---
title: Create and manage tasks
description: >-
  Assign data requests, availability requests, and document-completion tasks
  from OrgHub User Management, configure batches, and track progress.
sidebar:
  order: 14
---

**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.

:::tip
Creating a task always starts a **task batch** (even for one person). You configure the request, add recipients, then **Request** / **Activate** (or schedule activation for later).
:::

## 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](/docs/fuxam-web/base/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](/docs/fuxam-web/base/user-management/bulk-actions) on the Users table (**Create task**).

### From the Tasks tab

1. Go to **OrgHub → Management → Users** and open the **Tasks** tab (or open the Tasks URL under User Management).

2. Select **Create task** and choose a type: **Data request**, **Availability request**, or **Document completion**.

3. Fuxam creates a **draft** batch and opens the batch builder. Set a clear title in the header.

4. 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.

5. 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).

6. In **Recipients**, select **Add recipients**, choose one or more users, and confirm. Save if the unsaved-changes banner appears.

7. 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.

:::info
Activation stays disabled until the type config is complete, at least one recipient is saved, and there are no unsaved recipient or settings changes. Fix the tooltip reason on the button if it stays disabled.
:::

### From selected users

1. On **OrgHub → Management → Users**, select one or more users.

2. 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.

3. 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

1. Open the user from **OrgHub → Management → Users**.

2. 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](/docs/fuxam-web/base/user-management/custom-data-fields).
- For document completion, publish the Smart Document template first — see [Smart documents](/docs/fuxam-web/cms/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.

## Related pages

**[User management overview](/docs/fuxam-web/base/user-management)**

Identity layer, Users / Groups / Tasks tabs.

**[Custom data fields](/docs/fuxam-web/base/user-management/custom-data-fields)**

Fields you can request in a data-request task.

**[Bulk actions](/docs/fuxam-web/base/user-management/bulk-actions)**

Create tasks for many selected users.

**[Smart documents](/docs/fuxam-web/cms/smart-documents)**

Templates used by document-completion tasks.