs (0:50), the chat in a task (1:06) and the task side panel (1:22) are organized.
- Access to a parent task or project (2:06).
- How to split complex work into checklists and subtasks and keep files out of long message threads.
- How to notify colleagues without spamming them while the log keeps a full history of changes.
How team task management works in Planfix, step by step
Step 1. Create the task where the work starts
A task is the central unit of information in Planfix, and only an author and a title are required. Click the Plus sign icon next to the Planfix! section header in the main menu, or use the quick-create window at the top of the Planner task filter. Tasks can also arrive by email: a message sent to an employee’s Planfix mailbox becomes a task assigned to them. Tasks usually belong to a project, but a project isn’t required.
Step 2. Assign task roles and responsibilities
- Assigner: the person who created the task. They can edit or delete it and change its status, dates and assignees.
- Assignees: responsible for the result. They can be employees, employee groups, customers with account access or external contacts who work by email. Assignees can move the task to In progress or Ready for review and request a new due date from the assigner.
- Participants: stay informed. Task participants can view the task and comment, but aren’t responsible for completing it and can’t edit it or change its status or end date.
- Task auditor: a task-level administrator with full permissions, usually a manager. A task can have several auditors.
Mention a colleague with @ or + in a task comment, and Planfix adds them as a participant.
Step 3. Break the work into checklists and subtasks
For complex projects, a checklist breaks the task into up to 300 items that are marked complete with one click. Add one from the task card, from a new comment or with Add to checklist in a comment’s context menu. For bigger pieces of work, break a large task into subtasks: nesting is unlimited, but a subtask’s deadline can’t be later than its parent’s.
Step 4. Discuss the work in the task chat
The discussion lives in the task’s action feed, not in a separate messenger thread. Attach files to a comment with the Paper clip icon or drag them in, so documents stay with the task. For each comment, choose which participants to notify. By default, only assignees are notified about a new task. The chat inside the task lets you write to contacts directly, keeping history and context in one place.
Step 5. Use the side panel: Details, Log and Permissions
Additional information panels open on the right side of the task card, including Details, Documents, Log, Permissions and Notifications. The Log panel shows who was added to the task, who commented, added files or changed the status, and when.
Step 6. Keep the link to the parent task and project
Set the parent task in editing mode, in the Details panel or with bulk actions; the parent and the subtask must be in the same project. Access to one task in a project doesn’t give access to the project’s other tasks.
Who this is for: managers, team members and departments
- Managers: for employee task tracking, a group manager or an employee’s personal manager has access to their employees’ tasks. With individual task statuses, managers see which assignees have already finished.
- Team members: accept or decline a new task with the Accept and Decline buttons; accepting moves it to In progress by default. Talk unrelated to a specific task goes to the General chat.
- Departments: when creating the task, choose Subtask for each assignee so everyone sees only their own subtask, grouped under a parent task the assigner can monitor.
- Client work: set the client in the Counterparty field to see the task in that contact’s card, filters and reports.
FAQ
How do I get access to a task I’m not part of?
Without a role in a task, you have no access to it. Fill in Why you need access and click Request access: the request appears as a private comment, and the assigner or an auditor can grant access. The Permissions panel shows who already has it.
How does a team task get marked as complete?
When the assignee thinks the work is done, they set Ready for review. The assigner checks the result and sets Complete to confirm it. The No mandatory result checking attribute lets the assignee set Complete themselves.
Start with one team task
Set up your next team task with an assignee, participants, a checklist and subtasks. To see how Planfix works as a task tracker for teams, explore all task features in Planfix, and learn how to move team discussions from chats to tasks. New to Planfix? Sign up to try it.
This video was featured in What’s New in Planfix: June 2026.
