Task Manager

The Task Manager is the operational engine of Cinqd. It’s where individual tasks, repeatable workflows, and full projects come together to help your team deliver work on time, consistently, and with full visibility. Whether you’re managing internal operations, client work, HR processes, or supplier coordination, the Task Manager ensures every action is tracked, assigned, and completed in the right order.

What You Can Do with the Task Manager?

The Task Manager allows you to:

Create one-off (ad-hoc) tasks
Build structured workflows with dependencies
Group work into projects
Assign ownership and deadlines
Track progress, workload, and budgets
Automate task sequencing across CRM, HR, and Suppliers

Navigating the Task Manager

Accessing the Module
From the left sidebar

Task Manager
Inside the Task Manager, you’ll see four key sections:

Tasks
Workflow
Projects
Workflow Builder

Each serves a different purpose and works together.

Tasks: Managing, tracking, and executing individual work items

The Tasks section is where all individual pieces of work in Cinqd live. Every action whether it’s ad-hoc work, a form request, an expense claim, or a workflow-generated task ultimately appears here. This is the day-to-day execution layer of Cinqd.

Viewing Tasks
Go to:
Task Manager → Tasks

This opens a centralised task list containing:

Tasks assigned to you
Tasks you’ve created
Tasks generated from workflows
Tasks linked to CRM, HR, or other modules

Understanding the Tasks List View

Each row in the task table represents a single task. The columns provide immediate operational clarity:

Key Columns Explained

Task Name
The name of the task. Icons indicate priority, starred tasks, or flagged items.

Assignee
The user responsible for completing the task.

Type

Shows the task type (e.g. Adhoc, Form, Expense claim). This determines behaviour, approvals, and available actions.

Related To
Indicates whether the task is linked to:

CRM (Customer)

HR (Employee)

Supplier

Standalone task

Parent
Displays the workflow or parent task this task belongs to (if applicable).

Start Date & Due Date
Define when work begins and when it must be completed.

Status
Visual status indicators such as:

Ready

Require info

Overdue

Completed

Task Types and When to Use Them

1. Ad-Hoc Tasks

Used for unplanned or one-off work.

Examples:

Internal follow-ups

Manual checks

Quick fixes

Non-repeatable actions

These are fully flexible and not tied to workflows.

Task Settings Explained
When creating a task, you’ll configure:

Task Name – What needs to be done
Module – Where the task belongs (CRM, HR, etc.)
Type – Ad-hoc or Manual
Assignee – Who is responsible
Start Date & Due Date
Budgeted Time – Expected effort (days/hours)
Recurring – Optional repeat scheduling
Attachments – Files or documents
Description – Detailed instructions
Checklist – Break work into mandatory or optional steps

Checklists are especially useful for repeatable internal tasks.

Click Save to assign the task immediately.

Using Task Filters

At the top of the Tasks page, you’ll see powerful filters that let you instantly narrow down work.

Available Filters

Parent
Filter tasks by workflow or parent task (e.g. onboarding, off-boarding).

Task Name
Search or select specific task names.

Related To
Filter by module (CRM, HR, etc.).

Assignee
View tasks assigned to:

Specific team members

Everyone

Start Date & Due Date
Use preset ranges like:

Today

Last week

Next month

Custom date ranges

Status
Filter by one or multiple statuses at once (e.g. Overdue + Ready).

Workflow Categories

HR Workflows
Customer Workflows
Supplier Workflows

Navigate to Workflow

Task Manager → Workflow

These filters are essential for managers reviewing workload and for individuals prioritising work.

Creating an Ad-Hoc Task

Click + Tasks in the top-right corner.

This opens the Create Adhoc Task modal.

Ad-Hoc Task Settings Explained (Field by Field)

Core Task Details

1. Task Name
Clear, action-based name.

2. Module
Defines context (CRM, HR, etc.).

3. Type
Automatically set to Adhoc.

4. Assignee
The person responsible for completion.

5. Dates & Time Control

Start Date
When the task becomes active.

Due Date
Deadline for completion.

6. Budgeted Time
Expected effort (hours or days).
Used for workload planning and reporting.

7. Recurrence

Recurring (Setup)
Used for tasks that repeat on a schedule (daily, weekly, monthly).

8. Attachments & Description

Attachments
Upload supporting files or reference documents.

9. Description
Rich-text instructions for clarity.

10. Checklists (Mandatory vs Optional)

Checklists break tasks into steps.

