Tasks in Yrka is the surface for operational follow-up that someone needs to own and complete. When an employee needs to submit a document, a manager needs to schedule a check-in, or a team needs to complete onboarding steps, Tasks gives you a structured way to assign, track, and close that work. Tasks is separate from the admin Inbox — the Inbox handles system-generated review items and approvals, while Tasks handles the human-assigned work that flows from those reviews.Documentation Index
Fetch the complete documentation index at: https://docs.yrka.io/llms.txt
Use this file to discover all available pages before exploring further.
Tasks vs. Inbox
It helps to know which tool to reach for:| Use Tasks when… | Use Inbox when… |
|---|---|
| The work is an assignable follow-up someone must complete | The system generated a review item (approval, import, correction request) |
| You want to track progress with checklist items and due dates | You need to reply to or resolve a work item from a source workflow |
| An employee needs to see and act on assigned work | The item has source-linked audit state from Timekeeping, Schedule, etc. |
If a follow-up belongs to an import batch or an approval workflow, use the Inbox instead. Tasks are lightweight operational follow-ups, not replacements for source workflow approvals.
Creating a task
Open Tasks
Go to Admin > Tasks. You’ll see the board view by default, organized into status columns: To do, In progress, Blocked, and Done.
Select Create
Open the create dialog. Fill in the title, description, priority, due date, and an optional source link if the task traces back to a specific record (Schedule event, payroll period, import batch, and so on).
Add assignees
Assign the task to one or more employees or admins. You can seed assignees from active team memberships — the create dialog will suggest team members — but review the final list before saving. The seeded list is a starting point, not an automatic assignment.
Add checklist items
Break the task into steps using checklist items. Each item can be checked off as work progresses, and assignees see the same checklist in their employee Tasks view.
Add required evidence (optional)
If the assignee must provide proof of completion — a note, a number, a pass/fail result, or a document or photo reference — add a required evidence field. The task cannot be marked done until the evidence is submitted and you accept it.
Use a template (optional)
For common task patterns — onboarding, offboarding, document follow-up, payroll follow-up, timecard exception follow-up, schedule coverage follow-up — select a template to pre-fill the checklist and evidence fields. You can also save any task as a reusable template for future use.
Task status meanings
| Status | What it means |
|---|---|
| To do | Assigned but not started |
| In progress | Someone is actively working on it |
| Blocked | The work needs another person, record, or decision before it can continue |
| Done | Work is complete but still visible on the board until archived |
| Archived | Retained as history, removed from the active board |
Reviewing workload
Switch to Workload view to compare load across assignees. The workload view shows each assignee’s task count with team context, overdue counts, and due-soon counts. Use this view when you’re planning a new batch of tasks and want to distribute work fairly, or when you need to spot who is overloaded before a deadline.Managing task progress
Adding comments
Add comments to a task to give assignees context, request an update, or document a decision. Comments are visible to the assigned employees in their Tasks view and remain part of the task activity history.Reviewing submitted evidence
When a task has required evidence fields and the assignee marks the task done, the task enters a pending evidence review state. You must Accept or Return the evidence before the task is fully closed:- Accept locks the evidence and moves the task to completed status. The assignee cannot edit accepted evidence.
- Return sends the task back to the assignee with a manager note explaining what needs to be corrected.
Archiving tasks
Use Remove task? to archive a finished or obsolete task, or Clear done to move all completed tasks off the active board at once. Archived tasks leave the workload counts but remain available in task history.How employees see tasks
Employees see only tasks assigned to them — no hidden counts, no other employees’ tasks. Assigned tasks appear in the employee Tasks tab and in the Today section of their dashboard when the due date is approaching. Employees can:- Check off checklist items as they work
- Submit evidence for required evidence fields
- Mark the task done (if no pending evidence review is required)
- Add comments to communicate with the assigning admin
Assigning a task does not grant the employee access to the source record the task references. If a task links to a payroll period or schedule event, the employee sees only the task — not the underlying record.
Troubleshooting
An employee cannot see their assigned task
An employee cannot see their assigned task
Confirm the employee is listed as an assignee (not just in a seeded team suggestion that was not saved), and that they have employee app access enabled in their access settings.
A task duplicates a source-linked item
A task duplicates a source-linked item
Archive the duplicate and keep the source-linked item active. Use the source link on the active item to navigate to the owning workflow for context.
A status or evidence update was rejected
A status or evidence update was rejected
The board will display the server’s reason and restore the previous task state. Review the message, correct the issue (missing evidence fields, permission mismatch), and try again.
Workload counts look wrong
Workload counts look wrong
Clear all active filters and confirm that archived tasks are not being included in the active count. The workload view only counts tasks in To do, In progress, and Blocked status.
Reminders are not sending as notifications
Reminders are not sending as notifications
Reminder timestamps on tasks are operator metadata in this version. Task assignment and new comment notifications use the app notification system. If an employee is not receiving notifications for a task, check their notification preferences in the notification center.