Create and manage tasks
Assign data requests, availability requests, and document-completion tasks from OrgHub User Management, configure batches, and track progress.
Tasks are requests you assign to people in your institution — for example a Data request, an Availability request, or a Document completion. Staff create and track them from OrgHub → Management → Users → Tasks. Assignees complete them from their own task inbox and from the Tasks tab on their user profile.
Why it matters
Institutions often need the same information or action from many people at once: missing profile fields, teaching availability for planning, or a signed document. Tasks turn those asks into tracked work with a due date, priority, status, and progress — instead of informal emails that nobody can audit.
Before you start
| Requirement | Detail |
|---|---|
| Open the Tasks tab | Permission read:tasks (the tab is hidden without it) |
| Create or edit tasks | Permission write:tasks |
| Document completion type | Also needs write:user-documents, and Smart Documents templates must exist |
| Recipients | Users must already exist in User Management |
Task types
| Type | What the assignee does |
|---|---|
| Data request | Fill selected profile / custom data fields you choose in the batch |
| Availability request | Submit availability for the time slots you define (optional message) |
| Document completion | Complete a Smart Document template you select (optional time-tracking period when the template needs one) |
How to create a task
You can start from the Tasks tab, from a user's Tasks tab, or from Bulk actions on the Users table (Create task).
From the Tasks tab
Go to OrgHub → Management → Users and open the Tasks tab (or open the Tasks URL under User Management).
Select Create task and choose a type: Data request, Availability request, or Document completion.
Fuxam creates a draft batch and opens the batch builder. Set a clear title in the header.
In Batch settings, set Priority (Low / Medium / High / Urgent), optional Scheduled activation, and optional Deadline. If you set a deadline, you can enable Disable after due date so the task stops accepting completions after that time.
Complete the type-specific section:
- Data request — select which fields the assignee must provide.
- Availability request — add a message if needed and define the time slots.
- Document completion — select the Smart Document template (and a period if required).
In Recipients, select Add recipients, choose one or more users, and confirm. Save if the unsaved-changes banner appears.
Activate the batch:
- Data request — select Request (confirmation shows the recipient count).
- Other types — select Activate (or Activate now if the batch was scheduled).
- If you set a future Scheduled activation while still in draft, select Schedule for later instead.
From selected users
On OrgHub → Management → Users, select one or more users.
Open Create task in the bulk toolbar and pick the task type. The draft batch opens with those users already staged as recipients when supported.
Finish settings, type config, and activation as above.
How to manage tasks
On the Tasks table
The Tasks table shows batches and individual tasks. Use filters (including type) and the Show archived toggle when you need completed or archived history.
With rows selected and write:tasks, you can:
- Change status in bulk
- Change due date in bulk
- Open ⋯ to change priority or Delete selected rows
Open a batch or task row to see detail, progress, reminders, and activity.
On a user profile
Open the user from OrgHub → Management → Users.
Open the Tasks tab to see tasks assigned to that person and create new ones for them (same Create task menu when you have write:tasks).
Best practices
- Prefer one clear purpose per batch so progress and reminders stay meaningful.
- Set a Deadline when the result blocks planning, enrollment, or payroll.
- For data requests, only select fields you actually need — see Custom data fields.
- For document completion, publish the Smart Document template first — see Smart documents.
Common pitfalls
| Pitfall | What happens | What to do |
|---|---|---|
| No Tasks tab | Tab is missing | Your role needs read:tasks |
| Activate / Request disabled | Button shows a tooltip reason | Finish type config, save recipients, clear unsaved changes |
| Document type missing in menu | Only data/availability appear | Need write:user-documents and a usable template |
| Expecting auto-complete | Status stays open | Assignees must finish the request in their inbox / task UI |
FAQ
Is a batch required for a single person?
Yes. Every create flow creates a batch. A batch with one recipient is normal.
What statuses can a task have?
Tasks move through statuses such as Scheduled, Open, Overdue, Completed, and Archived. Batches have related statuses including Draft, Scheduled, Active, Paused, Overdue, Completed, and Archived.
Where do assignees complete tasks?
Assignees work from their personal task experience (inbox / task detail). Staff monitor progress from the Tasks tab and the user's Tasks profile tab.