Using Task Manager in Member365

Task Manager helps your team organize and track everyday work directly inside Member365.

You can create tasks, assign them to team members, set priorities and due dates, organize related work into Task Lists, add reminders, and connect tasks to contacts or supporting resources.

This gives your team one place to see what needs to be done, who is responsible, and what requires attention.

How to Provide Administrative Access to the Task Manager in Member365

This guide explains how to review a contact's permissions and provide administrative access so they can manage tasks.

Step 1: Log In to the Administrator Dashboard

1. Log in to your Member365 Administrator Dashboard.
2. Locate the Search Contacts field at the top of the dashboard.
3. Enter the name or email address of the contact who requires administrative access.
4. Select the contact's name to open their Contact Record.
5. From the contact record, locate the menu on the left-hand side. Click 'Permissions'.
6. Scroll down the page and check Task Manager and Module Settings.
7. Click on the Save button.

Open Task Manager

Go to:

Modules > Task Manager

Task Manager is organized into four areas:

My Tasks
Tasks currently assigned to you.

Tasks I Assigned
Tasks you created and assigned to other people.

Task Lists
Groups of related tasks. Lists can be used for projects, programs, events, ongoing processes, or any other collection of work.

Task Settings
Manage the settings used by your organization for tasks, including statuses, priorities, and reminders.

My Tasks

My Tasks is your personal working view.

It shows tasks assigned to you, whether you created the task yourself or another administrator assigned it to you.

Summary information helps you quickly identify work that is in progress, due soon, or overdue.

You can also use the filters above the task grid to narrow the tasks being displayed.

The main task grid includes:

Task | Status | Priority | Due Date/Time | Actions

Creating a Task

Tasks can be created directly from Task Manager by clicking on + Create Task button.

When creating a task, you can identify what needs to be done, assign responsibility, choose a Task List, set its status and priority, and add a due date or time where appropriate.

Member365 includes a default General list so you can create a task immediately without first creating a new list.

Creating a Task From a Contact

Tasks can also be created while working with a contact in Member365.

From the contact record, you can create a task related to that person.

For example:

Call Ernest about membership renewal

Relating the task to the contact makes it easier to understand who the work concerns without adding the person's information manually to the task description.

Task Lists

Task Lists let you organize related work together under a specific list. Or you can decide not to categorize a task to a  list.

Click on the +Create List button

For example, you might create lists for:

• Annual Conference
• Membership Renewal Campaign
• Board Meeting Follow-Up
• New Member Onboarding
• Website Project

A staff member can still see tasks assigned to them through My Tasks, even when those tasks belong to different Task Lists.

This gives individuals a personal workload view while allowing the organization to keep project-related work together.

Click on the Arrow Down symbol to display the Task section for you to update.

Click on the three dots > Edit Task

Update the Task box accordingly and save your updates.

Tasks I Assigned

Tasks I Assigned shows work that you created and delegated to other people.

This is useful when you need to monitor work without being the person responsible for completing it.

You can quickly see which assigned tasks remain open, which are approaching their due dates, and which require follow-up.

Statuses

Statuses show where a task currently sits.

Your organization can configure the statuses available in Task Manager and control the order in which they appear.

This allows your team to use terminology that reflects how you actually manage work.

Priorities

Priorities help identify which work requires the most attention.

Tasks can be assigned a priority when they are created or edited.

Your organization can also configure the priority labels used in Task Manager.

Due Dates and Times

Tasks can include a due date and, when required, a specific due time.

Due dates are used throughout Task Manager to identify tasks that are approaching their deadline or have become overdue.

Task Reminders

Task Manager can automatically send reminder emails based on a task's due date and time.

Your organization can configure reminder rules such as:

1 day before the task is due

or

2 hours before the task is due

Reminder rules can be enabled or disabled depending on how your team wants to work.

Turning Notifications Off for a Task List

Notifications can also be controlled at the Task List level.

Turning notifications off for a list disables task notifications for the tasks within that list.

When list-level notifications are disabled, the notification bell on its tasks appears greyed out.

If you want notifications for those tasks again, go to Task Lists and re-enable notifications for that list.

This makes it possible to control a group of related notifications in one place instead of changing every task individually.

Task Actions

The Actions menu provides additional controls for a task, including:

Related Link
Add or manage the supporting link associated with the task.

Relate a Contact
Connect the task to a Member365 contact.

Edit Task
Update the task's information.

Delete Task
Permanently remove the task.

Additional icons in the task grid provide quick access to information such as related links, related contacts, reminders, notes, and task ownership.

Related Contacts

A task can be related to a contact in Member365.

This is useful when the work concerns a specific member, prospect, volunteer, organization contact, or other person in your database.

The relationship makes it easier to move between the task and the contact involved.

Related Links

You can add a Related Link to a task.

Use this when the person completing the task needs access to an outside resource such as:

• A Google Doc
• A procedure or playbook
• A shared file
• A website
• Another supporting resource

The link remains available directly from the task.

Notes

Tasks can include notes so additional information and updates can remain with the work being completed.

This reduces the need to keep important context in separate email threads or personal notes.

Filtering Tasks

Task Manager includes filters to help you narrow larger task lists.

Active filters are displayed above the task grid so you can see exactly which criteria are currently affecting the results.

Dashboard indicators can also be used to focus on areas such as due-soon or overdue work.

Reporting

Task Manager provides summary reporting across your work and Task Lists.

This can help administrators identify:

• Open tasks
• Tasks due soon
• Overdue tasks
• Lists where reminders are disabled

Rather than reviewing every list individually, administrators can use these indicators to quickly identify where attention may be needed.

Deleting a Task List

Deleting a Task List also deletes the tasks contained in that list.

Member365 will display a confirmation before the list is deleted.

Review the tasks in the list before confirming the deletion, because deleting the list removes the associated tasks  as well.

A Simple Way to Think About Task Manager

Use My Tasks to answer:

What do I need to do?

Use Tasks I Assigned to answer:

What am I waiting for from other people?

Use Task Lists to answer:

What work belongs together?

Then use reminders, contacts, links, notes, statuses, and priorities to give each task enough context to get the work completed.

That keeps everyday association work visible without requiring another system to track it.

Webinar takeaway: A well-managed task list means fewer missed follow-ups, better team coordination, and a more efficient experience for both administrators and members.