Learn Mokapen

Tasks Guide

The Tasks area is Mokapen's operational hub for organizing your team's day-to-day work. Each task represents a concrete action to complete — a phone call, a review, a follow-up activity — with an assignee, a due date, and a progress status.

What the Tasks area is for

Tasks let you:

• Plan team work with due dates visible in the calendar and in date-based views.
• Assign clear responsibilities: each task has an owner who knows what to do and by when.
• Link activities to the CRM: a task can be connected to contacts and companies, to tickets, or placed in a project.
• Monitor progress with internal checklists, logged hours, and aggregated reports.
• Coordinate distributed teams: everyone sees the same tasks (or only those they are authorized to see if private) and can update them in real time.

A standalone task remains a quick action; by grouping multiple tasks in a project, you get an overview of broader initiatives. Access the area from the Tasks page in the Activities menu.

Linking a task to a project

Each task can be associated with a project that groups actions toward a common goal (e.g. «Website launch 2026» with the tasks «Design brief», «Frontend development», «QA testing»). When you assign a task to a project:

• the task appears in the Tasks tab of the project record, with a progress counter (e.g. 3/8 completed);
• in task Kanban you can group by project and see all tasks from the same project;
• you share organizational context: workarea, owner, due dates, and reports at the initiative level.

A task without a project remains valid for one-off activities; for structured initiatives, it is best to create the project first and then add tasks within it. To manage projects and workareas, see the Projects guide.

In the task Data tab, the Project field lets you select or change the project at any time (Options menu → Move to move the task to another project).

Top bar of the Tasks page

On the task list page (Kanban, Cards, Calendar, or List), the top bar contains:

• Filters (Premium): advanced panel for project, dates, assignee, labels, custom fields.
• Actions: import/export, access to archive and trash, edit columns (List).
• Views: Kanban | Cards | Calendar | List — active filters remain applied when switching views.
• Users / Teams: avatar menu to view a colleague's or a team's tasks.
• + Task: create a new task.

The task panel

Clicking a task title opens the side panel. From there you manage the full task lifecycle. With the Premium plan you can open the same panel as a full page (expand arrows icon → page task): identical layout, more space, and a fixed Save button in the top right.

Panel header

• Checkbox (next to the title): mark the task as completed or reopen it.
• Title: click to edit inline.
• Archived badge: appears if the task is in the archive.
• Save (page task only): confirm all changes at once.

Panel action bar

Below the header, the icon bar allows quick actions without opening tabs:

• Priority (flag icon): set Normal or Urgent. Urgent tasks show the yellow icon with exclamation mark in views.
• Privacy (lock): Public (visible to organization members) or Private (only assignee and designated stakeholders).
• Labels: assign colored labels to categorize. See the Labels guide.
• Color (drop): background color of the title in the panel and on Kanban cards.
• Attachments (paperclip): upload files from computer or cloud. Badge shows the number of linked files. See the Attachments guide.
• Sticky notes (Premium): post-it notes visible on the panel for quick reminders.
• Copy link: copy the direct URL to the task to share with colleagues.
• Full page (expand arrows, Premium): opens the page task in a new browser tab.
• Options (three vertical dots): menu with Clone, Move, Convert to project, Archive, Edit panel, Delete. Explained below.
• + Create and connect (green button): instantly create a linked entity (new task, ticket, contact, deal…) starting from this task.

Options menu (three dots)

Open the task panel → three vertical dots icon in the top right:

• Clone: duplicate the task with title, fields, and checklist (useful for recurring activities).
• Move: transfer the task to another project in the organization.
• Convert to project: converts the task into a project; checklist items become tasks in the new project.
• Archive / Restore (Premium): move the task to the archive or bring it back to operational views.
• Edit panel (admin): opens the task panel layout settings in a new window.
• Delete / Restore: soft delete to trash, or restore if already deleted.

Panel tabs

The tabs below the action bar organize the task content:

• Data: all task fields (project, assignee, dates, description, custom fields).
• Checklist, Connections, Time: features shared across entities — see the Related sections section.
• Additional dropdown menu: Marketing, Integrations (sync with external apps), Updates (panel history).

Related sections (shared across entities)

Some parts of the task panel are identical on projects, contacts, tickets, and other entities. For operational details, see the dedicated guides:

• Checklist — micro-actions to check off, progress bar, drag-and-drop reordering.
• Connections — link tasks to contacts, companies, tickets, deals, and other CRM entities.
• Time — log hours worked and compare with the estimate (Premium).
• Labels — colored labels to filter and group in Kanban.
• Attachments — documents from computer or cloud (Drive, OneDrive).
• Updates — change history, comments, connections, and emails linked to the task.

