Adding a Task

Overview

Learn how to assign Tasks in Learn Amp—either manually or dynamically—to individuals, teams, or groups, with full control over deadlines, automation, and visibility.

Tasks act as a structured "to-do" layer over your learning content. They ensure users complete key Activities like Items, Quizzes, or Learnlists—and enable you to track completion, enforce deadlines, and manage compliance training.

Functionality Breakdown

Tasks allow Admins to:

• Assign any Activity (e.g. Item, Quiz, Survey) to users

• Track who has completed the assigned content

• Add personal messages to explain the context

• Automate Task assignment using dynamic options

• Set due dates and issue recurring Tasks

• Configure advanced settings for notifications, visibility, and assignment behaviour

Pre-requisites

Role Requirements

• Admins and Owners can create tasks for any user

• Managers can create tasks for their managed users (if enabled in company settings)

• Coaches can create tasks for their coached users

• Curators/Learning Designers with task permissions can create tasks

Before creating a task:

• Activities must exist in the platform before they can be assigned

• Users, Groups, or Teams must be pre-configured

• Dynamic Task options require you to define automation rules when creating the Task

Quick Start Guide

Step 1: Add a New Task

1. Click +Add New (upper right hand corner of the DASHBOARD)

2. Select Task

Step 2: Choose the Activity

Select the Activity you want learners to complete. Supported types include:

• Item

• Learnlist

• Quiz

• Survey

• Channel

• Event

💡 Tip: A Task is only marked 'Complete' once the assigned Activity is completed. Learn Amp checks for a direct match.

Step 3: Assign the Task

You can assign the Task to:

• Individuals – Select one or more users

• Teams – Assign based on team membership (e.g. Marketing)

• Groups – Custom groupings (e.g. 'New joiners')

• Company – Everyone in the organisation

• Advanced Groupings – Saved filters or dynamic rules

Team Assignment Options

When assigning tasks to a Team, you have additional options to control exactly who receives the task:

Primary Team Users Only

Enable this option to assign the task only to users who have this team as their primary team.

This is useful when:

• Users belong to multiple teams but should only receive certain training through their main team

• You want to avoid duplicate tasks for users in multiple teams

• You're running team-specific compliance training

💡 Tip: A user's primary team is typically the first team they were added to, or can be changed by an Admin.

Assign to Sub-teams

Enable this option to cascade the task to all sub-teams within the selected team hierarchy.

When enabled:

• The task is assigned to members of the selected team AND all its child teams

• Useful for department-wide training where you want to include all sub-teams automatically

⚠️ Important: If you want to assign to a specific team only without including sub-teams, leave this option unchecked.

Dynamic Task Settings

Dynamic Tasks let you automate the scheduling of Task assignments based on membership changes. For example, if new employees join a team after a Task is created, the system can automatically assign them the relevant training.

This is ideal for:

• Onboarding workflows

• Compliance training

• Evergreen learning programmes

Assigning to:

You can choose from:

Current and New Members

• Assigned to existing users immediately

• Automatically assigned to future users when they join the group/team/company

• New users will have their own dynamic deadlines

Current Members Only

• Only assigned to users who are already members at the time of Task creation

• New joiners will not be assigned this Task

New Members Only

• Task is only assigned to users who join after the Task is created

• Current members are not included

Who Are Current and New Members?

Dynamic assignment rules apply differently based on user status. Here's how it works across Teams, Groups, and the Company:

Step 4: Configure Task Options

Choose task-specific behaviours:

• Reassign on repeat – Check this box if you want users to repeat the Task, even if they've completed the content previously.

• If unchecked, users who've already completed the content will have the Task marked as completed automatically.

Step 5: Set Dates and Recurrence

Configure when and how often the Task is set:

• Set from – When the Task should become active

• Complete by – The deadline for users to complete the Task

• Repeats – Define the deadline for future Task cycles

• Re-issue Task – Automate re-assignment (e.g. quarterly compliance tasks)

⚠️ Important:

• First deadline applies only to current users

• For new joiners, use the dynamic 'Set from' and 'Complete by' options

• If you choose a specific 'Set from' date, no Tasks will be created for joiners after that date

Dynamic Recurrence Based on Last Completion Date (Beta)

This feature allows Tasks to repeat based on each user's last completion date, rather than a fixed calendar deadline. It ensures personalised scheduling and helps keep learners consistently up to date.

