Tasks

Tasks in Cliniccards is a task management system that works on the principle of Kanban boards.

A Kanban board is a visual way to organize work: all tasks are displayed as cards that move between status columns (e.g., “New,” “In Progress,” “Done”). This approach allows you to see at a glance what is currently being done, what has already been completed, and what needs attention.

The Tasks module allows you to plan, distribute, and control all work processes in a clinic or laboratory.

Key benefits:

• Visual tracking of task progress
• Distribution of responsibilities among employees
• Control of deadlines and completion dates
• Centralized communication for each task
• Archiving and analysis of completed work

Main elements of the module:

• Boards – workspaces for different areas of activity
• Statuses (columns) – task completion stages
• Tasks – specific tasks with details and files
• Labels – tags for categorization and filtering

How to activate Tasks

To start working with Tasks, you need to activate the module in the clinic settings.

1. Go to Settings → Other → Clinic settings
2. Enable the Enable Tasks option

Only the clinic owner or super administrator can activate Tasks.

After activation, the module becomes available for configuring teams, boards, and access rights.

Creating and configuring boards

How to create a board

1. Go to the Tasks module.
2. In the upper right corner, click Add board.
3. In the new window, fill in the basic parameters:
• Board name.
• Responsible person – board manager (optional).
• Active switch – the ability to make the board inactive.

Editing a board

After creating a board, you can:

• Change the name and description
• Assign another person in charge
• Configure access rights
• Add or change labels
• Archive outdated boards

Test boards when activating the Task Manager

Please note that when you activate the Tasks module, two boards are automatically created:

• Administrative tasks
• Communication with patients

These boards are test boards, as are all the tasks and comments on them. They are designed to demonstrate how working with Tasks might look in a real clinic.

Test boards can be:

• edited;
• filled with your own tasks;
• or deleted completely.

Status settings

What are statuses

Statuses are columns on a Kanban board that reflect the stages of task completion. Tasks move between statuses depending on their progress.

Configuring statuses:

1. Click the Settings button in the upper right corner to go to the board settings
2. Select the Statuses section and add the necessary statuses
3. Set color coding
4. Sort the columns in a logical order

Viewing and navigation

There are three modes for viewing boards:

1. Kanban – classic view with columns (default mode)
2. List – tabular view of all tasks
3. Gantt chart – project timeline (in preparation for release)

To switch between modes, use the buttons located in the right corner above the columns.

Creating and managing tasks

To create a task

1. Click the Create Task button in the upper right corner.
2. Enter the task name.
3. Enter the required parameters.

Each task contains the following main fields:

• Author – who created the task (filled in automatically)
• Responsible – who will perform the task
• Priority – low, medium, high
• Tags – tags for categorization
• Patient – link to a specific patient (if necessary)

When creating a task, you can immediately assign any status in the “Task status” field. This means that a new task can be created at any stage of the workflow.

When setting a task or later, you can specify the completion dates:

• No deadline – tasks without strict deadlines
• Deadline – specific date and time of completion
• Period – start date and end date of work

Or use the Quick Planning option:

• “tomorrow” – deadline for the next day
• “the day after tomorrow” – deadline in two days
• “in a month” – deadline in 30 days
• Or specify a specific date and time

Task description

In the description field, you can upload and save all important information about the task, for example:

• Text formatting
• Creating lists
• Checklists – lists with subtasks that can be checked off
• Adding hyperlinks
• Uploading files (photos, documents, audio)
• Mentioning colleagues via @ (a notification is sent)
• Recording audio messages with the option to transcribe them into text

Moving tasks

Drag and drop tasks between columns by holding down the left mouse button. The status is automatically updated according to the new position. When moved to the last column, the task is automatically marked as completed.

Working with checklists and subtasks

Creating checklists

To add a checklist to a task, follow these steps:

1. In the task description, click the list button
2. Enter the list items
3. Save the task
4. Mark completed items with check marks

Tracking progress

The system automatically logs all actions with checklists and stores the following information:

• Who checked the box and when
• Who unchecked the box
• The time of each change

This data is displayed in the Edit Log.

Helpful tips:

• Break large tasks into smaller subtasks
• Use checklists for standard procedures
• Review and update lists regularly

Communication and files

Comments in tasks

Each task has its own chat for discussing details. In comments, you can:

• Write comments directly in the task
• Mention colleagues using @ for immediate notification
• React to comments (likes, emojis)
• Reply to specific messages
• Record, save, and transcribe voice messages

Notifications

The system automatically sends notifications in the following cases:

• When mentioned via @
• When assigned as responsible
• When comments are added to your tasks
• When the deadline is approaching

Sections for work

Boards

Boards are designed for working on specific projects. Key features:

• Kanban view with status columns
• Drag and drop tasks between stages
• Organize tasks by work area

My tasks

This section displays all tasks for which you are responsible. Section features:

• Tasks can be from different boards
• Sorting by priority and deadlines
• Convenient overview of personal workload

All tasks

General overview for managers with the following features:

• All clinic tasks in one place
• Advanced filtering options
• Analytics for all projects

Tasks in Calendar View

In the Tasks section, tasks can be viewed not only as a board or list, but also in a calendar.

