Task management for process teams. Every task, one grid.
Checklist tasks and the one-off work that never fits a template, side by side. Filter it, save the view, snooze what can wait and attach stray requests to the checklist they belong to.
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Tasks in CheckFlow covers every piece of work with an owner and a due date. Checklist tasks come from templates, standalone tasks are raised in one dialog for work that is not a process, and either kind can sit on a running checklist. The Tasks Grid lists them all, with filters, saved views, snooze and bulk actions. It suits operations, IT and service teams who are tired of keeping two to-do lists.
One list to work from, not two.
The whole day on one screen
Checklist tasks and one-off requests share a grid, filtered to you, your team or whatever is overdue.
Stray requests stay with the process
Attach an extra step to the checklist it came from, and the checklist cannot complete until it is done.
Cover for absence in one action
Select a colleague’s open tasks across every checklist and reassign them together.
Standalone tasks
Raise a task without building a template
Not everything is a process. A follow-up promised on a client call, a one-off IT request or an action raised in an audit still needs an owner and a date. Raise it from the + menu in one dialog: a name, a rich-text description, a list of subtasks, files to read, then assignees, a due date and tags.
A standalone task behaves like any other task. It takes comments and attachments, keeps its own activity, tells its assignees when it is assigned and chases them when it runs overdue. It is created with Only Assignees Can Complete This Task already ticked, so assigning it hands it to that person.
- Subtasks must all be ticked before the task can be completed
- Unassigned, anyone with access to the Tasks Grid can see it and pick it up; once assigned, only its assignees and Administrators can
- Conditional logic, parameters and halts stay template features: for those, build a template
Attached tasks
Attach one-off work to the checklist it belongs to
A client asks for an extra step halfway through onboarding. Raise it from the checklist’s Attached Tasks section, switch on Attach Task to an Existing Checklist as you create it, or attach it later from the Tasks Grid. It sits under Attached Tasks at the foot of the checklist with a paperclip beside it.
An attached task counts as one of the checklist’s tasks, so the checklist cannot complete while it is open. It also inherits the checklist’s permissions, so someone who cannot see the checklist does not see the task, even while it is unassigned. Attaching never changes the template, and if the checklist is deleted the task carries on as a standalone task.
- Counts towards progress, reports and the checklist’s template in Analytics
- Allowed on templates with Tasks Can Be Attached switched on
- Customers on a shared link can complete attached tasks too
Tasks Grid
The Tasks Grid: every task, one row each
Each row shows the task, its status, its due date in your own time zone, the checklist and template it comes from, its assignees, comments and tags. Eight statuses tell you what needs attention: Incomplete, Due In Future, Due Today, Overdue, Complete, Not Applicable, Snoozed and Halted. Due Today means before the end of your day, not the server’s.
Three filters narrow the list: templates or individual tasks, assignees (including unassigned work) and statuses. Filter on one task, such as Sign off the invoice run, and you see it from every run of Month End and nothing else. Tick a row to complete it, with required fields and assignee-only tasks still enforced, or open the side panel to answer fields, comment and reassign without leaving the grid.
- Rows update as colleagues work, with no refresh
- Search, sort, copy or export the list as CSV
- You see the tasks your permissions allow; Administrators see all
Stay on top of it
Saved views, snooze and bulk actions
The grid is only useful if it shows the right work. These are the tools that keep it that way.
Saved views
Save filters, search text and sort order under a name. Keep a view private, or share it with chosen people, groups or the whole team. Everyone starts with All Open Tasks, All Due Tasks, My Open Tasks, My Due Tasks and Snoozed Tasks, and any view can be your default.
Tasks Grid viewsSnooze
Hide a task from your own grid until later today, tomorrow, later this week, next week or a time you pick. Nobody else’s grid changes and the due date stays put, so the task still goes overdue on time. It comes back on its own.
Snoozing tasksBulk actions
Select rows with Shift or Ctrl, or select every row that matches your filters across all pages. Then snooze them, end the snooze, reassign them or delete standalone tasks. A sick colleague’s fifteen tasks move in one go.
Bulk actionsComplete inline
Tick the box on a row to complete the task where it sits. A required field that has not been answered stops it and opens the task, so nothing is closed by accident.
Live updates
When someone completes, reassigns or comments on a task, its row reloads on your screen. A checklist started by a schedule or the API drops its tasks into your grid without a reload.
Real-time updatesPermissions that hold
You only see tasks from checklists you are allowed to see. A task restricted to its assignees stays greyed for everyone else, and bulk actions skip it.
