# Manage Tasks together in one shared workspace

> Tasks gives your clinic one shared place to capture follow-up, make ownership visible, and keep the next action connected to the work. Start with a single useful Task, then add structure only when it helps the team.

Markdown view of https://www.tabflows.com/university/library/tasks/manage-tasks-together-in-one-shared-workspace — the HTML page is canonical.

Product Library: Tasks › Start here  
Part of Tabflows 101, Module 2: Tasks (https://www.tabflows.com/university/tabflows-101/tasks)  
Last checked: 2026-10-27 against Tabflows v3.10.63  
Replaces Help Center article: https://help.tabflows.com/en/articles/15809924-manage-tasks-together-in-one-shared-workspace

> **Summary:** **Tasks** gives your clinic one shared place to capture follow-up, make ownership visible, and keep the next action connected to the work. Start with a single useful Task, then add structure only when it helps the team.

> **A note for non-human readers:**
>
> *Humans generate work faster than memory can file it—and clinic work has a talent for multiplying while nobody is looking. The shared Tasks workspace gives each piece a visible home with an owner, timing, status, and useful context. Groups, filters, templates, and other structure help humans manage the work without asking memory to run the clinic.*

---

## What are Tasks?

Tasks give your clinic one place to keep work visible after it comes up. A Task can be tied to a patient, assigned to a person or group, given a due date, tagged, marked urgent, repeated, saved as a template, broken into smaller steps, and discussed with teammates.

A good Task makes four things easy to see later: **what needs to happen, who owns it, when it matters, and what still needs to happen before it is actually done.**

![](https://zchipg5eqhxk0hvh.public.blob.vercel-storage.com/university/3cd1323d61e24de7.mp4)

---

## Tasks: One shared place for your team's work

> **Summary:** Tabflows Tasks gives your whole team one shared place to create, assign, and track patient action items — so nothing falls through the cracks.

> **A note for non-human readers:**
>
> *Humans produce work faster than memory can file it. A Task gives that work a durable home with a clear owner, timing, status, and useful context, so the clinic can see what exists and what is finished.*

![Sidekick keeps every to-do in one place, right where the patient is.](https://www.tabflows.com/university/media/46874ec64702d6ba.png)

### The problem Tasks solves

Tabflows Tasks is a shared task layer built on top of your existing workflow. Without it, things fall through the cracks and follow-ups get missed.

![](https://zchipg5eqhxk0hvh.public.blob.vercel-storage.com/university/eaf31465aa5f6c68.mp4)

### How it works

Create a Task from a supported patient page, or create clinic work directly in Tasks. Assign it to a teammate and set a due date. Patient-linked Tasks keep the relevant patient context attached; clinic Tasks can stand on their own.

### What your team can do with Tasks:

- Create a lab charge task the moment a lab is ordered, with the lab IDs and prices already in the description
- Assign a follow-up task after a visit, with a summary of next steps
- Use **@mentions** to loop in a colleague without reassigning the task
- Set recurring tasks for workflows that happen on a schedule
- Ask Sidekick to create tasks directly from a patient chat, no extra steps

### Nothing falls through the cracks

Tasks can be connected to a patient when relevant, and each Task has a clear owner and timing. Your team's Tasks button shows a count of what needs attention today. Urgent tasks are flagged in red and counted separately.

> **Tasks** is included in every Tabflows plan, free to use from day one. 🎉 ✨

---

## Explore the Tasks topics covered here

👉 [What are the most common ways clinics use Tasks](https://www.tabflows.com/university/library/tasks/what-are-the-most-common-ways-clinics-use-tasks)

👉 [Creating your first Task](https://www.tabflows.com/university/library/tasks/creating-your-first-task)

👉 [Organize Tasks with clinic tags](https://www.tabflows.com/university/library/tasks/organize-tasks-with-clinic-tags)

👉 [Break larger tasks into subtasks](https://www.tabflows.com/university/library/tasks/break-larger-tasks-into-subtasks)

👉 [Collaborate on tasks with comments and mentions](https://www.tabflows.com/university/library/tasks/collaborate-on-tasks-with-comments-and-mentions)

