Tracking Task Progress
The task tracking view gives managers real-time visibility into what is getting done, what is overdue, and where bottlenecks exist across properties.
Task Statuses
| Status | Meaning |
|---|---|
| Pending | Task created but not yet started by the assignee |
| In Progress | Staff member has started working on the task |
| Completed | Work is finished and marked done |
| Cancelled | Task was cancelled before completion |
Viewing Tasks
Navigate to Admin > Staff > Tasks to see all tasks. The default view shows active tasks (Pending and In Progress) sorted by priority and due date.
Status Tabs
- Active -- Pending and In Progress tasks. Your daily working view.
- Completed -- Finished tasks for review and reporting.
- Overdue -- Active tasks past their due date. Check this daily.
- All -- Every task regardless of status.
Filtering
Narrow the task list by:
| Filter | Description |
|---|---|
| Property | Tasks for a specific villa |
| Assigned to | Tasks assigned to a specific staff member |
| Priority | Urgent, High, Medium, or Low |
| Due date range | Tasks due within a specific window |
| Template | Tasks created from a specific template |
Combine filters for targeted views like "Urgent tasks at Casa del Sol assigned to Maria."
Search
Full-text search across task titles, notes, and property names. Use the search bar at the top of the task list.
Overdue Task Management
Tasks that pass their due date are flagged as overdue:
- A red indicator appears on the task card.
- Overdue tasks surface in the Overdue tab.
- Managers receive daily digest notifications listing all overdue items.
Addressing Overdue Tasks
- Review the overdue list daily.
- For each overdue task, determine the cause:
- Staff oversight: Send a reminder or escalate priority.
- Blocked by external factor: Add a note and adjust the due date.
- No longer needed: Cancel the task.
- Update the task accordingly.
Performance Metrics
Task data feeds into staff reports:
- Completion rate -- Percentage of tasks completed on time.
- Average completion time -- How long tasks typically take.
- Overdue frequency -- How often a staff member's tasks become overdue.
- Tasks per property -- Workload distribution across your portfolio.
Access these metrics from Admin > Staff > Reports.
Export
Export the task list as CSV for external analysis:
- Apply your desired filters.
- Click Export.
- The CSV includes task title, property, assignee, priority, status, due date, and completion date.
Common Questions
Can I see tasks across all properties at once? Yes. The default view shows all tasks. Use the property filter to narrow down.
Are cancelled tasks included in performance metrics? No. Cancelled tasks are excluded from completion rate and timing calculations.
Related
- Task Assignment -- Creating and assigning tasks.
- Task Priorities -- Priority level guide.
- Task Completion -- How staff complete tasks.
- Staff Reports -- Performance reporting.