Introduction

Personal Tasks View:

This is the first view that a new user would see. Here you can create and view your personal tasks. Moreover, a user can create multiple projects within this view.

Organization View:

An organization can have multiple groups, projects and members. Here is how an organization within SmartTask is structured:

Organization: is the highest level in the hierarchy. This includes all the groups, projects and members within.

Groups: Groups can be thought of as a department in an Organization. For e.g.: Finance, Marketing, Engineering, etc.

Projects: Projects can be sub-teams within a Group or may be utilized to track ideas, meeting agenda, marketing campaigns, etc.

Interface

INTERFACE IS DIVIDED INTO 5 ZONES:

1 Sidebar Access groups, projects and members in the organization through the sidebar. On the bottom, you can utilize search bar to search for the relevant project or user.

2 Navigation Bar helps you search tasks, check your notifications as well as select organization view and access other settings.

3 Header allows you to toggle between tasklist and chat view.

4 Tasklist Pane shows all your tasks as per task type selected in the view dropdown.

5 Task Detail Pane opens when you click on a particular task in the tasklist. It shows all the relevant details of the task: taskname, description, attached files, comments, date, followers to the task and more.

Accounts

Anyone can open SmartTask account for free. Free account user can create an organization and/or use SmartTask to manage personal tasks.

Creating your account

You can open your account by visiting our website www.smarttask.io or app.smarttask.io

STEPS TO CREATE YOUR ACCOUNT

1 Enter your details like email-id, password and Fullname.

2 After filling above information click on the 'Join Now' button. SmartTask will then send you an activation email.

3 Clicking on the activation link you received in the email will verify your account.

Didn't get the email?

Check your spam folder to make sure it didn't end up there. You can also add the email address no-reply@smarttask.io to your address book to make sure that mail from SmartTask doesn't end up in your spam folder. Moreover, you can always contact us at support@smarttask.io incase you need any help.

If you ever change the email address for your account, you'll need to verify your account again.

Logging into SmartTask

To log into SmartTask visit www.smarttask.io or app.smarttask.io and click on the 'Login' button.

STEPS TO LOGIN INTO SMARTTASK

1 Simply fill in your email address and password you created while registering.

2 After filling the information click on the 'Login' button.

Change Default View

Whenever you login to SmartTask the default view you would see is 'Personal Tasks' view. To change the default workspace, click on 'My Profile Settings' and select your Default workspace.

Shows how 'Default View' can be changed

Organization

Organization is at the core of SmartTask software. Encapsulates all the groups, projects and users in one view.

How to create an Organization?

STEPS TO CREATE YOUR ACCOUNT

1 To create an organization, click on settings at the top-right corner of the screen.

2 Click on the 'Create new Organization' option from the drop-down menu.

Organization Settings

After creating an organization, you can go to the organization settings option from the top bar menu. There are 4 tabs in the organization settings dialog box:

ORGANIZATION SETTINGS HAS 4 MAIN TABS:

1 Name: At any point of time you can change your organization’s name if required.

2 USERS: This tab will show you the current users in the organization. One can also add new users or remove existing users.

3 Administration: Administrators have total rights in an organization. They have access to any group, project or user's task.

4 Advanced: This tab will enable you to reassign tasks and delete the organization. This will also delete all the groups, projects and tasks associated with it. Once deleted no users will have access to this organization.

Note:

Only Organization administrators can access organization settings.

Invite Users to your organization

To invite new users, open the organization settings and enter user's email-id and name in the Users' Tab. Doing so will send an email inviting them to your organization.

Note:

By default, a new user is not a member of any groups. To give a user access to a group please follow instructions in Add User to Group section.

Guest Account

You can invite guest users from outside to your organization. For eg: Supplier, buyer, contractor, etc. By default, a guest user cannot access any groups or projects in the organization.

Remove user from Organization

An organization administrator can remove any user from an organization. This would forbid the user's access to the organization, including groups and projects.

To remove a user, click on 'Remove' button on the right hand side of the user’s name in the Users Tab of organization settings.

When someone is removed from an organization, all the tasks and task activity the user created would remain intact, but their assigned tasks and chat messages would be deleted.

