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Managing tasks

Tasks are the small follow-ups that keep a placement moving: chase a reference, confirm a start date, send a contract. Create them against a candidate so they sit next to the work they relate to.

Where tasks live​

Tasks are visible from the Tasks view inside Pipeline and from the records they relate to.

  • Pipeline > Tasks shows tasks assigned to you or visible to you, depending on permissions.
  • Pipeline entries and record pages can show task chips or related task actions for the candidate, client, project, vacancy or other record being worked.

These views read the same underlying task data. Marking a task complete clears it from active task views and related chips.

Creating a task​

You can create a task from the Pipeline page or from record action buttons such as Add Task on a candidate or shortlist record.

  1. Click Add task.
  2. Enter a title (for example, "Chase second reference for Sarah Williams").
  3. Pick a task type. Your agency admin configures the available task types.
  4. Set a due date.
  5. Pick an owner. The default is you; reassign to a colleague if needed.
  6. Link the task to a candidate, a vacancy, or both. Linking is what makes the task appear as a chip on the right card and in the pipeline's task list.
  7. Click Save.

The task appears immediately in the owner's Tasks list and on any linked records.

Marking a task complete​

Open the task and click Mark complete. Any notes you add when completing it are saved against the candidate, so the context stays on their record. You can also create a follow-up task at the same time to capture the next action.

The task moves to your completed list and the chip disappears from the card. Completed tasks are kept for reporting; they are not deleted.

If you complete a task by mistake, open it from the completed list and click Reopen.

Recurring tasks​

For repeating work (for example, a weekly check-in with a placed candidate), turn on Recurring when you create the task.

  1. Tick Recurring.
  2. Choose the cadence: daily, weekly, monthly, or a custom interval.
  3. Set an end date or leave it open-ended.

When you mark one instance complete, the next instance is created automatically with the same title, owner and link.

Notifications​

RecSphere reminds you about due and overdue tasks so they do not slip.

  • An in-app notification fires on the morning a task is due, and again the morning after if it is still open.
  • Overdue tasks show in red on the Tasks list and on the board chip.
  • If your daily email digest is enabled, due and overdue tasks appear at the top.
Daily digest

Tasks due today appear in your dashboard widget and your daily email digest if enabled. Turn the digest on from your profile settings if you want a single morning summary instead of in-app pings.