Security
Compared
Tasks in a separate to-do app, or tasks in CheckFlow
Most teams already have somewhere for ad-hoc work. The trouble is that it is somewhere else.
| What matters | Separate to-do app | CheckFlow |
|---|---|---|
| Where the work lives | Checklist tasks in one tool, one-off work in another | Checklist tasks and standalone tasks in one grid |
| “What is due today?” | Open every checklist, then the to-do app | One view filtered by assignee and status |
| Extra steps during a process | Written down, never linked | Attached, and the checklist waits for them |
| Covering for someone | Edit each task by hand | Select all and reassign in one action |
| Putting something off | Delete the reminder and hope | Snooze hides it from you; the due date stays |
| Filters | Reset every visit | Saved views, private or shared |
Tasks, saved views, snooze and bulk actions are included in the Business plan at $10 per user per month, or $9 billed annually.
Ask an assistant what is on your plate.
The Tasks Grid is also how an AI assistant sees your work. It acts with the permissions of the person whose API key it uses.
Work the grid over MCP
Through the MCP server, Claude, ChatGPT, Gemini, Grok, Copilot or any other AI assistant can list your open work, raise a standalone task and attach it, complete, reassign or snooze tasks, and manage your saved views.
Read the MCP guideTurn repeat work into a template
When the same one-off task keeps coming back, describe the process and the free AI checklist generator drafts a template for it.
Try the AI generatorTasks in the REST API
API v3 reads the Tasks Grid of the person a key acts as, manages saved views, snoozes in bulk and raises standalone tasks.
Developer overview
Raise a task for Dana to send the revised SOW to Northwind by Friday, and attach it to their onboarding checklist.
name: "Send revised SOW to Northwind" assignees: "Dana K." dueDateTime: "2026-10-16T17:00:00Z" attachedChecklistKey: "Client Onboarding – Northwind"
Done. Dana has the task, due Friday at 17:00, and the Northwind onboarding checklist will not complete until it is finished.
Templates that fill the grid.
Each run puts its tasks in the right people’s grids, assigned and dated.
Related features
Task management questions
Do I need a template to create a task in CheckFlow?
No. A standalone task is raised from the + menu in one dialog, with no template behind it. You can give it a rich-text description, subtasks and files, then set assignees, a due date and tags. Standalone tasks do not support conditional logic, dynamic values, parameters or halts; for those, build a template. Creating standalone tasks needs the Task.Creator permission.
Can a standalone task be attached to a checklist later?
Yes, at any time, in one of three ways: from the checklist’s Attached Tasks section, from the task’s side panel in the Tasks Grid, or as you create it by switching on “Attach Task to an Existing Checklist”. The template must have Tasks Can Be Attached switched on, and attaching needs the Task.Attacher permission as well as Task.Creator. Once attached, the task shows a paperclip and takes the checklist’s name in the grid.
Does an attached task count toward checklist completion?
Yes. An attached task counts as one of the checklist’s tasks, so the checklist is not complete until the attached task is. That is the point of attaching: an extra step raised during a run cannot be forgotten, because the checklist stays open until it is done.
Who can see a standalone task?
It depends on whether it is assigned. An unassigned standalone task can be seen and acted on by everyone with access to the Tasks Grid, so anyone can pick it up. Once it is assigned, only its assignees and Administrators can see it and act on it. A task attached to a checklist also inherits that checklist’s permissions, so someone who cannot see the checklist will not see the task, even if it is unassigned.
Does snoozing a task change its due date?
No. Snoozing only hides the task from your own grid until the time you choose: later today, tomorrow, later this week, next week or a date and time you pick. The due date is unchanged, so the task still goes overdue at the original time, and nobody else’s grid is affected. When the snooze ends the task reappears, and the Snoozed Tasks view lists everything you have snoozed.
Can I share a saved view with my team?
Yes. A saved view stores your templates or tasks filter, assignees, statuses, search text and sort order under a name. Anyone can save a private view; sharing with chosen users and groups or the entire team needs the Tasks.View.Creator permission. The five system views, All Open Tasks, All Due Tasks, My Open Tasks, My Due Tasks and Snoozed Tasks, are available to everyone and cannot be edited.
What statuses can a task have in the Tasks Grid?
Eight: Incomplete (open with no due date), Due In Future, Due Today, Overdue, Complete, Not Applicable, Snoozed and Halted (waiting behind an earlier halt task). Each task holds exactly one, so the Statuses filter never double-counts. Due Today is measured against the end of your own day in the time zone on your profile.
Which plans include tasks and the Tasks Grid?
All of them. Standalone and attached tasks, the Tasks Grid, saved views, snooze and bulk actions are part of the Business plan at $10 per user per month, or $9 billed annually. Try them free for 14 days with no credit card. See pricing.
See every task in one place.
Start a trial, run a template and raise your first standalone task.
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