How It Works

You can now choose from two recurrence options:

• Fixed Rule—Tasks repeat on the same date for all users (e.g. every 31st December).

• Dynamic Rule (Beta)—Tasks recur based on when each user last completed the content.

Example Scenario

Scenario:

A company sets an annual GDPR training task with a deadline of 31st December and a 30-day task window.

• Employee #1 completes the task on 1st October

• Employee #2 completes it on 15th December

With fixed recurrence:

• Both would get the next task for 31st December next year.

With dynamic recurrence:

• Employee #1 will receive their next task with a deadline of 1st October next year.

• Employee #2 will receive theirs on 15th December next year.

Setting It Up

Step 1: Enable Dynamic Recurrence

• Create a recurring Task and proceed to Step 4 (Recurrence Rules)

• Select "Dynamic (last content completion date)"

Step 2: Define the Interval

Choose a preset interval (e.g. 12 months) or set a custom interval using:

• Days

• Weeks

• Months

Example:

• 6 months + 2 weeks + 3 days = Recurrence 6 months, 2 weeks, and 3 days after last completion

Step 3: Configure Additional Settings

• Re-issue X days before deadline (e.g. 90 days)

• Recur only once (Optional)

• Start from last content completion date (Optional)

💡 Tip: If enabled, recurrence starts from a user's most recent content completion. If disabled, it uses the default deadline from Step 3.

Advanced Settings

The Advanced Settings section provides additional control over task behaviour. These settings are found in the final step of task creation.

Require Completing Again

When enabled, any previous completions are invalidated and the user must complete the content again. This is useful for:

• Compliance training that must be completed fresh

• Updated content that requires re-engagement

• Annual certifications

If unchecked, users who have already completed the content will have their task auto-completed.

When Task Recurs, Reset Completion

For recurring tasks, you can choose to only require re-completion when the task recurs. This allows users to skip the first assignment if they've already completed the content, but requires them to complete it again when the task recurs.

Mandatory Task

Mark a task as mandatory to highlight its importance. Mandatory tasks:

• Are visually distinguished in the learner's task list

• Are prioritised in notifications and reminders

• Show prominently in reports

Skip New Task Email

Enable this option to suppress the initial "new task assigned" email notification. The task will still appear in the learner's task list, but they won't receive an email about it.

This is useful for:

• Bulk task assignments where you don't want to overwhelm users with emails

• Tasks that are assigned in addition to other communications

• Pre-scheduled tasks where notification timing matters

⚠️ Note: This only skips the initial notification. Reminder and overdue emails are controlled separately.

Hide 'Set By' Name

Enable this option to hide the assigner's name from learners. Instead of showing who assigned the task, the task will appear as a system assignment.

This is useful for:

• Company-wide compliance training where individual attribution isn't needed

• Maintaining a consistent organisational voice for required training

• Reducing confusion about who to contact regarding the task

Randomised Assignment

For team, group, or company-wide tasks, you can enable randomised assignment to select a random subset of users.

When enabled:

• Specify the batch size (number of users to assign to)

• A random selection of users from the target group will receive the task

• Useful for spot-checking, sampling, or phased rollouts

💡 Tip: Randomised assignment cannot be combined with recurring tasks.

Notification Settings

Configure who should be notified about task events:

• Notify when completed – Send notifications to specified users when the task is completed

• Notify when overdue – Alert specified users when the task becomes overdue

• Daily overdue reminders – Send daily reminder emails to the learner until the task is completed

Save the Task

Once your Task settings are finalised, click 'Save Task' to assign it.

What Happens When Content is Archived or Hidden?

Understanding how tasks behave when content changes status helps you manage your training programmes effectively.

When Content is Archived

• Completed tasks are preserved and unlinked from the parent task rule

• Incomplete tasks are soft-deleted and no longer visible to learners

• Recurring tasks stop future recurrences

• The task history is retained for reporting purposes

When Content Visibility Changes to Hidden

• Open tasks are automatically destroyed

• This prevents learners from being assigned content they can't access

• Completed tasks remain in the learner's history

Why Use Tasks?

• Enforce deadlines for key learning content

• Track individual and group-level completion

• Ideal for compliance, onboarding, and role-specific training

• Automate recurring or evergreen assignments

• Follow up via reporting tools

FAQs

Q: What's the difference between a Task and an Activity?
An Activity is the content (e.g. a Quiz). A Task is how you assign that content to learners with deadlines and tracking.

