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 must be turned on by the ALIS team. Once enabled, Community Tasks must also be turned on in Company Settings for the Dashboard icon to appear and for Community Tasks to show in the Resident dropdown menu. You can also control staff access through security role permissions. 

For help enabling the feature or updating roles, contact your Account Manager or our ALIS Customer Success Team.

Configure Task Lists

Task Lists let you organize tasks by type, making them easier to find and track. Tasks not assigned to a list appear under an "Other Tasks" header.

Task Lists are configured in Company Settings. If you have the right permission, a Configure Lists button on the Community Tasks page takes you there directly. 

If you don't see this button and should, contact your company administrator about your access level. 

To configure lists in Company Settings: 

Set the blue toggle to Lists. This view lets you add list names at the company level and assign them to multiple communities at once.

1. Click +Create List.
2. In the Add List pane, type in the Name of the list you want to create.
3. (Optional): Multiselect which communities to apply this list to.
4. Click Submit to save this configuration.

To edit an existing list, click Manage next to its name to update the name or assigned communities.

To manage lists at the community level, set the blue toggle to Communities, then click Manage on a community to select which lists apply.

Create Task

On the Community Tasks page, click +Create Task in the top right. Enter the Task Title and any optional details, then click Create.

• Task Title - The name of the task.
• Resident - The resident this task pertains to, if applicable.
• Due Date/Time - When the task is due.
  • If set, a "due by" message shows below the title, and the task is ordered in the list by deadline.
  • If not set, a "No due date" message shows instead.
• Assigned To - The staff member responsible. Staff only appear here if their security role has the required permission. Contact your Account Manager or our ALIS Customer Success Team for assistance.
• Assigned List - The list the task belongs to. Lists must first be created in Company Settings (see above Configure Task Lists).
• Description - Additional information or instructions, viewable on the Task Details page.

Set Tasks to Recur

For tasks that repeat on a schedule, such as daily refrigerator temperature checks or monthly eMAR reviews, set up recurrence on the task instead of duplicating it each time. When a recurring task is completed, ALIS automatically creates the next occurrence with the same Title, Resident, Assignee, List, and Notes.

On the Create Task or Edit Task pane, check Does this task repeat? to open the recurrence block, then set the schedule. 

• Schedule Start Date - Required. Future occurrences are calculated from this date, not the Due Date.
• Schedule Start Time - The time occurrences are calculated from. Defaults to midnight if blank.
• Repeat - How often the task repeats: Daily, Weekly, Monthly, or Yearly.
• Repeat every - The interval (for example, every 2 weeks).
• Repeat On - Depends on the frequency:
  • Weekly: choose which weekday(s) it repeats on.
  • Monthly/Yearly: choose a fixed day (such as the 26th) or a positional weekday (such as the second or last Tuesday).

Click Create (or Save Changes when editing) to apply the schedule.

Schedules run open-ended. There is no option to set an end date or stop after a number of occurrences.

View Recurring Task Schedules

Recurring tasks show a loop icon next to the task name. Hover to see the schedule. 

Edit a Recurring Task

Editing the schedule affects only future occurrences; tasks already created stay unchanged.

Stop Recurrence

To stop recurrence, uncheck Does this task repeat? or delete the next open task in the chain. 

Duplicate Tasks

For a one-time copy rather than an automated schedule, duplicate a task. (For tasks that should repeat, use Set a Task to Recur above.)

Two ways to duplicate:

1. On the Community Tasks page, click the double paper icon on the far right.
2. On the Task Details page, click Options on the far right and select Duplicate.

Both open the Create Community Task pane, where you can edit details before clicking Create. See View and Edit Task Details below for more on editing.

View and Manage Tasks

It's good practice to review the Community Tasks page daily. From here, staff can view assigned tasks, communicate about them, and manage them.

Organize Tasks 

All incomplete and completed tasks appear on the Community Tasks page. Several factors help organize them:

• Assigned List: Tasks assigned to a list appear under that list's header. Unassigned tasks appear under "Other Tasks."
• Due Date: Tasks with a Due Date are ordered within each list by deadline (descending). Tasks without a due date appear in creation order, mixed with dated tasks.
• Completed Tasks: Completed tasks move to the bottom of the list (see Mark Complete below).

View and Edit Task Details

Click a task name to open its Task Details page, where you can edit any field. 

For example:

• Change the Resident name if the task was linked to the wrong one.
• Adjust the Due Date/Time to allow more time.
• Use Assigned To to reassign the task. 
• Check Does this task repeat? to make a one-time task set to recur. 

Click Save Changes to update. Use the < Back to Tasks link in the top left to return to the main page.

Add Comments

Use Comments to communicate about tasks and document progress.

On the Task Details page: 

1. Click +Add Comment.
2. Type your comment in the text box. Text editing features, including links, are available.
3. Click Submit to save.

You can edit or delete only your own comments, not those of other staff. An "(Edited)" note appears next to the timestamp if a comment was edited. 

On the main page, tasks with comments show a blue chat symbol and a comment count next to the name. View the details on the Task Details page.

Mark Complete

Click Mark Complete on a task from the Community Tasks page, or from the top right of the Task Details page. In the pop-up, you can optionally add a Completion Comment, which is saved to the Comments section. 

Click Mark Complete again to update the status. The task is labeled complete and moves to the bottom of the list. If the task recurs, completing it automatically creates the next occurrence. 

Delete Task

On the Task Details page, click Options > Delete Tasks and confirm.

Deleted tasks are hidden but can be retrieved by checking Show Deleted in the filters at the top of the page. 

For more assistance: 888.404.ALIS (2547)  |  support@go-alis.com