Tasks and boards

With Tasks, you keep track of what you still need to do, either alone or together with a group. You work on boards with columns such as To do, In progress, and Done, and move a task by dragging the card to another column. Tasks work entirely within the app; you do not need to connect them to another service.

Open Knowledge base → Personal → Tasks.

My tasks

At the top are your boards, and below that My tasks: all open tasks for which you are responsible, from all your boards combined. These are the same tasks as on the boards, not copies. They are grouped by deadline: overdue, today, tomorrow, next week, later, and without deadline.

• Choose New task to quickly add a task. It will be added to your personal board; the first time you do this, that board will be created for you.
• Tick a task off to complete it. The card then moves on the board to the Done column.
• Click a task to edit it.
• Turn on Show completed tasks to also see your completed tasks.

A task

A task has a title and can also have a column, deadline, priority, labels, and a description. On a shared board, you also choose one or more assignees. If you do not choose an assignee, you intentionally leave the task open; no one will be filled in automatically.

Checklist. Start a line in the description with - [ ] to create a checkbox item:

- [ ] reserve venue
- [ ] send invitation

The task then shows the items as a checklist and you can see the progress on the card, for example 1/2.

Comments. You can post comments underneath an existing task. Everyone who can see the board can read them.

Only the creator of a task and the board administrators can delete a task.

A board

Click a board to open it. Drag a card to another column or to another place in the same column. A card you drag to a completion column is completed; drag it back and it becomes open again. With My tasks, the label filter, and the search field, you can narrow down what you see.

Choose New board to create a board, or Manage board to adjust an existing board:

• Columns: add columns, rename them, and arrange them in the desired order. Check Done for the column where completed tasks should end up. You cannot delete a column that still contains cards; move the cards first.
• Labels: create labels with their own color, for example per subject or topic.
• Archiving: an archived board remains readable, but the tasks disappear from My tasks.
• Deleting: deletes the board with all tasks and comments. Only the owner can do this.

Sharing a board

A board you do not share with anyone is personal: only you can see it. Staff members can share a board via Manage board. Students can create their own personal boards, but cannot share boards.

You can share with:

• Colleagues: choose staff members from your own school by name. Useful for a working group or a small team.
• All staff members of a school or department: everyone who works there can see the board, including anyone who joins later.
• Groups: the members of a class, lesson group, or team that you are a member of yourself.

If you share with a group that includes students, you choose what those students are allowed to do:

Choice	What students can do
Do not see the board	Nothing; only the staff members of the group can see the board.
View along (default)	See the board and tick off a task assigned to them.
Contribute	Also add, edit, move, and comment on tasks.

Staff members who can see the board can always add, edit, and comment on tasks. Access follows the current situation: anyone who leaves the school, department, or group can no longer see the board.

The My tasks filter is a search aid, not a protection measure: everyone who can see the board can see all tasks on it.

Administration

The owner manages the board: columns, labels, sharing, archiving, and deleting. The owner can also:

• appoint co-administrators: staff members who help manage the board;
• transfer the board to another staff member; the previous owner then becomes a co-administrator.

If the owner leaves, the board is transferred to a co-administrator. If there is none, a staff member on the board will see a message that the owner is no longer active and can take over management.

Collaborating on a board

• Live: if someone else changes something on a board you have open, the board refreshes automatically.
• Editing at the same time: if someone has changed a task while you had it open, you will receive a notification and reopen the task. That way you do not overwrite each other's work.
• New for you: a task that another person assigns to you gets the New marker in My tasks. On the home screen, the My tasks panel shows the number of open and overdue tasks; a dot indicates that something is new.
• Cleanup: with Clean up completed tasks, the administrator removes completed tasks from the board. They are kept; with Show archive you can see them again. A reopened task returns to the board.

Microsoft To Do and Google Tasks

If your organization allows it, you can connect My tasks to Microsoft To Do or Google Tasks, one at a time. At the top of Tasks, choose Connect for the service you use and give permission there. In that service, a list appears with the app’s name, containing the open tasks you are responsible for.

• What syncs: title, completed, due date, and description, and in Microsoft To Do also the priority. You can change these on either side.
• What stays in the app: boards, columns, labels, comments, and other assignees. Google Tasks has no priority; that stays in the app too.
• Checking off in the service also completes the task here; the card moves to the completed column on the board.
• A task you add to the list in the service appears on your personal board.
• A task you delete in the service stays here and is not sent back to the service.
• If you may only view a task on a board, you can still check it off in the service; other changes are reverted.
• Google Tasks stores a description of up to about 8,000 characters. A longer description is sent to Google in shortened form and is not changed from there.

A change in the app appears in the service almost immediately. A change in the service appears as soon as you open Tasks, and otherwise within about half an hour.

With Disconnect, the connection stops and the list disappears from the service. Your tasks in the app remain. If you switch to the other service, the same happens with the old list.

You can also turn the connection on and off under Preferences → Integrations. An administrator allows the connection under Admin → Tools → MCP, by Microsoft To Do or Google Tasks in the integrations list. Google Tasks only works if the organization has set up its own Google app.

Your data

With the download button at the top of Tasks, you can download an overview of your own boards, tasks, and comments. If an account is deleted, that person's personal boards are removed. Shared boards remain for others; the name of the departed person disappears from tasks and comments.

Tasks via AI

In a chat or voice conversation, you can ask the AI about your tasks and have tasks adjusted. The AI works with the same permissions as you: it only sees the boards you can see.

• Ask questions: "What is still open on Upper grades team?", "Which tasks are overdue?", "Who is arranging the parent evening?"
• Make changes on request: "Put 'Plan field trip' on my board", "Tick off the parent letter", "Set the deadline for the report to December 1", "Add a comment to the task about the bus."
• Action points from a conversation or report: ask the AI to turn them into tasks. The AI prepares them as a suggestion; they only become tasks when you add them.

Add suggestions

Suggestions from the AI appear at the top of Knowledge base → Personal → Tasks, under AI suggestions. For each suggestion, you can see which board it is for and which tasks it contains. Choose Add for a single task, Add all for the entire suggestion, or Do not add to discard the suggestion. The My tasks panel on the home screen shows a dot when suggestions are ready.

A task you explicitly ask for yourself ("put this on my board") is created by the AI immediately.

The AI does not fill in an assignee or deadline that you did not mention, and only deletes a task if you explicitly ask it to. For a task created by the AI, the task window contains a reference to the chat it came from.

If all tools are turned off for an assistant or conversation, the AI cannot access your tasks either.