The calendar helps you see the team’s workload by day and quickly understand which tasks need to be completed today, within a specific period, or by a certain date.

To open the calendar:

1. Go to the Tasks section.
2. Open the required board or the All Tasks section.
3. In the upper-right corner of the page, click Calendar View.

The calendar can be viewed in two modes:

• Week
• Month

If you open the calendar for a specific board, the Add Task button is also available at the top of the page.

In All Tasks, the calendar displays tasks from different boards. Tasks are also grouped by assignee.

How tasks appear in the calendar

How a task is displayed depends on the type of due date selected when the task is created or edited.

Three options are available:

1. No due date

If no due date is set for a task, an unfinished task is displayed on the current day. If it is not completed, it will appear on the new current day the following day.

This means that tasks without a due date remain visible in the calendar until they are completed.

2. Deadline

A deadline means that the task must be completed by the specified date, not only on the deadline date itself.

For example, if the deadline is set to August 31, the task will be displayed in the calendar every day up to and including August 31.

If the deadline has passed and the task has not been completed, it will continue to appear every day until it is completed.

This allows you to keep the task visible throughout the entire period leading up to its completion.

3. Execution period

This option is used when a task needs to be completed within a specific period.

Specify:

• Start date
• End date

If needed, you can also set an exact time for both dates.

The task will be displayed in the calendar throughout the entire selected period.

If you need the task to be linked to one specific day only, set both the start date and the end date to that day and specify different start and end times.

Calendar filters

In Calendar View, you can use filters to display only the tasks you need.

You can filter by:

• start date;
• end date;
• keywords;
• assignee;
• author;
• label;
• status;
• patient;
• due date;
• priority.

Additional display settings are also available:

• Show status — displays the current task status on its calendar card.
• Show labels — displays the labels added to the task.
• Show due date — displays information about the task’s deadline or execution period.
• Show tasks without a due date — adds tasks with no deadline or execution period to the calendar. Unfinished tasks without a due date are displayed on the current day and move to the next day until they are completed.
• Hide completed tasks — removes tasks that have already been moved to a completed status from the calendar.

This allows you to adjust the calendar to your workflow and avoid cluttering it with unnecessary information.

Filters and search

Filtering system

Find the tasks you need by various criteria:

1. By specialists – responsible (who performs the task) and author (who created the task);
2. By status – New, in progress, completed, etc. You can select several statuses at once;
3. By deadlines – start date, end date, overdue tasks;
4. By categories – tags, patient, priority;
5. Text search – by task name and by text in the description and comments.

Saving filters

Working with filters is organized as follows:

• Configured filters are saved automatically
• Quickly reset all filters with one click
• Combine different types of filters

Results can be sorted by priority (high to low), creation date, and start/end date.

Labels and categorization

What are labels

Labels are categories for organizing tasks. They help you quickly find similar tasks and analyze work processes.

Setting up labels

To create tags for your clinic, follow these steps:

1. Go to General Task Settings
2. Select the Tags section
3. Create new tags with names
4. Assign colors for visual differentiation
5. Save your settings

Using labels

Labels allow you to organize your work effectively:

• Assign multiple tags to a single task
• Filter tasks by tags
• Analyze workload by category
• Create reports by work area

Task Notifications

In the upper panel of Cliniccards, at the top right, there is a Task notifications icon. It shows all notifications related to tasks: assignments to responsible persons, mentions in comments, new comments, and other actions in tasks.

When you click on a specific notification:

• the system will open the corresponding task;
• if the task belongs to another clinic, the user will be automatically switched to that clinic.

This allows you to not miss important actions in tasks and quickly switch between clinics without manual switching.

Frequently asked questions and solutions

Q: How many boards should I create? Start with 2-3 boards for the main areas of work. Add new ones as needed.

Q: How do I organize work between the clinic and the laboratory? Create separate boards for each department with their own statuses and processes.

Q: Can the author of a task be changed? No, the author remains unchanged. The person responsible can be changed at any time.

Q: What happens to overdue tasks? They are highlighted in the interface. The system does not block work, but shows the overdue status.

Q: Is the history of changes saved? Yes, all actions are logged in the Edit Log.

Tasks in Cliniccards are a powerful tool for organizing all work processes. Start with simple boards and gradually adapt the system to the needs of your clinic or laboratory. Regular use of the task manager will help you remember everything and keep all processes under control.