Task Management
Task management allows you to create a checklist of items that participants need to complete before, during, or after the trip. Tasks can range from simple acknowledgements to document submissions that require administrative approval. The task system includes powerful features such as dependencies between tasks, automatic email reminders, task templates for reuse, and targeting rules to assign tasks to specific groups of participants.
Accessing Task Management
Open the Trip Details page for your trip and click the Tasks tab.
Tasks Table
The Tasks tab displays all tasks created for the trip, including the task title, due date, type, and status information. From here you can create new tasks, edit existing ones, view participant completions, and manage task templates.
Creating a Task
Click the Add Task button to open the task creation form. The form includes the following fields:
Title (Required)
Enter a clear, descriptive name for the task. This is what participants will see in their dashboard.
Examples: "Submit Passport Copy," "Complete Medical Form," "Attend Pre-Trip Training"
Task Type
Tasks support different types that affect how participants interact with them:
Standard
Participant uploads a document and/or marks the task complete
Acknowledgement
Participant reviews information and confirms they have read/understood it (no document upload needed)
Task Document (PDF)
For standard tasks, you can upload a PDF document that participants need to review, sign, or reference. The document is uploaded to secure storage and a download link is provided to participants when they view the task.
This is useful for waivers, medical release forms, background check authorizations, and similar documents that participants need to complete.
Task Document Attachment
Administrators can attach a reference document to a task (e.g., a waiver PDF, instruction sheet, or training material). Participants can download this document before completing the task.
This is separate from the document the participant uploads as part of their completion. Use it to provide context, instructions, or reference material that participants need in order to complete the task.
Description (Optional)
Provide additional instructions or context for the task. The description is displayed to participants when they view the task details.
Due Date (Optional)
Set a deadline for the task. Due dates are used to calculate when reminder emails should be sent. If no due date is set, reminders cannot be scheduled.
Task Dependencies
Tasks can depend on one or more prerequisite tasks. A dependent task is locked for participants until the prerequisite is satisfied.
Depends On - Select one or more prerequisite tasks from the list of existing tasks. The current task will only become available to participants after the selected tasks are completed.
Dependency Modes
AND
All prerequisite tasks must be completed/approved before the dependent task unlocks
OR
Any one of the prerequisite tasks being completed/approved unlocks the dependent task
A dependent task shows as "Locked" in the participant's dashboard with a note indicating which prerequisite tasks need to be completed first.
Task Options
Required task - When checked, the task is marked as required. This is a visual indicator to help participants prioritize mandatory items.
Requires document upload - When checked, participants must upload a document (such as a signed form or certificate) to complete the task.
Requires admin approval - When checked, a submitted task is not marked as complete until an administrator reviews and approves it. This is useful for tasks where you need to verify the submitted document or information.
Reminders
Each task supports multiple automated reminders. Reminders are based on the number of days before the task's due date.
Preset options: 30 days, 7 days, 1 day before due date.
Custom reminders: Enter any number of days for additional reminder points.
How reminders work:
The system sends at most one email per reminder per participant. If a reminder has already been sent for a given offset, it will not be sent again.
Reminders are not sent to participants who have already completed (or had approved) the task.
Reminders respect task targeting — participants outside the target audience do not receive reminders.
Reminders respect task dependencies — if a prerequisite task is not yet satisfied, the reminder is skipped.
For guardian-only tasks, reminders are sent to the guardian's email address instead of the participant's.
Task Targeting
Tasks can be targeted to specific groups of participants. When a task is targeted, only participants matching the criteria see the task in their dashboard and receive reminders for it.
Role-Based Targeting
All (default)
Every active participant
Participants only
Only participants with the "Participant" role (excludes leaders)
Leaders only
Only participants with the "Leader" role
Minor & Guardian Targeting
Minors only
Task appears only for participants marked as minors
Guardians only
Reminders for this task are sent to the guardian's email rather than the participant's email. The task still appears in the participant's dashboard.
Both toggles can be combined. For example, a "Parent Permission Form" task might target minors only with guardian-only reminders, so the form shows up for the minor but the reminder emails go to their guardian.
Tag-Based Targeting
For more flexible targeting, use participant tags:
Assign tags to participants in the Participants tab (e.g.,
needs-passport,late-joiner,first-timer).When creating or editing a task, configure tag targeting:
Include tags: Task appears only for participants with any of these tags.
Exclude tags: Task is hidden from participants with any of these tags.
Example: A "Passport Application" task with include tag needs-passport will only appear for participants tagged accordingly.
Task Completions Dashboard
The task completions dashboard shows the status of each task across all participants. From here, administrators can:
View which participants have completed, pending, or not-yet-started tasks.
Approve submitted tasks that require admin approval.
Reject submitted tasks that do not meet requirements, sending the task back to the participant for resubmission.
Add admin notes to completion records for internal tracking.
Task Templates
Task templates allow you to save a set of tasks as a reusable template that can be applied to any trip. This is useful when your organization runs similar trips repeatedly and the same set of tasks (passport, medical form, training, etc.) applies each time.
Creating a Template
Navigate to the task templates section and click Create Template. Give the template a name and add the tasks you want to include.
Applying a Template
From the Tasks tab on any trip, use the Apply Template option to select a saved template. All tasks from the template will be added to the trip, saving you time from recreating them manually.
Managing Templates
Templates can be edited, renamed, or deleted from the template management interface. Changes to a template do not affect trips where the template has already been applied.
Last updated