Overview
The Tasks module in Element451 is a comprehensive toolset that empowers institutions to streamline workflows, enhance communication, and improve student outcomes. By providing two distinct task types—Internal and Contact—the module offers a flexible solution for managing internal operations and engaging directly with students.
Internal Tasks enable efficient project management, team collaboration, and task prioritization, while Contact Tasks foster proactive student engagement, personalized support, and improved communication.
Task Permissions
View Tasks
View tasks | Subscribe or unsubscribe
Tasks User
Create, edit, and delete tasks | Subscribe or unsubscribe
View Contact Tasks
View tasks | Subscribe or unsubscribe
Contact Tasks User
Create, edit, and delete tasks | Subscribe or unsubscribe
Accessing Tasks
To access Tasks, navigate to Contacts > Tasks.
Internal Tasks vs. Contact Tasks
Internal Tasks
Internal Tasks are highly customizable tools designed to help staff stay organized, accountable, and efficient in their daily operations.
Centralized Task Management: The Tasks module is a centralized hub for assigning, tracking, and completing tasks, ensuring everyone is on the same page.
Improved Collaboration: Facilitating better communication and teamwork among staff, faculty, and administrators, regardless of department.
Enhanced Accountability: Increasing transparency and accountability for task completion, ensuring deadlines are met.
Workflow Prioritization: Users can easily prioritize tasks based on urgency and importance, allowing them to focus on the most critical items and optimize their workflow.
Real-Time Tracking: Allowing for real-time monitoring of project progress, identifying potential bottlenecks or issues early on.
Improved Decision-Making: Providing data-driven insights to inform decision-making and resource allocation.
Reduced Paperwork: Minimizing the need for physical documents and paperwork, leading to a more efficient and environmentally friendly workflow.
Use cases: Project management, team task assignment, tracking campaigns or other initiatives, event management, coordinating student success outreach, managing outreach, and more.
Contact Tasks
Contact Tasks are integrated with StudentHub, allowing you to assign to-do items directly to students with authenticated accounts in Element451 and push them to their devices.
Enhanced Student Engagement: By directly assigning tasks, institutions can foster a more proactive and interactive relationship with students.
Improved Communication: Tasks can deliver important announcements, reminders, or personalized messages directly to students' devices.
Personalized Support: Contact Tasks allow tailored support, such as academic advising, career counseling, or event reminders.
Increased Accessibility: With mobile app integration and push notifications, students can easily access and complete tasks, regardless of location.
Enhanced Student Success: By providing timely reminders and support, Contact Tasks can improve student outcomes, such as higher retention rates and better academic performance.
Streamlined Operations: By automating certain tasks and communications, institutions can save time and resources.
Use cases: Scheduling course registration or academic advising sessions, requesting documentation, personalized onboarding or guidance, and more.
Features + Use Case Examples
Shared Features (Internal + Contact Tasks)
Internal and Contact Tasks, while serving different audiences, share many customizable features.
Statuses: Create distinct categories that align with your workflow.
Categorized separately for Internal and Contact Tasks
Priorities: Set priority levels (separately for Internal and Contact Tasks) to manage workload effectively.
Categorized separately for Internal and Contact Tasks
Types: Organize tasks by type (separately for Internal and Contact Tasks) to enhance categorization and reporting.
Sub-Tasks: Break down complex tasks into manageable steps.
Subscribers: Keep relevant people informed about task progress.
Task Templates: Streamline task creation with pre-defined settings.
Automation: Create tasks automatically using Workflows + Rules, enhancing efficiency and consistency.
Unique Features
Internal Tasks
Queues: Create dynamic to-do lists based on specific conditions.
Multiple Assignees: Assign tasks to more than one person for collaborative efforts.
Task Mode: View a list of tasks for the day, helping you navigate your workload efficiently.
Task Due <24 Hours Notification: Receive timely alerts for upcoming deadlines.
Contact Tasks
Student Portal Integration: Seamlessly connect tasks to the student's portal experience and control whether a task appears in the student's portal.
Student Self-Completion: Allow students to mark tasks as complete themselves, promoting engagement and responsibility.
Tasks Overview Screen + Management of Tasks
The Tasks Overview Screen is the main viewing area of the Tasks Module and where your comprehensive Task List lives. This is where you can:
View all Tasks assigned to you or your team
Manage your Tasks (edit, delete, duplicate)
Add a subscriber or note to a Task
Make bulk actions to multiple Tasks at once
Apply quick and advanced filters to your Task list
Search for Tasks
Creating a Task
Tasks can be created manually or automatically using a Workflow.
Task Properties: Statues, Priorities, and Queues
Before you start using Tasks, we recommend reviewing your Tasks Settings, where you can configure custom properties- statuses, priorities, and queues.
Task Templates
Task Templates streamline your workflow by allowing you to apply predefined settings to new tasks quickly. Whether you're manually adding a task or automating task creation through Rules + Workflows, these templates ensure consistency and save time. Not just limited to main tasks, Task Templates also support subtask templates, maintaining structure even in complex projects.
Task Mode (Internal Tasks Only)
Task Mode is an innovative feature in Element451 designed to streamline task management and enhance productivity. With Task Mode, you can keep your most urgent tasks in sight, no matter where you are in your Instance.
Task Notifications
Element451 is designed to keep internal users efficiently informed about their tasks without overwhelming them with notifications.
Task Subscribers
Once a task has been created, you have the ability to add a Task Subscriber. Task Subscribers are other internal users who want or need updates on specific tasks but are not directly responsible for their completion.
The Tasks Module is only available with the Element Ignite and Engage packages.