Task Management Template

Keep every task your team owns in one place. This template gives any team a shared list of tasks with an owner, priority, due date, and category, so work that isn't a work order still gets tracked to done.

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Riverside Ops
Task Management
Locations
Work Orders
Task Management17 open · 5 due this week MRJLTKCalendar ViewNew task
AskSearchFilterSort
MON9
Post weekly scheduleCompleteMR
Renew business licenseOpenDC
TUE10
Restock cleaning suppliesIn ProgressJL
Reset guest Wi-FiOpenRO
Fix lobby door closerHighTK
WED11
Fire drill sign-in sheetOpenAS
THU12
Call vendor about invoiceOn HoldDC
Order new uniformsOpenMR
FRI13
Monthly safety reportOpenTK
Update onboarding binderLowPN

How the Task Management Workflow Works

Create the task

Add a Name, Description, Notes, and File, and record the Location / Area where the work happens.

New task
NameFix lobby door closer
DescriptionDoor slams shut; adjust closer arm
Location / AreaBuilding A · Lobby

Assign and prioritize

Set Assigned To, a Due Date, a Priority of High, Medium, Low, or None, and a Category such as Operations, Safety, Compliance, Facilities, or IT.

Fix lobby door closerOpen
Assigned ToTKTomas Kane
Due DateMar 10, 2026
PriorityHigh
CategoryFacilities

Track it to done

Move the task through Open, In Progress, On Hold, and Complete. Set a Due Date to repeat for tasks that come up on a schedule.

This week
Post weekly scheduleRepeats weekly · Mon
Complete
Restock cleaning suppliesJ. Lee · Tue
In Progress
Call vendor about invoiceD. Cole · Thu
On Hold
Monthly safety reportRepeats monthly · Fri
Open

Benefits of This Task Management Workflow

  • Nothing falls through the cracks

    Every task has an owner and a due date, visible to the whole team.

  • The week at a glance

    The Calendar View shows tasks by due date, with status, priority, and assignee.

  • Work sorted by type

    Nine categories, from Administrative to HR & People, separate one kind of work from another.

What’s Included in This Workflow

Task records

Name, Status, Priority, Assigned To, Due Date, Category, Description, Location / Area, Notes, and File.

  • Priority
  • Assigned To
  • Due Date
  • Category
  • Location / Area

Two views

A List View grouped by status and a Calendar View by due date.

  • List View
  • Calendar View

External Form

A public form so anyone can submit a task without a Coast login.

  • Public form
  • No login

Customize the Workflow for Your Team

Rename categories to match your departments and add fields like estimated hours or related project. Link tasks to locations, assets, or projects in your other workspaces. Coast AI can add reminders before due dates, a "My Tasks" view, or notifications when a task is assigned.

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FAQs About Task Management

What happens when I add this workflow to Coast?

Coast creates a Task Management workspace with task fields, four statuses from Open to Complete, four priorities, nine categories, a List View, a Calendar View, and an External Form.

How can Coast AI help with this workflow?

Coast AI can add fields and automations, and answer questions from your task data, such as which high-priority tasks are still open.

When should I use this instead of work orders?

Use Task Management for general team work like admin, compliance, or IT follow-ups. Use a work order template for maintenance jobs tied to assets.

Can I import my existing task list?

Yes. Import a spreadsheet of tasks and map its columns to the task fields.

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