To ensure that no tasks are deleted, it is a good idea to reassign the user's task. To accomplish this please follow instructions in Reasigning task section.

Note:

This is an irreversible process. Once deleted all the user's deleted information cannot be recovered.

Reassigning Tasks

To reassign all tasks from one user to another, please go to 'Advanced Tab' in organization settings and select the users from the drop-down menu. Clicking on 'Reassign' button would reassign all tasks from one user to another.

Reassign task from the highlighted area

Note:

This is an irreversible process. Once reassigned there is no way to identify the tasks that were reassigned.

Add Administrators

To assign new administrators, add the user’s name or email id and click on the option ‘Make Admin’ in the 'Administration Tab'.

Remove Administrator

Only an existing administrator can remove another administrator. To remove simply click on ‘Remove as admin’ button on the right hand side of the administrator’s name in the 'Administration Tab'.

More on Administrators:

By default any user of an organization can only access tasks of another user if he is a creator or follower of that task or if the task is shared in a common project. While an administrator can access any task in the organization.

Groups

There can be multiple groups in an organization. It can be thought of as a department in an Organization. For eg: Finance, Marketing, Engineering, etc. Basically it is a team within an organization.

Create a Group

You can create different groups for varied purposes which suit best for your organization. Click on ‘ADD NEW GROUP’ in the side bar.

Group Settings

The group settings are identical to those of the organization settings with very little difference.

GROUP SETTINGS HAS 4 MAIN TABS:

1 Name Tab: At any point of time, you can change the group’s name if required.

2 Users Tab: This tab will show you the current users in the group. Through this, you can add users from within the organization or invite users from outside.

3 Administration Tab: Through this tab, an administrator can add or remove group's administrators.

4 Advanced Tab: This tab will enable you to delete the group.
NOTE: Deleting a group would delete all the projects and tasks associated with it. No group members will then have access to this group.

Users Tab:

USER TAB STRUCTURE:

1 Add Users: This tab is used to add users to a group from within the organization.

2 Invite user from Outside: Invite users from outside the organization using this tab.

Add User to Group

Select 'Add Users' tab from within Users' Tab. Enter the user's email-id or name and select the user from the dropdown menu.

NOTE: A user who is not part of the organization cannot be added into a Group. To do so utilize the 'Invite user from Outside' tab. Furthermore, you can also remove any user from the group by clicking ‘Remove’ button on the right hand side of the user’s name.

Invite User to Group

It is possible to invite users that are not part of the organization. To do so, select 'Invite user from Outside' tab from within the Users' Tab. Enter the user's email-id, Name and click on 'Invite' button. An email invitation would be sent to the invited users.

NOTE: A user who is already a part of the organization cannot be invited through 'Invite user from outside' tab. To do so please use the 'Add Users' tab.

Remove User from Group

To remove a user from the group, click on the 'Remove' button on the right side of the user's name. Please take note, that the user will still be part of the organization.

NOTE: Only organization or current group administrators have the right to access group settings.

Administration Tab

Add Group Admin

To assign new administrators, add user’s name or email id and click on the option ‘Make Admin’.

NOTE:

  • The creator of the group is automatically registered as the administrator of the group by default.
  • Only members who are part of the group can be made administrator.

Remove Group Admin

You can remove any admin by selecting the ‘Remove as admin’ option visible on the right hand side of the administrator’s name.

Projects

There can be multiple projects in an organization. A project can either be private or public to the group.
Public Projects: A public project is accessible to all the members of the group. Any project is a public project by default.
Private Projects: A private project is only visible to select members. It can be identified by the lock icon beside its name.

Create a Project

To create a project in the group, click on the ‘+’ icon beside the projects section in the side bar.

Project Settings

PROJECT SETTINGS TABS:

1 Name Tab: At any point of time, you can change the project’s name if required.

2 Users Tab: Through this tab, you can add or remove users from the project.
NOTE: A public project is accessible to every member of the group.

3 Administration Tab: Through this tab, you can change the project's administrators.

4 Advanced Tab: This tab will enable you to delete the project. This will also delete any unassigned tasks associated only with the deleted project.

