{"id":13592,"date":"2026-07-01T14:22:07","date_gmt":"2026-07-01T12:22:07","guid":{"rendered":"https:\/\/planfix.com\/blog\/?p=13592"},"modified":"2026-09-26T06:20:45","modified_gmt":"2026-09-26T04:20:45","slug":"tasks-in-planfix-optimizing-work-for-both-managers-and-teams","status":"publish","type":"post","link":"https:\/\/planfix.com\/blog\/video\/tasks-in-planfix-optimizing-work-for-both-managers-and-teams\/","title":{"rendered":"Team Task Management: How a Task Works in Planfix"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">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 <a href=\"https:\/\/planfix.com\/task-management\/\">task management software<\/a> makes teamwork more transparent than working in a messaging app, for both managers and teams.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Tasks in Planfix: Optimizing work for both managers and teams\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/YUS6f7-bkP0?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">What the video covers<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Why work chats in messengers lose tasks and files, and what the chat inside the task changes (0:00).<\/li>\n\n\n\n<li>Where tasks come from (0:23), and who is responsible for the result versus who stays informed (0:37).<\/li>\n\n\n\n<li>How the main task tabs (0:50), the chat in a task (1:06) and the task side panel (1:22) are organized.<\/li>\n\n\n\n<li>Access to a parent task or project (2:06).<\/li>\n\n\n\n<li>How to split complex work into checklists and subtasks and keep files out of long message threads.<\/li>\n\n\n\n<li>How to notify colleagues without spamming them while the log keeps a full history of changes.<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">How team task management works in Planfix, step by step<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Step 1. Create the task where the work starts<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">A task is the central unit of information in Planfix, and only an author and a title are required. Click the <strong>Plus sign<\/strong> icon next to the <strong>Planfix!<\/strong> section header in the main menu, or use the quick-create window at the top of the <strong>Planner<\/strong> task filter. Tasks can also arrive by email: a message sent to an employee\u2019s Planfix mailbox becomes a task assigned to them. Tasks usually belong to a project, but a project isn\u2019t required.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 2. Assign task roles and responsibilities<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Assigner:<\/strong> the person who created the task. They can edit or delete it and change its status, dates and assignees.<\/li>\n\n\n\n<li><strong>Assignees:<\/strong> 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 <strong>In progress<\/strong> or <strong>Ready for review<\/strong> and request a new due date from the assigner.<\/li>\n\n\n\n<li><strong>Participants:<\/strong> stay informed. <a href=\"https:\/\/planfix.com\/help\/Task_participants\">Task participants<\/a> can view the task and comment, but aren\u2019t responsible for completing it and can\u2019t edit it or change its status or end date.<\/li>\n\n\n\n<li><strong>Task auditor:<\/strong> a task-level administrator with full permissions, usually a manager. A task can have several auditors.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Mention a colleague with @ or + in a task comment, and Planfix adds them as a participant.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 3. Break the work into checklists and subtasks<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">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 <strong>Add to checklist<\/strong> in a comment\u2019s context menu. For bigger pieces of work, <a href=\"https:\/\/planfix.com\/help\/Subtasks\">break a large task into subtasks<\/a>: nesting is unlimited, but a subtask\u2019s deadline can\u2019t be later than its parent\u2019s.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 4. Discuss the work in the task chat<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The discussion lives in the task\u2019s action feed, not in a separate messenger thread. Attach files to a comment with the <strong>Paper clip<\/strong> 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 <a href=\"https:\/\/planfix.com\/features\/task-chat\/\">chat inside the task<\/a> lets you write to contacts directly, keeping history and context in one place.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 5. Use the side panel: Details, Log and Permissions<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Additional information panels open on the right side of the task card, including <strong>Details<\/strong>, <strong>Documents<\/strong>, <strong>Log<\/strong>, <strong>Permissions<\/strong> and <strong>Notifications<\/strong>. The <strong>Log<\/strong> panel shows who was added to the task, who commented, added files or changed the status, and when.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 6. Keep the link to the parent task and project<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Set the parent task in editing mode, in the <strong>Details<\/strong> panel or with bulk actions; the parent and the subtask must be in the same project. Access to one task in a project doesn\u2019t give access to the project\u2019s other tasks.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Who this is for: managers, team members and departments<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Managers:<\/strong> for employee task tracking, a group manager or an employee\u2019s personal manager has access to their employees\u2019 tasks. With individual task statuses, managers see which assignees have already finished.<\/li>\n\n\n\n<li><strong>Team members:<\/strong> accept or decline a new task with the <strong>Accept<\/strong> and <strong>Decline<\/strong> buttons; accepting moves it to <strong>In progress<\/strong> by default. Talk unrelated to a specific task goes to the <strong>General chat<\/strong>.<\/li>\n\n\n\n<li><strong>Departments:<\/strong> when creating the task, choose <strong>Subtask for each assignee<\/strong> so everyone sees only their own subtask, grouped under a parent task the assigner can monitor.<\/li>\n\n\n\n<li><strong>Client work:<\/strong> set the client in the <strong>Counterparty<\/strong> field to see the task in that contact\u2019s card, filters and reports.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">FAQ<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">How do I get access to a task I\u2019m not part of?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Without a role in a task, you have no access to it. Fill in <strong>Why you need access<\/strong> and click <strong>Request access<\/strong>: the request appears as a private comment, and the assigner or an auditor can grant access. The <strong>Permissions<\/strong> panel shows who already has it.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">How does a team task get marked as complete?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">When the assignee thinks the work is done, they set <strong>Ready for review<\/strong>. The assigner checks the result and sets <strong>Complete<\/strong> to confirm it. The <strong>No mandatory result checking<\/strong> attribute lets the assignee set <strong>Complete<\/strong> themselves.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Start with one team task<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">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 <a href=\"https:\/\/planfix.com\/features\/tasks\/\">task features in Planfix<\/a>, and learn how to <a href=\"https:\/\/planfix.com\/blog\/video\/communication-in-planfix-how-to-move-discussions-from-chats-to-tasks\/\">move team discussions from chats to tasks<\/a>. New to Planfix? <a href=\"https:\/\/planfix.com\/signup\/\">Sign up<\/a> to try it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This video was featured in <a href=\"https:\/\/planfix.com\/blog\/news\/whats-new-in-planfix-june-2026\/\">What\u2019s New in Planfix: June 2026<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Team task management in Planfix: assign roles, split work into checklists and subtasks, keep files and chat in the task, and notify only the right people.<\/p>\n","protected":false},"author":6,"featured_media":0,"comment_status":"open","ping_status":"","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"om_disable_all_campaigns":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_s2mail":"","footnotes":""},"categories":[498],"tags":[320,232,502,426],"class_list":["post-13592","post","type-post","status-publish","format-standard","hentry","category-video","tag-checklist","tag-planfix-comments","tag-subtasks","tag-task-management"],"acf":[],"aioseo_notices":[],"aioseo_head":"\n\t\t<!-- All in One SEO Pro 4.9.10 - aioseo.com -->\n\t<meta name=\"description\" content=\"Team task management in Planfix: assign roles, split work into checklists and subtasks, keep files and chat in the task, and notify only the right people.\" \/>\n\t<meta name=\"robots\" content=\"max-snippet:-1, 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