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How can I create sets of tasks in Teamflect?
How can I create sets of tasks in Teamflect?
Isabella R. avatar
Written by Isabella R.
Updated over a week ago


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In Teamflect, you can create sets of tasks to effectively manage and assign work to your employees. Task groups help you organize related tasks for specific cases and streamline the assignment process. This help article will guide you through the steps of creating task groups in Teamflect.

Note: If this feature is new to you, keep in mind that the Teamflect team has set up a default task group. This will help you grasp the function of task groups and what they offer.

Assigning a set of tasks manually

Here's how you can create sets of tasks in Teamflect:

Step 1: Visit the Admin Center and Find the Tasks Module

Start by logging into your Teamflect account and accessing the Admin Center at https://admin.teamflect.com/. Once you're in the Admin Center, locate the Tasks module. This module allows you to manage tasks and task groups for your organization.

Step 2: Click "See/Create Task Groups"

Within the Tasks module, click on the "See/Create Task Groups" button. This will direct you to the task group management page, where you can view existing task groups and create new ones.

Step 4: Create a New Task Group

On the task group management page, click the "New Task Group" button. This action will open a new task group creation form.

Step 5: Name the Task Group

In the task group creation form, provide a descriptive name for the task group. Choose a name that accurately represents the purpose or theme of the tasks within the group. The employee cannot see the name of the task group.

Step 6: Create Tasks

After naming the task group, now it's time to create individual tasks.

Click '' + Create new'' and follow the steps below for each task:

A. Select the Assigner: Determine who will be responsible for assigning these tasks to the employees.

You have three options to choose from:

  • Selected User in the Organization: A specific user within your organization will be shown as the assigner of the tasks.

  • Manager of the Employee: The manager of the employee will be shown as the assigner of the tasks.

  • System-Assigned: This allows the system to automatically assign tasks by Teamflect administrators.

B. Provide Task Details: Enter the task title, description, and due date for each task and click ''Create''.

Step 7: Assign the Task Group

After saving the set of tasks, you will be directed back to the "Task Groups" section. Locate the task group you just created and click the "Assign" button to assign the task group to a specific user(s).

Step 8: Select User(s) for the assignment

In the assignment interface, you can manually select the user(s) who should receive the tasks within the group. Choose the appropriate user(s) based on their roles, responsibilities, and availability.

Keep in mind that the same task group can be assigned to the same individuals if needed later on. Simply follow the same steps outlined above.

Once you've selected the user(s), confirm the assignment and the tasks will be assigned accordingly.

By following these steps, you can easily create sets of tasks and assign them to the relevant individuals or managers within your organization. This will help streamline workflow management and ensure that tasks are completed efficiently.

Setting up an automation rule for the task groups

In Teamflect, administrators can automate the assignment of task groups, making it easy to assign specific tasks, such as "Onboarding Tasks," to employees based on their tenure in the company. For example, you can automatically assign tasks to employees who have completed a specific number of days since their hire date. Here's a step-by-step guide to setting up this automation:

Step 1: Access the Tasks Module

Start by visiting the Tasks module within the admin center.

Step 2: Create or Select Task Group

Click on "See/create task groups" to either create a new task group or select an existing one that you want to automate.

Step 3: Enable Automation

After creating or selecting the task group, click on the "Automate" button next to it.

Step 4: Configure Automation Settings

Adjust the following settings for automation:

  • After how many days from the hire date of the employee should the tasks be sent: Specify the number of days after an employee's hire date when this specific task group should be automatically assigned.

  • Only send to users who logged in to Teamflect: If you want to assign the tasks only to Teamflect users (excluding non-Teamflect users in your organization), enable this option.

  • Select the hour: Choose the time of day when the task group will be automatically assigned.

Step 5: Create Automation

Once you've configured all the settings, click "Create" to set up the automation.

Step 6: Review Automation Rules

You'll be redirected to the "Task groups" section, where you can easily see the "Automation rules" set for the specific task group. You can click on it to view or edit the automation rules as needed. You also have the option to delete automation rules permanently.

Beneficial Use Cases

Use Case 1: New Employee Onboarding

Scenario: Your organization wants to streamline the onboarding process for new hires. You can automatically assign a series of onboarding tasks to employees based on their hire date, ensuring that they receive relevant tasks at the right time.

Solution: Configure the automation to assign onboarding tasks to employees after specific intervals from their hire date. This ensures that new employees receive tasks related to orientation, training, and paperwork, gradually guiding them through the onboarding process.

Use Case 2: Compliance Training

Scenario: Your company must ensure that all employees complete mandatory compliance training within a certain timeframe. Automate the assignment of compliance training tasks to employees based on their hire date or compliance deadline.

Solution: Set up automation to assign compliance training tasks to employees a certain number of days before their compliance deadline. This ensures that employees receive the necessary training and certifications on time, reducing compliance risks.

Use Case 3: Employee Development

Scenario: Your organization values continuous learning and development. Automate the assignment of skill-building tasks to employees at regular intervals, allowing them to enhance their skills and knowledge over time.

Solution: Create task groups that contain skill-building exercises and courses. Then, set up automation to assign these tasks to employees at predetermined intervals. This promotes ongoing professional development.

Use Case 4: Task Prioritization

Scenario: Your company wants to ensure that employees focus on critical tasks first. Automate the assignment of high-priority tasks to employees based on their role or department.

Solution: Use automation rules to assign high-priority tasks to specific teams or individuals as soon as those tasks are created or become due. This ensures that important tasks are addressed promptly.

Use Case 5: Anniversary Celebrations

Scenario: Your organization wants to recognize and celebrate employee work anniversaries. You can automate the assignment of tasks related to anniversary celebrations.

Solution: Set up automation to assign anniversary-related tasks (e.g., sending congratulations messages or organizing celebrations) on the employee's work anniversary. This adds a personal touch and fosters a positive work environment.

Use Case 6: Performance Reviews

Scenario: Your company conducts periodic performance reviews. Automate the assignment of tasks related to self-assessment, goal setting, and feedback collection to streamline the review process.

Solution: Configure automation to assign performance review tasks to employees a specified number of days before their scheduled review date. This ensures that everyone is prepared and engaged in the review process.

  • By considering these comprehensive use cases, you can leverage automated task group assignments in Teamflect to enhance various aspects of your organization, from onboarding and compliance to employee development and task prioritization.

  • Automation helps optimize workflows, improve efficiency, and ensure that tasks are completed in a timely manner.

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