Q: Can I assign Tasks automatically to new employees?
Yes—use dynamic Task options to assign Tasks to new joiners automatically.

Q: What happens if a user has already completed the content?
If "Require completing again" is unchecked, the Task is auto-marked as complete. If checked, they'll need to complete it again.

Q: Can I issue Tasks that repeat regularly (e.g. annually)?
Yes—use the Re-issue Task setting to automate future assignment cycles.

Q: Can I switch between fixed and dynamic recurrence?
No. You must create a new task if you want to change the recurrence type.

Q: Does dynamic recurrence affect existing recurring tasks?
No. Only newly created tasks support this setting.

Q: What if a user completes the content again as a refresher?
The recurrence schedule will shift to the most recent completion date.

Q: How can I automatically assign content to new joiners as soon as they join?
Create a Group with a filter based on 'Hire date' or 'Invitation accepted'. Assign tasks to this group using the setting 'Current and new joiners'. Whenever a user is added to the system, they will become part of this group and be assigned tasks automatically.

Q: What happens to tasks assigned to users who haven't accepted their invite?
If a user hasn't accepted their invite, the task will not be assigned to them. Once they accept their invite and their status shows as active, the task will be triggered to assign. You can check user invite status via the People Log (People > Individuals).

Q: I've assigned a task to a group with 'Current and new members' but some users haven't been assigned. What happened?
Some users may have the status 'Not yet invited', 'Invite pending', or 'Invite scheduled'. Until these users show the status 'Confirmed', they won't have the task assigned. This also explains why there may be a discrepancy between the number of tasks in the Task Log and team/group member numbers.

Q: Are Groups automatically assigned pre-set tasks?
Groups refresh daily by default. Once they refresh, new users are added and tasks are assigned accordingly. If you need to speed up the process, use the 'Refresh now' button to refresh the group and add users immediately.

Q: What does 'New' and 'Current' members mean when assigning a task?
New members are anyone who joins the Group, Team or Company after the task has been set. Current members are anyone already part of the Group, Team or Company when the task is assigned.

Q: Are members who have been imported but not yet invited classed as current or new?
These users are classed as new members and will have the task assigned once they complete their first login.

Q: Can I assign multiple tasks for different content at one time?
To do this, add all the content you want assigned into a Learnlist or Channel, and then assign that grouped content as a single task.

Q: If I'm overdue on a yearly recurring Task by 11 months, what happens when it recurs?
You will get a new Task when the recurring date arrives. Your previous overdue Task is marked as 'expired'. Once expired, it does not mark as complete automatically—if you complete the content, only the active (most recent) recurrence will be marked as complete.

Q: What happens to recurring tasks if the user changes Team or is removed from a Group?
Once removed from the Group/Team, they will no longer be issued any future recurrences of the Task. Past Tasks will still be visible—it's simply that future recurrences are cancelled for them.

Q: What happens if I delete future tasks?
Deleting 'Future Tasks Only' prevents any scheduled tasks from being issued. Deleting 'Current and Future Tasks' deletes previously issued tasks and prevents scheduled ones from going out.

Q: Can I set Tasks to recur every 5 years?
Yes. This option appears as 'every 60 months' in the recurrence list to stay consistent with the format of existing options.

Q: Can I limit completion expiry to occur only when a task recurs?
Yes. Use the setting "When task recurs, reset completion and ask learner to complete again". This allows users to skip the first assignment if they've already completed the content, but requires them to complete it again when the task recurs.

Q: What does 'Primary Team Users Only' do?
This option ensures the task is only assigned to users who have the selected team as their primary team, avoiding duplicate assignments for users who belong to multiple teams.

Q: Can I assign a task to just one team without including sub-teams?
Yes. Simply leave the 'Assign to Sub-teams' option unchecked when creating the task.

Q: How does randomised assignment work?
When enabled for team, group, or company tasks, a random selection of users (based on your specified batch size) will receive the task. This is useful for spot-checking or phased rollouts.

Q: Can I hide who assigned the task from learners?
Yes. Enable 'Hide Set By' in Advanced Settings to display the task as a system assignment rather than showing the assigner's name.

Troubleshooting