Managing Tasks

Overview

The Manage Tasks view gives Admins, Managers, and other elevated roles visibility into tasks across the organisation. From here, you can track progress, filter by segments, perform batch actions, and export reports.

This article covers everything you need to know about using the Manage Tasks tab effectively.

Functionality Breakdown

The Manage Tasks view displays all tasks in a structured table format, with each row showing:

• Title – The name of the task

• Status – Current completion state

• Deadline – When the task is due

• Set For – How the task was assigned (Individual, Team, Group, Company-wide)

Task Summary Bar

At the top of the view, a visual summary bar shows:

• Total tasks assigned

• Number of incomplete and completed tasks

• Conversion percentage (completed / total)

💡 Tip: Click any section of the summary bar to filter the task list to show only matching tasks.

Status Icons

Visual icons help you quickly identify task states:

Quick Filter Tiles

Use the filter tiles at the top to segment tasks by status:

• Completed – Tasks that have been finished

• In Progress – Tasks currently being worked on

• Overdue – Tasks past their deadline

• Incomplete – Tasks not yet finished

These filters are mutually exclusive but can be combined for multi-status views.

Pre-requisites

Role Requirements

To access the Manage Tasks view, you must have one of the following:

• Admin or Owner role

• HR or Reporter role

• Curator or Learning Designer with added task permissions

• Manager status (team manager or override manager)

• Coach status

⚠️ Note: Managers and Coaches will only see tasks for users within their scope (direct reports, managed users, or coached users).

Quick Start Guide

Accessing Manage Tasks

1. Click Reporting in the sidebar

2. Select Tasks

3. Click the Manage Tasks tab

Filtering Tasks

Segment Filter

Filter tasks by organisational segments:

⚠️ Important: This filter surfaces all tasks assigned to the selected users, regardless of the assignment method.

Scheduled Filter

• Yes – Show only scheduled (not yet issued) tasks

• No – Exclude scheduled-only tasks

• All – Show all tasks

Deadline Filter

Choose a custom date range or select All Time for a complete view.

Advanced Filters

Use advanced filtering for more precise control:

💡 Tip: Combine filters to target specific use cases, such as overdue tasks assigned by a particular manager.

Batch Actions

Admins and Owners can perform bulk edits on multiple tasks at once:

1. Select multiple tasks by ticking their checkboxes

2. Open the Batch Actions dropdown

3. Choose an action:

💡 Tip: Batch actions are ideal for onboarding new cohorts, realigning deadlines, or updating settings across many tasks at once.

Mark as Complete for Users

Admins can manually mark content as complete on behalf of users. This is useful for:

• Recording offline training or certifications

• Crediting prior learning or experience

• Migrating completion data from another system

• Administrative corrections

How to Mark Content as Complete

1. Navigate to the content (Item or Quiz) you want to mark as complete

2. Click the three-dot menu on the content

3. Select Mark as complete for...

4. In the modal that appears, select users by:

   • Individuals – Search and select specific users

   • Teams – Select one or more teams to mark all team members as complete

5. Click Save

What Happens When You Mark as Complete

• An activity record is created for each user showing the content as "started" and "completed"

• If there are open tasks assigned for this content, they will automatically be marked as complete

• The completion appears in the Activity Log with the current timestamp

• If the content has "auto-assign certificate" enabled, certificates will be issued

⚠️ Important: This action cannot be easily undone. Double-check your user/team selection before saving.

Who Can Use This Feature

• Admins and Owners can mark content complete for any user

• Managers can mark content complete for their managed users

• Curators/Learning Designers with task permissions can mark content complete for users they can assign tasks to

💡 Tip: This feature is available from the content management area, not from the Task Log. Navigate to the Item or Quiz directly to access this option.

Individual Task Actions

Click the three-dot menu beside any task row to:

• View Details – See full task and parent assignment data

• Edit Task / Group Task – Adjust title, visibility, deadline

• Delete Task / Group Task – Remove the task (with confirmation)

Editing Group/Team/Company Tasks

There are two ways to edit or delete a group, team, or company task:

1. (Recommended) Go to the Parent Tasks tab, locate the task rule, and use the three-dot menu

2. In Manage Tasks, find an individual task linked to the parent, and use the three-dot menu to select Edit [Group/Team/Company] Task or Delete [Group/Team/Company] Task

Reports and Exporting

• Save Report – Store your current filter setup for future use

• Export CSV – Download the visible task data for analysis

Exported files include:

• Task title

• Assignee(s)

• Assignment date

• Status and due date

💡 Tip: Export is helpful for building monthly reports or visual dashboards outside of Learn Amp.

Mobile Accessibility

The Manage Tasks view is fully optimised for mobile devices. View, filter, and manage tasks from your smartphone or tablet with full functionality.

FAQs

Q: Can I manage multiple tasks at once?
Yes, use Batch Actions after selecting multiple tasks.

Q: Why can't I see certain users' tasks?
You can only view tasks for users within your permission scope. Managers see their direct reports; coaches see their coached users.

Q: My task isn't showing up. Why?
Check your filters—ensure date range, completion status, and segment filters are set correctly.

Q: Do filters remain saved when I leave the page?
No, filters reset on page reload. Use Save Report to preserve your view.

Q: Can I change the deadline of a task?
Only Admins and Owners can change task deadlines. Use Batch Actions > Set new deadline after selecting the task(s).

Q: Will users be notified of deadline changes?
Yes, task assignees will receive an email notifying them of the change. Note that deadline changes do not appear in the audit log.

Q: Can I change deadlines on parent tasks?
Not currently via the UI. To change a parent task deadline, you'll need to delete and reissue the task.

Q: How do I mark content as complete for a user without assigning a task first?
Navigate to the content directly (Item or Quiz), click the three-dot menu, and select Mark as complete for.... This creates a completion record without requiring a task to be assigned.

Q: Will marking content as complete also complete any associated tasks?
Yes. If the user has an open task for that content, it will automatically be marked as complete when you use the "Mark as complete for..." feature.

Troubleshooting

Last Reviewed: 01/12/2025