Creating, assigning and responding to tasks

Create a task someone can act on

1. 1

   Write the action

   Use a specific title, such as “Upload the updated equipment quote”. In Task details, explain what you need and any context the person will need.

2. 2

   Choose who will do it

   Check the assigned person. Ordinary tasks default to you unless you choose another active team member.

3. 3

   Set a date if it matters

   Use the needed-by date for the response or action you are asking for. Add a related goal or other details when useful.

4. 4

   Explain what a response needs

   If you need a document, name it in the requested files. Add a supporting file if it helps the person understand the request.

5. 5

   Check and create

   Confirm the care team, person and request before saving. The assigned person can open the task and respond; alerts follow their access and notification settings.

Simple task examples

• Parents: Upload photos showing that the current wheelchair is too small.
• OT: Complete a functional assessment for the wheelchair application.
• Support coordinator: Confirm the supplier quote by Friday.

Respond to a task assigned to you

• You can add up to eight response files. Ordinary files share an 8 MB combined limit; a video field that offers the larger upload supports one MP4, WebM or MOV video up to 50 MB. Follow the limits shown beside the field.
• If changes are requested, read the instructions and submit an updated response.
• A self-assigned task or task with no response requirement can be marked done directly.

1. 1

   Open and read the request

   Open it from Dashboard, Tasks or a notification. Read the instructions and check whether a note, file or both are required.

2. 2

   Add your response

   Explain what you have done or what information you are providing. Add the requested files and check who can see them.

3. 3

   Submit for review

   Submit when your response is ready. The requester or another authorised reviewer then checks it. Saving a draft or adding a comment does not submit the response.

If you cannot complete the task as requested

Open Manage task to see the options available to you. Explain the obstacle so the other person knows what needs to happen next.

• If you are waiting for an outside person or service, record what you are waiting on.
• If the timing has changed, update the needed-by date where your access allows it and explain why.
• People with task-management permission can reassign an open task directly to another active member.
• People without task-management permission can return a request to its creator with a reason.
• A response awaiting review must be reviewed before reassignment. Completed work must be reopened before it can be changed.

If you can see a task but cannot change it

Your role in the task matters. The assigned person responds; the requester or an authorised Team leader reviews. Being able to view the team’s tasks does not give everyone those controls.

Keep tasks useful

• Create one task for one clear outcome.
• Put practical instructions in Task details instead of relying on a separate message.
• Ask for specific files only when they are genuinely needed.
• Use Waiting or an external-factor note when work cannot move, rather than leaving the team guessing.
• Do not use Kinovo tasks for emergencies or continuously monitored requests.