Community Tasks

Community Tasks offers a secure location for internal communication about resident and community-related tasks. Tasks can be assigned to specific staff members as well as tracked and managed between shifts. 

Enable Community Tasks

This feature is behind an entitlement and requires the ALIS team to enable it. Once the entitlement is turned on, Community Tasks must also be enabled in Company Settings for the Dashboard icon to be visible and for Community Tasks to be accessible in the Resident dropdown menu. 

Additionally, you can customize staff access to the Community Tasks feature by updating security role permissions. For assistance enabling this feature and updating security roles, contact your Account Manager or our ALIS Customer Success Team.

Configure Task Lists

Creating Task Lists benefits your team because it allows you to organize tasks by type, making it easier to locate tasks and track completion. If you do not create lists for your community, all tasks will populate below an "Other Tasks" header in the Community Tasks page. 

Task Lists are configured in Company Settings. Users with the security role permission will have available a Configure Lists button in the Community Tasks page which takes you directly to Company Settings.

If you do not have this button, first contact your company administrator to determine if you have the correct level of access. If you are a company administrator and need assistance updating security role permissions, contact your Account Manager or our ALIS Customer Success Team.

To configure lists in Company Settings: 

Make sure the blue toggle is set to Lists. This settings view provides the most efficient way for you to add list names at the company level and assign them to multiple communities at once.

1. Click the +Create List button.
2. In the Add List pane that opens on the right, type in the Name of the list you want to create.
3. In the Communities dropdown, you can multiselect which communities to apply this list to.
4. Click Submit to save this configuration.

Once lists are created, you can manage them at the company level by clicking the Manage button next to the list name. You can then make updates to the name of the list and the assigned communities.

To view and manage lists at the community level, set the blue toggle to Communities. This shows each community's list configuration. To make changes to a community's task lists, click the Manage button. This opens a pane for you to select which of the existing lists to apply. 

Create Task

Navigate to the Community Tasks page. To create a new task, click the +Create Task button on the top right hand corner of the page. This opens a pane for you to enter the Task Title and optional details. Once you have entered task details, click Create to save it to your tasks list.

• • Task Title - Type the name of the task you want to create.
  • Resident - Use this dropdown menu to select which resident this task pertains to (if applicable). 
  • Due Date/Time - Enter the date and time that the task is due.
    • • • When set, a "due by" message will show below the Task Title once the task is created. If you add a Due Date, this will automatically order tasks in your list based on the set deadline.
        • If you do not set a Due Date, then a "No due date" message will show below the Task Title once the task is created.  
  • Assigned To - Assign the task to a specific task member by selecting their name from this list.
    • • • Note that in order for staff to appear on this list, they must have a specific permission added to their security role. Contact your Account Manager or our ALIS Customer Success Team for assistance with updating security role permissions.
  • Assigned List - Assign the task to a specific list. For a list name to appear in this dropdown, it must first be created in Company Settings. Refer to the above Configure Task Lists section for instructions.
  • Description - Use this field to enter more information or specific instructions related to this task. If utilized, the description can be viewed in the Task Details Page

Duplicate Tasks

Once a task has been created, you can efficiently duplicate it as many times as needed and reduce the amount of manual work for task creation. Duplicating a task can be particularly helpful if your team has recurring tasks that you need to track. 

Recurring Task Examples:

• Daily Refrigerator Temperature Checks
• Bi-Weekly Linen Changes
• Monthly Resident eMAR Review

Two options for duplicating a task: 

1. On the main Community Tasks page, click the double paper icon button on the far right.
2. If you are already on the Task Details page, click the Options button on the far right and then select Duplicate from the dropdown menu.

Both of these options open the Create Community Task pane on the right, which allows you to edit the duplicate task details as needed. To finalize the duplication, click the Create button on the bottom right side of the pane. Refer to the below View and Edit Task Details section to learn more about editing tasks.

View and Manage Tasks

For staff with access, it is recommended practice to build frequent review of the Community Tasks page into a daily routine. From the Community Tasks page, staff can view any tasks assigned to them, internally communicate about tasks, and perform other functions that lend to optimal task management.  

Organize Tasks 

All incomplete and completed tasks are visible in the main Community Tasks page, and there are multiple factors that can help you organize them:

• Assign tasks to lists in order for them to populate below the specified Task List header. If the task has not been assigned to a list, they will appear under an "Other Tasks" header.
• As mentioned above, it can be helpful to set a Due Date on tasks because this will then automatically organize tasks within each list in descending order based on that set date.
• If tasks are created without a due date, they populate in the order that they were created and will be combined with those that have due dates.
• Once tasks have been marked complete, they automatically move to the end of your task list. Refer to the below Mark Complete section to learn more about completing tasks. 

View and Edit Task Details

To view task details, hover over and click the linked task name from your list. This brings you to the Task Details page where you can perform a variety of actions, including editing any of the task fields. 

Edit Task Examples:

•  
  • You accidentally associated a task to the incorrect resident. Use the Resident dropdown to change who the task is associated to.
  • You want to provide more time for task completion. Use the Due Date/Time fields to set a task deadline to a date/time further in the future.
  • You need to reassign the task to a different staff member. Use the Assigned To dropdown to select a new staff member. 

Click the Save Changes button to update the task details. To view these changes on the main Community Tasks page, you can use the < Back to Tasks link at the top left hand corner for quick access.

Add Comments

Use the Comments feature to internally communicate about tasks. You can add comments to individual tasks, which can be particularly useful for documenting actions related to the task and providing progress updates to other team members. 

To add a comment to a task, click the linked task name to go to the Task Details page: 

1. Click +Add Comment button on the right side of the Task Details page.
2. This opens a text box for you to type your comment. Note that you have special text editing features here, including the ability to embed links
3. Click the Submit button to save your comment.

Once submitted, you have the ability to edit or delete a comment if needed. Note that you can only edit or delete comments that you have created and do not have the ability to do so for comments created by other staff members. However, you will see an "(Edited)" message next to the comment timestamp if a staff member has edited their own comment: 

When reviewing the main Community Tasks page, you can quickly identify which tasks have comments added to them and how many comments total have been created. There will be a blue chat symbol and a number next to the task name. View the comment details on the Task Details page.

Mark Complete

From the main Community Tasks page, click the Mark Complete button on an individual task. This button is also available on the top right hand corner of the Task Details page.

In the pop-up that appears, there is an optional text box for you to write a Completion Comment. Adding notes here will create a new comment in the Comments section of the Task Details page.

Click Mark Complete to finalize this action. Once a task has been marked as complete, it will be labeled as such and move to the bottom of your task list. 

You can also "Undo Complete" for any task that was previously marked completed. To do this, go back to the Task Details page and click Options > Undo Complete. 

Delete Task

To delete a task, go to the Task Details page, and click Options > Delete Tasks. A pop-up will appear for you to confirm deletion.

Once a task has been deleted it will be hidden from view in your task list, however you can retrieve it by clicking on the Show Deleted checkbox in the filters section at the top of the page. 

You also have the option to "Undo Delete" for any task that was previously deleted. With the Show Deleted checkbox selected, scroll to find the deleted task and click the Undo Delete button. 

For more assistance with Community Tasks,

Contact our ALIS Customer Success Team:

 888.404.ALIS (2547) or support@go-alis.com