Managing tasks

Tasks help you hand out the jobs that keep the pack running, from bringing snacks to booking a campsite. This guide is for leaders who create and manage tasks. Tasks appear only if your pack uses them.

Who can create and manage tasks

• Leaders whose role includes Create tasks can create tasks for the whole pack and manage the tasks they created.
• Leaders whose role includes Manage tasks can manage every pack task.
• Den leaders and assistant den leaders can create and manage tasks for their own den.
• Leaders who manage adults, roles, and access can open Task settings and give other adults task permissions for a single den.

To get started, choose Manage Pack at the top of the portal, then Tasks. Den leaders can also work from Tasks under My Den. See Leading a den.

Create a task

1. On the Tasks page, select Create task.
2. Enter a Title and, if helpful, a Description.
3. Under Who does it, choose an Assignment type:
   • Volunteer places opens the task for adults to sign up. Set how many Places available.
   • One responsible adult assigns the job to one person. Search for the adult under Assign to and choose Select.
4. Choose who can see it under Visible to: everyone in the pack, a selected den (then pick the den), or Assignees and task managers only.
5. Check Open to prospective families if families who haven't joined yet may help.
6. Under Event and deadline, leave the task as a Standalone task, or link it to an event: type part of the event's name or date in Search events and choose Select next to it. Use Make standalone to unlink it. Then pick a Deadline: No deadline, A specific date, or Relative to the event (for example, two days before it starts).
7. Optionally open Reminders to change when the reminders go out. Set a reminder to zero to turn it off.
8. Under Checklist and resources, add checklist items (one per line) and any helpful links.
9. Select Save task.

Tip: You can also start a task from an event on the Events page. The task comes linked to that event and, if the event has a person in charge, assigned to them.

After you save, the assignment type, audience, den, and linked event can't be changed. To change those, cancel the task and create a new one.

Repeat a task

A standalone task with a specific due date can repeat. Before you save a new task, choose Repeats: Weekly, Monthly, Yearly, or After completion (days), and set how often. Volunteer places start empty each time. A directly assigned adult carries forward to the next one while they're still eligible. If they aren't (for example, they've left the pack or no longer belong to the task's den), the next task is created without an assignee, and the person who set up the repeating task gets a notification that it needs a new assignee. Open the new task and use Assign adult to choose someone.

Event-linked tasks don't repeat. On a repeating task's page, choose Stop future occurrences to end the series, or Resume future occurrences to start it again. When you edit a repeating task, check Update future occurrences to apply your changes to the ones not created yet.

Follow a task's progress

Select a task's title to open it. From here you can:

• See its status, due date, how many places are filled, and the linked event.
• Assign adult to fill an open place, or Remove someone's assignment.
• Tick off checklist items, upload documents (up to 5 MB each), and post comments.
• Read the Activity history of everything that has happened.
• Edit task, Close task when the work is done, Reopen task, or Cancel task.

On the Tasks list, use Status to switch between open, closed, and canceled tasks, and check Assigned to me to see only your own.

When things change

ScoutKeep tells the task's creator when an assigned adult declines or a volunteer withdraws. If a linked event moves, the task's deadline moves with it. If the event is canceled, reminders pause and the task shows a notice until a manager chooses Keep task and resume reminders, or closes or cancels the task.

Set default reminders and den permissions

Leaders who manage adults, roles, and access can select Task settings on the Tasks page.

• Under Default reminders, set how long before and after the deadline reminders go out for new tasks, then select Save defaults.
• Under Section task permissions, choose an adult, a den, and a Permission (None, Create tasks, or Manage tasks), then select Save permission.

Families see their own tasks on their Tasks page. See Volunteering and tasks.