Users Tab

Users in a project can only be modified if the project is private. In a public project, all group members have access to it.
Add Users to Project: Simply enter a user's email-id or name and select the user from the dropdown menu.
Remove Users from Project: To remove a user from a project click on 'Remove' button on the right of the user's name.

NOTE: Only organization / group / project administrators have access to project settings.

Administration Tab

Adding Administrators: The creator of the project is automatically registered as the administrator of the project. To assign new administrators, add user’s name or email id and click on the option ‘Make Admin’.
Removing Administrators: One can also remove any admin by selecting the option ‘Remove as admin’ visible on the right-hand side of the administrator’s name.

Tasks

What does your team need to accomplish today? This week? Next Week? Create tasks for all these things. Simply click on the 'Add Task' button at the top in Tasklist View.

Task Permissions

An organization administrator can access every task in the organization, while a group administrator can access every task in the group. While a normal member can only access those tasks which he is following, is a task assignee or if the task is shared in a project which the member has access to.

Task Detail Pane

All the task-related information and details can be seen and modified in this pane. Clicking on any task in tasklist will open this details view.

TASK PANE YOU CAN:

1 Change task assignee.

2 Select a start date, due date and time for the task. Define whether the task should be recurring.

3 Attach Files to the task.

4 Assign high, medium or low priority to the task.

5 Delete the task.

6 Change taskname. Taskname is also visible in tasklist making the task easier to identify.

7 Create or modify task's description. Adds more context to the task.

8 Add tags to the task. Tags gives additional context to the task.

9 Assign task to projects.

10 Assign followers to the task.

11 Comment on the task.

Assign Task

Choose the person to whom you want to assign the task. You can type the first letters of the name and SmartTask would suggest an appropriate list of people.

When you assign a task to a person, this person would automatically start receiving task notifications. To remove an assignee simply delete the name entered in the input.

Task Dates

Set task dates so that the task is better defined in your or teammates' tasklist.

TASK DATE DROPDOWN:

1 Toggle between start date and due date calendar.

2 Change dates from the calendar.

3 Set time to accompany with the date.

4 Set task to recur.

5 Remove dates from the task and add it to the todolist.

More on Dates:

  • If no dates are selected for a task the task is considered to be a part of the todolist.
  • If task start date has elapsed and the task is still incomplete, it would be displayed in 'Incomplete Tasks' list.
  • Task would be displayed in yellow color if the start date has elapsed.
  • Task would be displayed in red color if the due date has elapsed.

Recurring or Repeating Task

If you want a task to repeat on a regular basis you can set the task as a recurring task.

As soon as a recurring task is completed or dismissed, all the information in the current task is duplicated into a new task with new dates.

NOTE:

  • Task comments and task activity are not carried forward when a recurring task is duplicated.
  • To stop a task from recurring, select "Never repeat" option in the latest recurring task.

Task Projects

A task can belong to multiple projects. A task like 'Inform which team has 25 inch monitor' can be relevant in multiple projects.

Task Tags

Through tags, you can add additional context to the task. This also makes grouping tasks a lot easier and accessible through search view. For eg: 'Inquiry', 'Tata', 'Complaints', etc.

Task Tags are also visible in tasklist to add more context

Attach Files

You can attach your files from Dropbox or GoogleDrive.

NOTE:

Each set of integration comes with it's own file permissions. SmartTask doesn't modify your files' permissions whatsoever. You may need to modify your file permissions.

Task Followers

Following a task is a great way to stay updated with all the task changes and comments. If you follow a task, you can see its updates in the Activity Stream.

You can easily follow or unfollow and invite other teammates as follower to any particular task. As soon as a user makes any changes in a task he/she is automatically added to the task followers' list.

NOTE:

The assignee of a task cannot be removed from the task followers' list.

Task Comments

Comment on a task to add more information, insights or to ask for more clarification. Comments appear in the Task Activity area in the task details view. Anyone who has access to the task can see its comments.

Task Activity View

Any task changes or comments can be viewed as task activities in this area.

The image highlights task activity area.