Each checklist item can be:

Mandatory (must be completed)

Optional

This ensures process consistency without creating unnecessary tasks.

Saving and Assigning the Task

Click Save to:
Instantly assign the task
Notify the assignee
Add it to the live task list

Viewing Task Details & Activity

Click the dropdown arrow on any task row to expand it.

Inside the Task Drawer

You’ll see:

Task metadata (type, dates, assignee)

Linked records (employee, customer, expense)

Approval information (if applicable)

Full activity timeline

Task Comments & Collaboration

Each task includes a comment thread on the right side.

Use comments to:

Ask for clarification

Share updates

Collaborate without emails

Maintain a full audit trail

Comments are timestamped and user-attributed.

Task Status Behaviour

Statuses are dynamic and update automatically based on actions:

Ready
Task is active and actionable.

Require Info
Waiting for additional input before continuing.

Overdue
Due date has passed.

Completed
Task is finished and locked.

This ensures transparency across teams and managers.

Parent Tasks & Dependencies (Conceptual)

While dependencies are defined at the workflow level, tasks reflect them clearly:

Tasks may be blocked until a parent task is completed

Dependent tasks automatically activate when prerequisites finish

This prevents work from starting out of sequence

Time Logging & Tracking (Where It Fits)

Budgeted time is defined at task creation

Actual time (where enabled) feeds into Analytics

Used for utilisation, cost tracking, and performance reporting

Workflows

What the Workflow Section Is For

The Workflow section in Task Manager is used to view, track, and manage workflow instances that are already running or have been completed. A workflow here represents a live execution of a workflow template that was triggered from:

CRM actions (e.g. customer updates, approvals)

HR actions (forms, approvals, onboarding)

Projects

Manual workflow triggers

System automations

Important:
This section does not create or start workflows manually.
Workflow creation and design happens in Workflow Builder.

Navigation Path

Task Manager → Workflow

Workflow List View (Main Screen)

This screen displays all workflow instances in a structured, trackable list.

1. Workflow Name

The name of the workflow instance
Multiple workflows may share the same name if triggered multiple times
Expandable to reveal individual tasks inside the workflow

Multiple workflows may share the same name if triggered multiple times
Expandable to reveal individual tasks inside the workflow

2. Related To

Shows which record or entity the workflow is linked to

Examples:

CRM Customer

HR Employee

Form submission

Project

3. Type

Indicates the type of tasks inside the workflow

Common types include:

Approval

Form

Manual task

4. Assignee

Shows the current assignee responsible for the workflow step

Can be:

A specific user

A role (e.g. Primary Contact)

Dynamically assigned by rules

5. Budgeted Time

Displays allocated time for the workflow (if defined)

Helps track workload and planning

6. History

Indicates when status changes occurred

Each workflow maintains a full audit trail

7. Status

Shows workflow progress or state:

0% – In progress

Cancelled

Completed

Progress bars visually indicate completion percentage

Expanding a Workflow

Click the arrow next to a workflow name to expand it.

What You See When Expanded

Individual workflow steps (tasks)

Each step shows:

Task name

Type (Approval, Email, Form, etc.)

Assignee

Status

History updates

This allows managers to:

See bottlenecks

Identify pending approvals

Understand where a workflow is blocked

Viewing a Workflow Task

Clicking a workflow task opens the View Task panel.

Task Details Panel Includes:

Task name

Current status (Ready, Incompletable, Cancelled, etc.)

Assigned user

Related module (e.g. CRM – Customers)

Start date and due date

Budgeted vs logged time

Task description

Comments and History Panel

Every workflow task includes a Comments and History section on the right.

What’s Tracked Automatically

Task created

Task reassigned

Task grabbed by user

Task cancelled

Task reopened (with reason)

Task approved or completed

This provides:

Full auditability

Compliance support

Clear accountability

Workflow Task Actions

Depending on task type and permissions, users may see:

Available Actions

Approve – for approval-based tasks

Grab task – claim ownership

Reopen – reopen a cancelled or completed task (requires reason)

Snooze – temporarily pause action

Add comment – collaborate or provide context

All actions are logged automatically in history.

