Open Tasks and click New Task. Fill in the title, priority, due date, owner, and pick the assignee — first the Assignee Type (User or Contact), then the specific user or contact. Add description, tags, recurrence, notifications, and attachments as needed, then save. The task lands in Open status by default, and if the assignee has a valid email they're notified by email.

Before you start

  • You need Administrator or Editor access with task_create permission.
  • Decide who's the Owner (who's accountable) and who's the Assignee (who's doing the work). They can be the same or different.
  • If the assignee is external, decide whether they're a Remindax user (with a login) or a contact (without).

Steps

  1. Open Tasks from the sidebar.
  2. Click New Task.
  3. Fill in the fields:
Required (or commonly-set) fields
  • Title — what's the work? Be specific. "Renew Office 12 insurance" beats "Renewal."
  • Status — defaults to Open. Leave as-is unless you want to start somewhere else.
  • Priority — set urgency.
  • Due date — when the task should be done by.
  • Owner — the user accountable for the task.
  • Assignee Type — choose User or Contact.
  • Assignee — pick the specific user or contact, depending on what type you chose.
Optional fields
  • Description — context, links, what success looks like. The assignee should be able to act without asking you.
  • Recurrence — set the task to recur (daily, weekly, monthly, etc.).
  • Notifications — task-specific notification configuration.
  • Tags — for cross-cutting organisation.
  • Attachments — files relevant to the task.
  1. Save.

The task is created and the assignee is notified by email (if they have a valid email).

What happens next

  • The task appears in the Tasks list in your workspace.
  • It also appears on the Dashboard Tasks panel in the count for its current status.
  • The assignee (if a user) sees it in their own Tasks view; if the assignee is a contact, they receive the assignment email but don't log in.
  • The task does not affect any reminders — tasks are standalone.

Owner vs Assignee, in practice

  • Internal-only task: Owner = the manager, Assignee Type = User, Assignee = the team member doing the work.
  • Internal-to-external task: Owner = the internal team lead, Assignee Type = Contact, Assignee = the external vendor/contractor.
  • Self-assigned task: Owner = you, Assignee = you.

The split matters for accountability: if the assigned contractor goes silent, the Owner is the person responsible for figuring out next steps.

Setting up recurrence

If the task recurs (e.g. "Weekly review of expiring items" or "Monthly vendor compliance check"):

  1. On the create form, set the recurrence field.
  2. Choose the cadence (daily, weekly, monthly, etc.).
  3. Save the task.

Recurring tasks regenerate themselves on schedule.

Edge cases & gotchas

  • No "Linked Reminder" field. Tasks aren't directly tied to specific reminders. If you want context, reference the reminder in the task description.
  • Assignee can be a contact (external). This is unusual for task systems — useful when you need to track work flowing to a vendor or client, with their accountability captured in the task even if they don't log in.
  • Email goes out to the assignee on creation. If the assignee has no valid email, no notification fires. There's no in-app inbox notification for assignment (separate from the email).
  • Tasks are per-company. Switching companies switches the task list shown.
  • Editor permission required. Editors need task_create on their Permissions screen.

Related questions

  • How do I create a task? Tasks → New Task → fill title, priority, due date, owner, assignee type, assignee → save.
  • What's the difference between Owner and Assignee? Owner is accountable; Assignee does the work. They can be the same.
  • Can I assign a task to someone external? Yes — choose Assignee Type = Contact and pick the contact.
  • Does the assignee get notified? Yes — by email if they have a valid email.
  • Can I set the task to repeat? Yes — use the recurrence field on the create form.
  • How do I link a task to a reminder? There's no dedicated field. Reference the reminder by name or ID in the task description.

Related articles

Tasks overview · Task statuses · Assign and reassign tasks