👉 [Find the right tasks with views and filters](https://www.tabflows.com/university/library/tasks/find-the-right-tasks-with-views-and-filters)

👉 [How to update, complete, reopen, or delete tasks](https://www.tabflows.com/university/library/tasks/how-to-update-complete-reopen-or-delete-tasks)

👉 [Save time on recurring work using task templates](https://www.tabflows.com/university/library/tasks/how-do-i-create-and-use-task-templates#save-time-on-recurring-work-using-task-templates)

👉 [When to use a task template vs. a one-off task](https://www.tabflows.com/university/library/tasks/when-to-use-a-task-template-vs-a-one-off-task)

👉 [Why is a task missing from My Tasks](https://www.tabflows.com/university/library/troubleshooting/why-cant-i-find-my-task-or-why-is-it-acting-strange#why-is-a-task-missing-from-my-tasks)

👉 [Use Team Chat to coordinate clinic work](https://www.tabflows.com/university/library/team-chat/use-team-chat-to-coordinate-clinic-work)

👉 [Create a Task with AI Recommendations](https://www.tabflows.com/university/library/tasks/create-a-task-with-ai-recommendations)

👉 [Review an automated morning report in Tasks](https://www.tabflows.com/university/library/tasks/review-an-automated-morning-report-in-tasks)

---

## Ways to create a Task

You can create Tasks from the part of the workflow you are already in.

### From a patient page in a connected system

Use the Tabflows button beside the patient, then **Add a task**, while you are working in a supported system. When the patient context is available, Tabflows can carry that patient into the new Task so you do not have to find them again.

![Creating tasks from a patient page in a connected system](https://zchipg5eqhxk0hvh.public.blob.vercel-storage.com/university/3b00d58665405002.mp4)

### From the Tabflows sidebar

Choose **Add task** from the sidebar while you work. If a patient is already active in the connected system, confirm that the intended patient is attached before saving.

![Creating tasks from the Tabflows sidebar](https://zchipg5eqhxk0hvh.public.blob.vercel-storage.com/university/b891961264c2a4b1.mp4)

### From the Tasks panel

In the Tabflows side panel, select the standalone **Tasks** button at the top right. Its badge shows the current open count; on a narrow panel you may see only the **Tasks** icon and badge. In the full web app, open **Tasks** from the sidebar.

Open **Tasks**, choose the **+** button, and create the Task from there. If the work is patient-specific, make sure the correct patient is selected before saving.

![Creating tasks from the Tasks panel](https://zchipg5eqhxk0hvh.public.blob.vercel-storage.com/university/932844f8907871ba.mp4)

---

## Build the Task

Add only the fields that help the next person understand and complete the work:

- **Description** — what needs to happen
- **Assigned to** — the person or group responsible
- **Patient** — the patient this work belongs to, when relevant
- **Tag to system** — the system where the work is completed or referenced, when relevant
- **Due on** — when the work should come into view for the assignee
- **Tag** — a clinic label that helps organize or filter related work
- **Repeat** — for work that should recur on a schedule
- **Mark as urgent** — for work that needs immediate attention
- **Save as template** (Admins) — for a repeatable Task pattern
- **Comments** — for discussion and handoffs without losing the Task context

Before saving, confirm the description, owner, patient, and timing are correct.

---

## Organize work with Tags

Tags help your team group and filter related work without changing the Task description itself.

**Admins** can manage reusable clinic Tags from the Task controls and, on the full-size interface, in Task Settings. Team members can use existing Tags on ordinary shared Tasks.

On the full-size interface, Admins can also manage them in [Task Settings](https://app.tabflows.com/tasks-settings).

Use Tags for categories your clinic will genuinely search or filter by later, such as labs, refills, referrals, billing, or follow-up.

![Creating tags from clinic settings](https://zchipg5eqhxk0hvh.public.blob.vercel-storage.com/university/eac061e04e56e755.mp4)

Reference: 👉  [Organize Tasks with clinic tags](https://www.tabflows.com/university/library/tasks/organize-tasks-with-clinic-tags)

---

## Break larger work into Subtasks

Use subtasks when one Task contains several smaller steps that belong to the same outcome.