Reopening a Workflow Task

If a workflow task is cancelled or completed incorrectly:

Click Reopen

Provide a mandatory reason

Task status updates

Workflow resumes from that step

Reopen action is recorded in history

This ensures:

Controlled changes

Clear accountability

No silent reversals

Filtering and Controls

Available Controls

Search workflows by name

Pagination and page size selector

Toggle: Show completed workflows only

Projects: Managing End-to-End Work Delivery

Projects in Cinqd bring tasks and workflows together under a single goal, giving you a clear view of timelines, people, effort, and progress across larger initiatives.

Use projects when work:

Spans multiple tasks or workflows

Involves multiple people or teams

Has defined start and end dates

Needs progress and effort tracking

Examples include client engagements, internal initiatives, recruitment drives, marketing campaigns, or long-running service delivery.

Accessing Projects

Navigate to:

Task Manager → Projects

This opens the Projects list view.

Projects List View (What You’re Seeing)

The Projects screen displays all projects you have access to, with key operational data in one place.

Each row shows:

Project Name – The project identifier

Workflows – Number of workflows attached to the project

Tasks – Total tasks inside those workflows

Budgeted Hours – Total planned time across workflows and tasks

Start Date – When the project begins

Due Date – Target completion date

People – Team members involved

Progress % – Overall completion based on task statuses

Useful Controls in the List

Search – Quickly find projects by name

Show Per Page – Control how many projects are displayed

Show completed projects only – Toggle visibility of completed projects

Select Projects – Enables bulk actions

Creating a New Project

Click + Project (top-right).

You’ll see the Create Project modal.

Project Settings Explained

Fill in the following fields:

Project Name – Clear and descriptive title

Description – Optional summary of what the project covers

Make project private – Restricts visibility to selected users only

Start Date – When work officially begins

Due Date – Expected completion date

Click Save to create the project.

Once saved, the project appears in the Projects list.

Opening a Project

Click on any project name to open its detailed view.

Inside the project, you’ll see:

Project name and description

Start and due dates

A table showing workflows added to this project

If no workflows are added yet, you’ll see a prompt encouraging you to add one.

Adding Workflows to a Project

Projects do not automatically contain work. You add workflows manually inside each project. Inside the project view:

Creating a Workflow Inside a Project

The Create Workflow screen allows you to build project-specific workflows.

Workflow Details

Configure:

Workflow Name – What this workflow represents

Description – Optional explanation

Attachment – Reference files or documents (optional)

Adding Workflows to the Project

Below the workflow details, you’ll see the Workflow section.

Click Workflows to start building tasks for this workflow.

Each task you add becomes part of:

The workflow

The project

The Task Manager task list

Tasks created here behave exactly like standard tasks (with assignees, due dates, statuses, and history).

Once tasks are added, click Save to finalise the workflow.

Viewing Project Progress

Back in the project view, each workflow shows:

Number of tasks

Budgeted time

Estimated due date

Workflow status

At the project level, progress is automatically calculated based on task completion across all workflows.

This gives you:

Real-time delivery visibility

Clear accountability

Accurate progress tracking

Editing or Deleting Projects

From the Projects list:

1. Select one or more projects using the checkbox

2. Click Actions (top-right)

Available options:

Edit – Update project details

Delete – Permanently remove the project

Deleting a project removes its structure, but task history remains available for audit purposes.

Workflow Builder:

The Workflow Builder gives you granular control over how workflows behave.
Navigate to:
Task Manager → Workflow Builder

Here, you can design workflows specifically for:

HR
Customers
Suppliers

The builder allows you to:

Control task sequencing
Apply conditional logic
Define dependencies
Set completion windows
Control when tasks trigger automatically

This is where complex operational logic lives.

HR – Workflows

What you’ll see
When you click Workflow builder → HR, you land on a list view titled:

Workflows / HR

This table shows:

Workflow name
Tasks
Budgeted hours

Create a new HR workflow template

Step 1 — Click + Workflow (top-right)

The workflow window will appears.

Step 2 — Fill in the workflow details:

Workflow name
Description
Attachment (optional)
Key dates (optional)
Filters (optional)

Step 3 — Add tasks

Click Add Task to build the workflow steps that will repeat every time this workflow is used.

Why HR workflows are useful
Use HR workflows for:

Employee onboarding
Employee offboarding
Probation review processes
Document collection (ID, contracts, policies)
Training checklists and approvals

Customer – Workflows

What you’ll see
Click Workflow builder → Customers and you’ll see:

Workflows / Customer
This category is built for workflows that relate to clients/customers (e.g., onboarding, service delivery, compliance).
The list shows workflow templates with: