Who it's for: All users
Platform: Sense HR
Available on: All plans
Before you begin, make sure you’ve:
☑️ Logged in to Sense HR
☑️ Been given Add permission for To Dos
☑️ Understood that you can only assign tasks to people within your people profile access
Overview
Use Add task to create a new simple task in the To Do module.
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.
You can use simple tasks for things like:
personal reminders
one-off HR actions
follow-ups for yourself or other users
team reminders
checklist-style work
compliance or document follow-ups that are not handled by a linked task
Simple tasks can be assigned to one person or to more than one person. If you select more than one assignee, Sense asks whether the task should be created as individual tasks or as one shared task.
🖊️ Note:
This article is about simple tasks created with Add task.
Linked tasks are created by workflows or other areas of Sense. They are completed by completing the linked action, such as approving a request, submitting a form, or signing a document and cannot be added manually.
Navigation path
Dashboard > To do > Add task
You can also add a task from a person’s profile:
HR Dashboard > People > [select profile] > To do > Add task
🖊️ Note:
If you add a task from a person’s profile To do screen, the Assign to field is fixed to that person. Use the main To do module if you need to assign the task to someone else or to a wider group.
Create a task
Go to HR Dashboard > To do.
Click Add task.
Enter a task Name.
Optional: enter a Description.
In Assign to, search for and select the people or groups who should receive the task.
Choose a Status.
Optional: select or create a Task category.
Enter a Due date.
Optional: enter one or more subtasks.
Click Add for each subtask.
If you selected more than one assignee, choose how the task should be created and completed.
Click Assign to confirm.
✅ The task is added to the To Do list for the selected assignees.
Add task button in the To Do module
Task details panel
Complete the task details
When you create a task, complete the details clearly so the assignee knows what they need to do.
Field | What to enter |
Name | A short, clear task name. |
Description | Extra instructions or context for the assignee. This can also help with audit records. |
Assign to | The person, people, or group who should receive the task. |
Status | The starting status of the task. Usually Not started. |
Task category | Optional label used to group or filter tasks. |
Due date | The date the task should be completed by. |
Subtasks | Optional smaller actions that sit under the main task. |
💡 Tip:
Use action-based task names. For example, use Review probation notes instead of Probation.
Choose who to assign the task to
You can assign tasks to:
yourself
individual users
groups of users
locations
departments
job titles
contract types
The options available in Assign to depend on your access role and people profile access.
For example:
if you have Add permission but no access to other profiles, you can assign tasks only to yourself
if you have Add permission and access to other profiles, you can assign tasks only to people within your accessible profile scope
Assigning a task to a department, location, job title, or contract type may assign the task to multiple people, depending on your profile access. If more than one assignee is selected, Sense asks whether to create individual tasks or one shared task.
Assign to field showing individuals and group smart filters
Choose how multiple assignees should complete a task
If you select more than one assignee, Sense asks how the task should be created and completed.
You can choose one of three options:
Option | What it does | How it appears and completes |
Create individual tasks for each assignee to action | Creates a separate task for each selected assignee. | Each assignee receives their own task. In All to dos, each assignee appears on a separate row. |
Create a shared task that any assignee can action | Creates one shared task for all selected assignees. | The task and all assignees appear as one row. Any one assignee can select Mark as complete to update the task status to Completed. |
Create a shared task that all assignees must action | Creates one shared task for all selected assignees. | The task and all assignees appear as one row. All assignees must select Mark as complete before the task status updates to Completed. |
To choose the assignment behaviour:
Create the task as normal.
Select more than one person in Assign to.
Click Assign.
Choose how the task should be created and completed.
Click Assign again.
🖊️ Note:
This choice appears only when the task has more than one assignee.
Multiple assignees confirmation modal that appears after selecting more than one assignee, including the three options for individual tasks, shared task any assignee, and shared task all assignees.
Multiple assignment results in All to dos table after assigning tasks using the multiple-assignee options, with separate rows for individual tasks and shared rows for shared tasks.
🖊️ Note:
After a task has been created with more than one assignee, you can use View assignees from the More actions (…) menu to check each assignee’s progress.
Add a task category
Task categories help group and filter tasks in the To Do list.
To use a category:
Open the Task category dropdown.
Select an existing category
To add a new category:
Select + Add new option.
