Team Tasks
How many hours could you save if you never had to email to ask for available times or look through a colleague’s calendar to find mutually workable times again?
Team Tasks are designed to save that time by delegating Task.it to schedule those meetings.
Invite a colleague to a task and Task.it will either let them choose a time on your calendar - or, if they have a Task.it account too, automatically find a meeting time and schedule it for both of you.
Create a Team Task in Task.it
For this tour task, choose one or more colleagues who are willing to sign up for the free version of Task.it and share their calendar.
Below is the Quick Task. Type a task and one or more emails of colleagues in the invite section.
(Note: If you use the website at Task.it, it may be easier as your email contacts are in the interface. You also will have the ability to create a video conference for the task. The conference provider will be chosen based on your primary calendar provider.)
More for the Ambitious :: Details of Team Tasks
You will know that Task.it has scheduled the meeting by the emoticon of two people that is added to the task title - and the keyword “LOCKED” added to the notes indicating the team task has found a time that works for everyone.
Rescheduling: If you ever need the Team Task to be rescheduled (for example - if someone declines the meeting) - simply remove the LOCKED keyword from the Notes section and Task.it will look for a new time.
Team Tasks from a Calendar: Instead of using the web interface, you can start Team Tasks right from your favorite calendar. Simply send a calendar invite to a colleague like you might normally do, but add the Activation Keyword “task.it” to the Notes section. Task.it will email your colleague informing them that if they connect their calendar to Task.it (free) - then Task.it will automatically find the best time to meet.
Technical Background: You might wonder how Task.it knows when to use a Team Task versus a Countdown Task. Team Tasks are scheduled whenever a time for the meeting is specified. In contrast, if you mark an event as an “All Day” event - then Task.it will not try to schedule it with the team - and instead will simply make the task a Countdown Task (assuming you have also added a deadline.)
When Not Using Quick Tasks
You can enter Team Tasks in one of two ways:
On the web: At task.it.
Directly in your favorite calendar:
Add the “task.it” Activation Keyword in the Notes section and add invitees to the invite section of your calendar (just like you typically invite people to meetings.)
EXAMPLES:
TASK.IT
DUE Monday
TASK.IT
DEADLINE March 24 2021
As always, if you ever need help, you can reach us at support@task.it
Happy Tasking!