Inside the Task description, use the checklist control to add the smaller steps. A subtask can mention the teammate responsible for that part of the work. Check off the smaller steps as they are completed, but keep the main Task open until the overall outcome represented by the Task is complete.

![Break larger work into Subtasks](https://zchipg5eqhxk0hvh.public.blob.vercel-storage.com/university/94e00fc83944ea4e.mp4)

Reference: 👉 [Break larger tasks into subtasks](https://www.tabflows.com/university/library/tasks/break-larger-tasks-into-subtasks)

---

## Assign shared work with Groups

Groups let a clinic assign a Task to a team group instead of choosing only one individual.

From a Task, open **Assigned to → Group** to choose an existing group. **Admins** can manage clinic groups from the Task controls and, on the full-size interface, in Task Settings. **Team members** can assign ordinary shared Tasks to existing groups.

On the full-size interface, in [Task Settings](https://app.tabflows.com/tasks-settings).

Use a Group when the work belongs to a team function and any appropriate member of that group may pick it up. Use an individual assignee when one specific person owns the work.

![Assign shared work with Groups](https://zchipg5eqhxk0hvh.public.blob.vercel-storage.com/university/14a5c8b1fc0cb8e7.mp4)

Reference: 👉 [How to assign a task to a group](https://www.tabflows.com/university/library/tasks/how-to-assign-a-task-to-a-group)

---

## Assign a task to Sidekick

Choose Tabflows in Assigned to when you want Sidekick to handle a Task. Review the Task status and any result before treating the work as complete.

👉 [How to assign a Task to Sidekick](https://www.tabflows.com/university/library/tasks/how-to-assign-a-task-to-sidekick)

---

## Collaborate without changing ownership

Comments and @ mentions help teammates discuss a Task without silently changing who owns it.

Mention someone when you need their input, review, or attention. Reassign the Task when responsibility for completing the work actually changes.

![Using comments and mentioning team members](https://zchipg5eqhxk0hvh.public.blob.vercel-storage.com/university/c3259de639cc5e00.mp4)

Reference: 👉 [Collaborate on tasks with comments and mentions](https://www.tabflows.com/university/library/tasks/collaborate-on-tasks-with-comments-and-mentions)

---

## Coordinate clinic-wide conversations

Need to ask the clinic a question, share an announcement, or coordinate with your team? Use **Team Chat** for clinic-wide conversations, mentions, and organized replies in threads.

Read 👉 [Use Team Chat to coordinate clinic work](https://www.tabflows.com/university/library/team-chat/use-team-chat-to-coordinate-clinic-work).

---

## Keep the Task status honest

Every Task has one of four statuses:

- **To do** — Ready for someone to begin.
- **In progress** — Actively being worked.
- **Waiting** — Paused for a person, result, sign-in, or other dependency.
- **Done** — The outcome is finished.

**Waiting** is still open work. Use it when the next move belongs to a person, result, sign-in, or other dependency. When work resumes, choose **To do** or **In progress**, whichever matches the actual stage. Use **Done** only when no follow-up remains.

Older **To do** or open filters continue to include every unfinished Task—**To do**, **In progress**, and **Waiting**—so existing views do not quietly lose work.

The compact status menu shows all four choices; while it is open, use the pointer, arrow keys, and Enter, or number keys 1–4. With the status control focused, Space toggles between Done and To do.

---

## Find the work again

Use **My Tasks** and filters to find the work that needs attention.

By default, **My Tasks** is intended to surface incomplete work assigned to the signed-in user that is due today or overdue. Future-due and completed Tasks will not appear in that default view. Urgent work follows the same Due on rule; urgency flags it but does not surface it early.

Use filters when you need a wider or different view — for example by assignee, due date, status, Tag, patient, system, or other available fields.

Reference: 👉 [Find the right tasks with views and filters](https://www.tabflows.com/university/library/tasks/find-the-right-tasks-with-views-and-filters)

---

## Complete, reopen, or update a Task

A Task’s visible state should match the work it represents.  
  
Mark a Task complete only when its outcome is finished. If follow-up is still needed, keep the Task open so the remaining work stays visible. If something changes after completion, reopen or update the Task so the team can see its current state.

