Limitations & notes
- Assignee vs mention — only users and teams can be assignees. Non-user Contacts can be tagged/mentioned: they appear on the profile Tasks tab and in the Mentions column, but they cannot be assignees.
- Team assignment prerequisite — to assign a task to a team, the User Group must first be explicitly set as a team (toggle Set this role as a team in User Group settings). Until then, the group is not available as a team assignee.
- Visibility controls — to hide a task from others, use Sharing permissions to restrict access. The Visibility icon signals when custom permissions apply.
- View definitions — Overdue = the due date has passed; Upcoming = the due date is in the future. These are built-in view definitions and follow the task's due date.
- Non-user notifications — tagged Contacts who are not users are not notified; only tagged users receive a mention/notification.
Best practice
- Write a clear, action-oriented task name so anyone scanning the table understands what is required.
- Set a due date and time — the Due date field is optional, but a due date is what places the task correctly in the Today, Upcoming, and Overdue views, so set one wherever you can.
- Tag the relevant Contacts in the Task name so the task surfaces on the right profiles and in the Mentions column — useful for tying a task to the customer, member, or organisation it concerns.
- Use teams for shared responsibilities rather than assigning to one person when the work belongs to a group.
- Apply Sharing permissions for sensitive tasks, granting only the access each user or group needs (Full Access, View and Edit, or View only).
- Create tasks in context from Events, Posts, and Projects so the link back to the source is preserved.
- Filter before exporting so reports contain only the relevant rows.
- Review Overdue regularly (especially under My Tasks) to keep work on track, and mark tasks Completed to keep the active views clean.