Tasks — Standalone Work Tracking

Tasks are Remindax's work-tracking module. A reminder tracks a document's expiration; a task tracks something a person needs to do. Tasks are standalone — they aren't directly linked to specific reminders. Each task has an Owner (who's accountable for it) and an Assignee (who's doing it), and the assignee can be either a Remindax user or a contact (someone external).

Reminders vs Tasks at a glance

Owner vs Assignee

Tasks distinguish two roles:

• Owner — the user who's accountable for the task. Typically the person who created it or who's overall responsible for the outcome.
• Assignee — who's actually doing the work. The assignee can be a user (someone with a Remindax login) OR a contact (someone external to the team, like a vendor or client).

This is a meaningful split. A task might be owned by your Operations Manager (who's accountable for completion) but assigned to an external contractor (who'll actually do the work).

Task statuses

Tasks move through six statuses: Open, To Do, In Progress, Review, Completed, Canceled. The statuses are fixed in the product — they're not workspace-configurable. See Task statuses explained for what each means.

Where tasks live in the UI

• Tasks sidebar item — the main module, with both a filterable list view and a Kanban view.
• Dashboard Tasks panel — a snapshot of your task workload, with counts per status and a recent-tasks list.

What tasks can do

• Recurrence — tasks can be set to recur (daily, weekly, monthly, etc.).
• Notifications — tasks have their own notification configuration, separate from reminder sequences.
• Comments and discussion — users can comment on a task, including attaching files (no @mentions currently).
• Attachments — files can be added directly to the task.
• Tags — for cross-cutting organisation.
• Priority — to indicate urgency.

When to use tasks vs reminders

Use a task when:

• The work needs an internal owner and tracking.
• It has no document expiry — it's purely about getting something done.
• It's a recurring action without an associated document ("Weekly review of expiring items").
• You want status tracking (To Do → In Progress → Completed) rather than recipient notifications.
• The work needs assignment to a contact (not a user).

Use a reminder when:

• There's a document with an expiry/due date.
• External recipients need notifications (renewal alerts to clients).
• You need multi-channel (email/SMS/WhatsApp) communication.

Tasks aren't linked to specific reminders. If you want a task as the "internal work for this reminder," create both side-by-side but they exist independently in the system — there's no built-in linkage on the task form. Reference the reminder in the task description if context matters.

What happens next

• Create a task: see Create a task.
• Assign it to a user or contact.
• Move it through statuses as work progresses.
• Mark complete (or cancel) when done.

Edge cases & gotchas

• Tasks are standalone. There's no "linked reminder" field on the task form — tasks don't attach to specific items. Reference the reminder in the task description if you want context.
• Assignee can be a contact, not just a user. This means tasks can flow to external people who don't have a Remindax login.
• Tasks aren't reminder sequences. No multi-channel notifications, no recipient list — just an assignee and a status.
• Tasks don't count against your tracked-item plan limit. Reminders do; tasks are separate.
• Permissions are separate from reminder permissions. Editor users need task permissions (task_view, task_create, task_update, etc.) to manage tasks.
• Overdue tasks visually highlight (red date) but don't auto-change status. Status changes are always manual.

Related questions

• What's a task? Work tracking, separate from document reminders.
• What's the difference between a task and a reminder? Reminders track documents with expiries and notify recipients via sequences; tasks track work, have an owner and assignee, and use a status lifecycle.
• What's the difference between Owner and Assignee? Owner is accountable; Assignee does the work. They can be the same person or different.
• Can I assign a task to someone outside my team? Yes — the assignee can be a contact, not just a user.
• Can I link a task to a specific reminder? Not via a dedicated field. Reference the reminder in the task description for context.
• Do tasks have notifications? Yes — assigning a task emails the assignee. Additional notification configuration is on the task itself.

Related articles

Create a task · Task statuses explained · Assign and reassign tasks · Explorer overview · How reminder statuses work