Reference: 👉 [How to update, complete, reopen, or delete tasks](https://www.tabflows.com/university/library/tasks/how-to-update-complete-reopen-or-delete-tasks)

---

## Use Tasks from your phone or computer

Open Tabflows and choose Tasks. The same workspace lets you create, edit, assign, comment on, search, filter, complete, reopen, delete, restore, and create Tasks from templates.

Patient-linked Tasks can open the patient in Tabflows, and work connected to Sidekick can return to its conversation.

On a phone, the menu includes Sidekick, Chat, and Tasks. If your browser offers Install or Add to Home Screen, you can add Tabflows for faster access to Tasks. Tabflows still requires an internet connection.

---

## Next: Meet Sidekick and ask your first questions

Now that your team has a shared place for follow-up, meet Sidekick and the AI-assisted workflows that can help you work with patient context, clinic information, and common next actions.

> [Meet Sidekick and ask your first questions →](https://www.tabflows.com/university/library/sidekick/meet-sidekick-and-ask-your-first-questions)

---

## Get support 💬

Need help or have a question? Reach out to our Support team however works best for you:

- Start a chat using the **Support** button at the bottom right of the sidebar (side tabs)
- Email us at team@tabflows.com or message us right here in the chat

  [Book a quick 15-30 minute chat!](https://go.team.tabflows.com/meetings/nafeesa)

## Related Articles
- [Clinic account overview](https://www.tabflows.com/university/library/admin-and-settings/clinic-account-overview)
- [Getting Started with Tabflows](https://www.tabflows.com/university/courses/tabflows-101)
- [Meet Sidekick and ask your first questions](https://www.tabflows.com/university/library/sidekick/meet-sidekick-and-ask-your-first-questions)
- [Live training, Q&As, and self-paced learning](https://www.tabflows.com/university)
- [Tabflows Mobile overview](https://www.tabflows.com/university/library/mobile/tabflows-mobile-overview)
- [Creating your first Task](https://www.tabflows.com/university/library/tasks/creating-your-first-task)
- [Using Tasks across roles and teams](https://www.tabflows.com/university/library/tasks/using-tasks-across-roles-and-teams)
- [Using Tasks for shared team work](https://www.tabflows.com/university/library/tasks/using-tasks-for-shared-team-work)
- [What Tabflows does (and what it doesn’t replace)](https://www.tabflows.com/how-it-works)

## Related markdown

Section index: [Tasks](https://www.tabflows.com/university/library/tasks.md)

Alongside this page:

- [Best practices for team task workflows](https://www.tabflows.com/university/library/tasks/best-practices-for-team-task-workflows.md)
- [Break larger tasks into subtasks](https://www.tabflows.com/university/library/tasks/break-larger-tasks-into-subtasks.md)
- [Collaborate on tasks with comments and mentions](https://www.tabflows.com/university/library/tasks/collaborate-on-tasks-with-comments-and-mentions.md)
- [Create a task with AI recommendations](https://www.tabflows.com/university/library/tasks/create-a-task-with-ai-recommendations.md)
- [Creating your first task](https://www.tabflows.com/university/library/tasks/creating-your-first-task.md)
- [Decide when to use a task group](https://www.tabflows.com/university/library/tasks/decide-when-to-use-a-task-group.md)
- [Find the right tasks with views and filters](https://www.tabflows.com/university/library/tasks/find-the-right-tasks-with-views-and-filters.md)
- [Get notified via email when tasks are assigned to you](https://www.tabflows.com/university/library/tasks/get-notified-via-email-when-tasks-are-assigned-to-you.md)

Start here:

- [Tabflows](https://www.tabflows.com/index.md)
- [Tabflows pricing](https://www.tabflows.com/pricing.md)
- [Tabflows FAQ](https://www.tabflows.com/faqs.md)
- [About Tabflows](https://www.tabflows.com/about.md)
- [Contact Tabflows](https://www.tabflows.com/contact.md)
- [DPC workflow software](https://www.tabflows.com/dpc-workflow-software.md)
- [Directory](https://www.tabflows.com/directory.md)
- [Workflows](https://www.tabflows.com/workflows.md)
- [DPC finder](https://www.tabflows.com/dpc-finder.md)

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