Who is this for: All users
Platform: Sense HR and Sense Mobile
Available on: All plans
Before you begin
Make sure you’ve:
☑️ Logged in to Sense HR
☑️ Been given View permission for To Dos
☑️ Understood that what you can see and do depends on your To Do permissions, people profile access, and relationship to the task, such as whether it is assigned to you or was created by you
Overview
Use the To Do module to find and manage the work that needs your attention.
From the To Do module, you can:
view your own To Dos
view other users’ To Dos, if you have access
filter To Dos by status, assignee, due date, category, and other details
open simple tasks and linked tasks
mark simple tasks as in progress or complete
complete linked actions, such as approvals, forms, requests, and personal document read/sign actions
find completed or archived To Dos
You can also view, open, and complete your own To Dos from the To Do dashboard widget, or from your own profile when the To Do screen is included in your profile template.
A simple task is a To Do that you complete by selecting Mark as complete. It opens the Task details panel when you click it.
A linked task is connected to another action or record in Sense, such as a request, form, document action, or workflow step. To complete it, you complete the linked action. It opens the linked record, form, or completion screen when you click it.
Open the To Do module
Navigation path:
HR Dashboard > To do
The To Do module is the main place to view, filter, action, and complete tasks.
Depending on your permissions, you may see:
My to dos — To Dos assigned to you
All to dos — To Dos assigned to other users you are allowed to access
The module also shows summary counts, such as:
Outstanding
Recently assigned
Overdue
To Do module overview
Use the dashboard widget
Navigation path:
Dashboard > Overview > My to dos widget
The My to dos widget gives you a quick view of your own To Dos from the Dashboard Overview tab.
The widget shows:
outstanding To Dos
overdue To Dos
a link to open the full To Do module
Use the Outstanding and Overdue tabs to switch between your outstanding and overdue To Dos.
You can click a To Do directly from the widget to open it:
if it is a simple task, the Task details panel opens
if it is a linked task, the related action, form, modal, or completion screen opens
Click Go to To dos to open the full To Do area.
🖊️ Note:
The dashboard widget shows your own assigned To Dos. Use the full To Do module if you need to view or manage To Dos assigned to other users.
Dashboard My to dos widget
View To Dos from a profile
You can also view To Dos from a person’s profile.
Navigation path:
HR Dashboard > People > [select profile] > To do
Use this route when you are already working inside someone’s profile and want to check their To Dos without returning to the main To Do module.
If your permissions allow it, you can also open and action supported To Dos from another person’s profile To Do screen. Some To Dos, such as Sign Document tasks, must still be completed by the assigned person.
🖊️ Note:
The profile To Do screen appears only if the person’s profile template includes the To do screen. If the profile To Do screen is not available, use the main To Do module from the left-hand navigation.
Understand individual and shared simple tasks
A simple task can be assigned to one person or to multiple people.
When a simple task is assigned to multiple people, it may appear in one of two ways:
Assignment type | How it appears | How completion works |
Individual tasks | Each assignee has their own To Do row. | Each assignee completes their own task. |
Shared task — any assignee can action | One To Do row is shared by multiple assignees. | Any one assignee can select Mark as complete to update the task status to Completed. |
Shared task — all assignees must action | One To Do row is shared by multiple assignees. | All assignees must select Mark as complete before the task status updates to Completed. |
Shared tasks may show multiple assignee avatars in the Assigned To column.
🖊️ Note:
For tasks with more than one assignee, use View assignees from the More actions (…) menu to check each assignee’s progress.
Individual and shared tasks in the To Do table
View assignee progress for a shared task
If a task has more than one assignee, the View assignees option appears in the More actions (…) menu.
Use View assignees to check who the task was assigned to and whether each assignee has actioned it.
To view assignee progress:
Go to HR Dashboard > To do.
Find the shared task.
Click the More actions (…) menu on that row.
Select View assignees.
Review each assignee’s status in the modal.
The modal shows:
assignee name
assignee status
actioned date, where applicable
who actioned the task, where applicable
🖊️ Note:
The View assignees option appears only for tasks with more than one assignee.
Understand To Do statuses
To Dos can have the following statuses:
Status | What it means |
Not started | The To Do has not been started. |
In progress | Work has started, but the To Do is not complete. |
Completed | The To Do has been completed. |
Archived | The To Do has been removed from the active list but kept for audit and compliance. |
By default, the To Do table shows active To Dos only. This usually means To Dos with a status of Not started or In progress.
Completed and Archived To Dos are hidden from the default view so the list stays focused on items that still need action.
Filter To Dos
Use filters to narrow the To Do list and find the records you need.
You can filter by details such as:
status
assignee
due date
category
task name
created date
To apply a filter:
Go to HR Dashboard > To do.
Open the relevant column filter
.Select or enter the values you want to search by.
Review the filtered results.
To remove filters, select 
Clear.
To Do table filters
You can also sort the To Do table using the column headers. For example, sort by Due Date to bring the most urgent or overdue tasks to the top of the list.
🖊️ Note:
Overdue To Dos are shown with an overdue indicator next to the due date. There is no separate overdue filter.
View completed or archived To Dos
Completed and Archived To Dos are not shown in the default active view.
To view Completed or Archived To Dos:
Go to
HR Dashboard > To do.Open the Status filter.
Select Completed or Archived.
Click Apply.
Review the filtered results.
You can also clear the default filters to see the full set of To Dos.
Status filter showing Completed and Archived
Find when a To Do was completed
There is no completed date column in the main To Do table.
To see when a To Do was completed:
Use the Status column filter
to show completed To Dos in the table. Find the completed To Do in the table.
Expand the To Do row.
Check the completed date in the expanded details.
Completed on date
Open a To Do
Click a To Do in the table to open it.
What happens next depends on the type of task.
Type | What opens | What you do next |
Simple task | The Task details panel | Review the task and update the status, details, or subtasks where allowed. |
Linked task | A form, modal, request, document action, or completion screen | Complete the linked action, such as approving a request, submitting a form, or signing a document. |
💡 Tip:
If you are not sure whether a To Do is a simple task or a linked task, open it. The Task details panel usually means it is a simple task. A specific form, modal, or completion screen usually means it is a linked task.
Complete a simple task
Simple tasks can usually be completed from the To Do table or from the Task details panel.
To complete a simple task from the To Do table:
Go to HR Dashboard > To do.
Find the task.
Click the More actions (…) menu on that row.
Select Mark as complete.
✅ The task status changes to Completed.
You can also open the Task details panel and use the Status dropdown to select Completed.
For shared tasks, completion depends on how the task was created:
if any assignee can complete the task, the task status updates to Completed as soon as one assignee selects Mark as complete
if all assignees must complete the task, the task status updates to Completed only when all assignees have selected Mark as complete
To check progress on a shared task, use View assignees from the More actions (…) menu. This shows each assignee’s status and actioned details.
🖊️ Note for Admins and managers:
If a shared task requires all assignees to action it, marking it as complete from All to dos may complete the overall shared task.
To complete the task for one assignee only, go to that person’s profile, open their To do screen, and mark the task as complete there. This option is available only where your permissions and profile access allow it.
More actions menu for a task with Mark as complete option
Task details panel status dropdown
Update a simple task status
If your permissions allow it, you may be able to update a simple task status without completing it immediately.
A simple task can usually be changed to:
Not started
In progress
Completed
For example, you might move a task to In progress when work has started, then mark it as Completed when the work is finished.
🖊️ Note:
The status options available to you depend on your permissions, whether you created the task, and whether the task is assigned to you.
Complete subtasks
Some simple tasks include subtasks.
A task with subtasks may show:
an expand/collapse arrow
a progress count, such as 0/5
subtasks listed underneath the main task when expanded
a separate status for each subtask
You can open the parent task to view or edit the subtask text, where your permissions allow it.
To complete a subtask:
Expand the parent task in the To Do table.
Find the subtask.
Click the More actions (…) menu on the subtask row.
Select Mark as complete.
Subtasks can usually be marked as:
Not started
In progress
Completed
🖊️ Note:
You cannot update a subtask’s status from the Task details panel. To update a subtask’s status, expand the parent task in the To Do table and use the More actions (…) menu on the subtask row.
Expanded task with subtasks
Action a linked task
Linked tasks are completed by completing the linked action.
For example, a linked task may ask you to:
approve or deny a request
submit a form
review return to work information
read or sign a personal document
upload a document or picture
complete a new hire action
To action a linked task:
Go to HR Dashboard > To do.
Find the linked task.
Click the task.
Complete the form, request, document action, or completion screen that opens.
Save, submit, approve, deny, sign, or complete the action as required.