Creating a task

Procedure

1. Go to the Tasks page.
2. Click + Task in the top right.
3. Enter the title (required): be specific («Call Rossi for Q2 quote», not «Call»).
4. In the Data tab, fill in project, assignee, dates, description, and custom fields.
5. Optional: add checklist, connections, or time in the respective tabs.
6. Save the panel.

You can also create tasks from a project's Tasks tab, from a connection on a contact/company, or via automations.

Main fields in the Data tab

• Project: link the task to its project. See also Linking a task to a project.
• Assignee: who must complete the task.
• Stakeholders: other involved members who receive visibility.
• Start / due dates: appear in Calendar and Cards.
• Description: operational details; use @name to mention colleagues.
• Custom fields: defined in Task Settings.

Editing a task

Single edit

1. Open the panel by clicking the title.
2. Edit fields in the Data tab (click the value → inline edit) or use the action bar for priority, labels, color, etc.
3. Save: automatic field by field in the side panel, or the Save button in page task.

Closing and reopening

Checkbox next to the title: one click closes the task, a second click reopens it. Closed tasks remain visible in views until you archive or delete them.

Bulk edit (List view, Premium)

1. Switch to List view.
2. Select tasks with the checkboxes on the left.
3. Click Edit in the action bar above the table.
4. In the modal, add the fields to update (project, assignee, dates, priority…) and set the values.
5. Confirm: values apply to all selected tasks.

Deleting a task

Delete tasks created by mistake, duplicates, or drafts never used. Do not confuse with Archive: deletion removes the record from views (or from trash); archiving hides completed tasks while keeping readable history.

Single deletion

1. Open the task panel.
2. Options menu (three dots) → Delete (red item).
3. Confirm in the modal.

With Advanced Premium, the task goes to the trash (Tasks page → Actions → Task trash). From there you can Restore or Delete permanently. If you open a task already in trash, a banner appears with Restore / Delete permanently.

On the Free plan (without Advanced Premium), deletion is generally permanent immediately after confirmation, with no trash — check your organization's permissions.

Multiple deletion

1. In List view, select the tasks.
2. Click Delete (red button above the table).
3. Confirm.

Archiving a task

The archive is the right choice for completed or suspended tasks you want to keep in history without cluttering Kanban, Cards, and Calendar.

Archive a single task

1. Open the panel → Options → Archive (Premium).
2. Confirm in the modal.

Archive multiple tasks / view the archive

• Multiple: List view → select → Archive in the action bar.
• View: Tasks page → Actions → Task archive.
• Restore: from the archive select and click Restore, or Options → Restore from archive on the single panel.

Archived tasks do not appear in standard operational views but remain accessible from the archive, connections, and historical reports.

Task views

Four display modes, selectable at the top. Filters and selected user/team remain active when switching views.

Kanban (default)

Interactive columns with drag-and-drop. Group by menu: Project (default), Due date, Assignee, Labels, Color (Premium). Ideal for visual workflows and stand-up meetings.

Cards

Tasks sorted by due date: overdue or imminent tasks at the top. Useful for daily planning «what to do today».

Calendar

Tasks on the calendar by due/start date. Shows workload distributed over time.

List (Premium)

Table with configurable columns, sorting, text search, and bulk actions (Edit, Clone, Archive, Delete). Lock icon = private task; colored dot = recently updated.

Filters

• Filters (Premium): modal with filters on project, dates, assignee, labels, status, custom fields.
• Users / Teams: limit tasks to the selected assignee or team.
• List search: filter field above the table.

Task Settings

In Task Settings (admin):

• Fields: create custom fields (text, number, select…).
• Panel: order and visibility of fields in the task panel.
• List and columns: columns in List view.
• Charts: widgets in task reports.

From List: Actions → Edit columns opens the column editor directly.

Task Reports

The Task Reports section (Premium) summarizes tasks you have access to based on role and organization permissions: you see only authorized records and fields, not the entire workspace. Use it for workload analysis, delays, and export — for day-to-day work use Kanban, Cards, and List.

• Dashboard: charts on status, project, priority, team, assignee, hours, labels.
• Report list: analytical table with filters and CSV/Excel export.
• Task Gantt (Premium): timeline by project and due dates.

Use reports to identify delays, workload imbalances among members, and actual vs estimated hours.