To add a new category, click + Add more.
Enter the new category name and click the checkmark ✓ to confirm.
Click Save.
Select the newly added category.
🖊️ Note:
There is no separate category management page for manual categories. You add, edit, or delete manual categories from the Task category dropdown when adding or editing a task.
🖊️ Note:
Manual categories that are attached to a To Do cannot be deleted. If a category is in use, the delete icon is not available. To remove the category, you must first remove or delete the To Do it is attached to.
Add subtasks
Use subtasks to break a larger task into smaller actions.
For example, a task called Prepare onboarding pack might include subtasks for:
check contract
add right to work reminder
prepare welcome email
confirm start date
Each subtask has its own status:
Not started
In progress
Completed
A parent task with subtasks shows a progress count, such as 0/5, to show how many subtasks have been completed. It can be expanded within the To Do table to show each subtask. You can complete subtasks from the expanded parent task in the To Do table.
Task with subtasks
Reassign a task
You can reassign a simple task while it is active, as long as you have the required permissions.
To reassign a task, you usually need:
Update access for the current assignee’s To Do
Add access for the person you want to reassign the task to
You can reassign tasks while they are active and not completed or archived.
Completed tasks cannot be reassigned. Completed subtasks cannot be reassigned.
🖊️ Note:
Reassignment options may depend on the task assignment model and whether assignee changes are supported for that To Do.
FAQ
Click to view answers to frequently asked questions
Click to view answers to frequently asked questions
Q: How do I add a task?
A: To add a task, go to HR Dashboard > To do and click Add task. Enter the task name, assignment, status, category, due date, and any subtasks, then click Assign.
Q: Why can’t I see the Add task button?
A: You may not see the Add task button if your access role does not include Add permission for To Dos.
Q: Why can’t I assign a task to someone?
A: You can’t assign a task to someone if they are outside your people profile access. If you have Add permission but no access to other profiles, you can assign tasks only to yourself.
Q: Can I assign a task to a whole department or location?
A: Yes. To assign a task to a whole department or location, use the Assign to field and search for the department or location. You can also assign tasks by job title or contract type.
Q: Why do I see an Assign task prompt after clicking Assign?
A: You see the Assign task prompt when you select more than one assignee. This can happen when you select several individual people, or when you assign the task to a department, location, job title, contract type, or other group that includes multiple people. Sense asks whether you want to create individual tasks for each assignee, one shared task that any assignee can action, or one shared task that all assignees must action.
Q: What is the difference between individual tasks and a shared task?
A: Individual tasks create a separate task for each assignee. A shared task creates one task for all selected assignees. For a shared task, you choose whether any assignee can action it or all assignees must action it.
Q: Why do I see several task rows in All To Dos after assigning one task?
A: You see several rows if you selected Create individual tasks for each assignee to action. This creates one separate task for each selected assignee.
Q: Why do I see one row with several assignees?
A: You see one row with several assignees if you selected one of the shared task options. The task is shared by the selected assignees, and completion depends on whether you chose any assignee or all assignees.
Q: How can I see who has completed a shared task?
A: To see who has completed a shared task, open the More actions (…) menu on the task row and select View assignees. The modal shows each assignee, their status, and actioned details where available.
Q: What is the difference between a simple task and a linked task?
A: A simple task is a To Do that opens the Task details panel and can usually be completed with Mark as complete. A linked task is connected to another action or record in Sense, such as a request, form, document action, or workflow step.
Q: Can I create a linked task with Add task?
A: No. Add task creates a simple task. Linked tasks are created by workflows or other areas of Sense, such as requests, forms, documents, sickness, or onboarding actions.
Q: Can I add subtasks?
A: Yes. You can add subtasks when creating or editing a task. Subtasks help break a larger task into smaller actions and can usually be marked as Not started, In progress, or Completed.
Q: Can I change a task after assigning it?
A: You can change a task after assigning it if your permissions and the task rules allow it. For simple tasks, this may include updating the due date, assignees, status, category, description, or subtasks.
Q: Why can’t I delete a task category?
A: You can’t delete a task category if it is attached to a To Do. To delete it, you must first remove it from any To Dos it is attached to, or delete those To Dos where deletion is allowed. You can use the Category column filter to find To Dos using that category. System categories cannot be deleted.