When the linked action is completed, the related record in Sense is updated and the To Do status is updated as part of that process.
🖊️ Note:
Some linked tasks must be completed by the assigned person. For example, a Sign Document task must be completed by the assigned signatory.
Understand overdue To Dos
A To Do becomes overdue when its due date has passed and the To Do has not been completed.
If a To Do is overdue, an overdue indicator appears next to the due date.
You can find your own overdue To Dos from the Overdue tab in the My to dos dashboard widget.
You can also use the To Do module to sort or filter the table by due date.
Overdue To Dos remain actionable where you have permission to action them.
Basic troubleshooting
I can see a To Do but cannot action it
You may not be able to action a To Do if:
it is not assigned to you
the To Do does not support actioning on behalf of another person
the To Do has already been completed, archived, or actioned
the linked workflow, document, or system process prevents the action
For example, Sign Document tasks must be completed by the assigned signatory.
I cannot find a completed To Do
Completed To Dos are hidden from the default active view.
Use the Status filter and select Completed to find completed To Dos.
I cannot see another person’s To Dos
You can only see another person’s To Dos if your access role and people profile access allow it.
Use All to dos in the To Do module if you need to view To Dos assigned to other people.
I opened a To Do and it does not show the Task details panel
If a To Do opens a form, modal, request, document action, or completion screen, it is likely a linked task. Complete the linked action to complete the To Do.
FAQs
Click to see answers to frequently asked questions
Click to see answers to frequently asked questions
Q: What is the difference between My to dos and All to dos?
A: My to dos shows To Dos assigned to you. All to dos shows To Dos assigned to other users you are allowed to access. Whether you can see All to dos depends on your permissions and people profile access.
Q: Why can’t I see completed To Dos?
A: You can’t see completed To Dos because the To Do table shows active To Dos by default. To view completed To Dos, use the Status filter and select Completed, or clear the default filters.
Q: Why can’t I see archived To Dos?
A: You can’t see archived To Dos because archived items are hidden from the default active view. To view archived To Dos, use the Status filter and select Archived.
Q: How do I complete a simple task?
A: To complete a simple task, find it in the To Do table, click the More actions (…) menu on that row, and select Mark as complete. You can also open the Task details panel and use the Status dropdown to select Completed.
Q: Why do some tasks show multiple assignees?
A: Some tasks show multiple assignees because they were created as shared tasks. A shared task appears as one To Do row and can be set so that any assignee can action it or all assignees must action it.
Q: Why do some assigned tasks appear as separate rows?
A: Some assigned tasks appear as separate rows in All to dos because they were created as individual tasks for each assignee. Each assignee receives their own task and completes it separately.
Q: Why did my shared task not complete for everyone?
A: A shared task may not complete for everyone if it was created so that ALL assignees must action it. In that case, the task remains active until each required assignee has selected Mark as complete. To check each assignee’s progress, use View assignees from the More actions (…) menu.
Q: How can I see who has actioned a shared task?
A: To see who has actioned a shared task, click the More actions (…) menu on the task row and select View assignees. The modal shows each assignee’s status, actioned date, and actioned by details where available.
Q: Why does a To Do open a form or request instead of the Task details panel?
A: A To Do opens a form, request, modal, document action, or completion screen when it is a linked task. Linked tasks are completed by completing the linked action, not by marking the task record as complete.
Q: Why can I see a To Do but not complete it?
A: You may be able to see a To Do but not complete it if you do not have permission to action it, if it is assigned to someone else, if it has already been completed or archived, or if the linked action must be completed by a specific person.
Q: Can I complete a To Do for someone else?
A: You can complete a To Do for someone else only where the To Do supports actioning on behalf of another person and you have the required access. Some tasks, such as Sign Document tasks, must be completed by the assigned person.
Q: How do I find overdue To Dos?
A: To find overdue To Dos assigned to you, use the Overdue tab in the My to dos dashboard widget. In the To Do module, you can also sort or filter the table by due date. Overdue To Dos show an overdue indicator next to the due date.
Q: Where can I see when a To Do was completed?
A: To see when a To Do was completed, first use the Status column filter to show Completed To Dos in the table. Then expand the completed To Do record. The completed date is shown in the expanded details.
Q: Can I complete To Dos from Sense Mobile?
A: Yes. You can complete supported To Dos from the Sense Mobile To do app. The actions available in Mobile follow the same permissions and task rules as the web To Do module.