Create, update and complete tasks

Who can do this: Owner, Administrator, Finance, Fundraiser, Programs and Front desk can create, edit and complete tasks. Only Owner, Administrator and Fundraiser can delete them. Viewer can see tasks but doesn't see "+ New Task", and task details are read-only.

Quick steps: Tasks › "+ New Task" › "Title", "Assign to" › "Create Task" · to finish: ⋯ on the row › "Mark Complete"

Before you start

• You need one of the roles above.
• The person you assign it to must be on your team in Clerestory.
• Know the supporter's name if the task is about someone.

Create a task

Page: /dashboard/tasks

1. In the left-hand menu, under Operations, click "Tasks".
2. At the top right of the page, click "+ New Task".
3. A panel opens on the right called "Create Task".
4. In "Title *", type what needs doing, for example "Thank-you call to Jordan Lee".
5. In "Description", add any detail. It's optional.
6. "Assign to *" starts with your own name. To give the task to someone else, click it and choose a team member.
7. In "Supporter (optional)", type a name and click the right person in the list.
8. In "Priority", choose "Low", "Normal", "High" or "Urgent". "Normal" is chosen to start with.
9. In "Category", choose one, such as "Thank-you call" or "Follow-up". "General" is chosen to start with.
10. In "Due Date", type the day it's due, for example Sep 24, 2026, or click the calendar icon at the right of the box.

Important: Clicking "Create Task" emails the person in "Assign to *" to tell them about the task. This happens even if you assign it to yourself.

11. Click "Create Task" at the bottom of the panel.
12. You'll see "Task created". That means it worked.
13. If you see "Title is required" or "Assignee is required", fill in that box and click "Create Task" again.

Find your tasks

1. At the top right of the Tasks page, left of "+ New Task", click "My Tasks" to see tasks assigned to you, or "All Tasks" to see everyone's.
2. The boxes across the top show "Open Tasks", "Overdue", "Completed Today" and "My Open Tasks". These count all tasks, not only the ones in the filtered list.
3. Click a column heading, such as "Due Date", to sort by it.

Mark a task complete

1. Find the task's row.
2. At the far right of the row, click the three dots (⋯).
3. Click "Mark Complete".
4. You'll see "Task marked as complete". That means it worked.

To complete several at once, check the box at the left of each row. A bar appears above the list showing, for example, "3 selected". Click "Mark Complete" in that bar. You'll see, for example, "3 task(s) marked as complete".

Change a task

1. Click the task's title, or click the three dots (⋯) and then "View Details".
2. A panel opens called "Task Details".
3. Change "Title *", "Description", "Status", "Assign to", "Supporter", "Priority", "Category" or "Due Date".

Important: If you changed "Assign to", clicking "Save Changes" emails the new person to tell them about the task.

4. Click "Save Changes".
5. You'll see "Task updated". That means it worked.

To change only the priority: click the three dots (⋯), point to "Change Priority", and click the new one in the list that opens to its left. You'll see, for example, "Priority changed to High".

Tasks on a supporter's record

1. Open the supporter's record: People › "Supporters" › "All Supporters", then click the eye button at the far right of their row, under "Actions".
2. Below the giving totals, click the "Notes & activity" tab.

Important: Saving a new task emails the person it's assigned to.

3. In the "Tasks" card, click "Create Task" to add one for this person.
4. To finish one, click the check mark (✓) at the far right of the task. You'll see "Task completed".

Special cases

• Tasks made automatically. Some tasks are created by your organization's task automation. In "Task Details" they say "Auto-generated task" and what made them.
• Status choices are "Open", "In progress", "Completed" and "Canceled".

Buttons to avoid

Important: "Delete" removes the task at once. There is no "Are you sure?" box, and it can't be undone. To close a task without deleting it, set its "Status" to "Canceled".

• "Delete": in the ⋯ menu, and in the bar when rows are checked.

If you make a mistake

• Marked complete by mistake: open "Task Details", set "Status" back to "Open", and click "Save Changes".
• Wrong details: open "Task Details", fix them, and click "Save Changes".
• Deleted by mistake: this can't be undone in the screens. Create the task again.