Task Workflows allow you to predefine sets of Tasks that are commonly completed for each Event.
Using Task Workflows ensures consistent follow-up across events and reduces the need to manually create the same tasks repeatedly.
For example, you might use a Task Workflow to create a task to check whether payment for an Event has been received 14 days after it ended.
A Task Workflow can be:
- applied automatically via Course Templates
- applied manually to individual Events
Overview
A Task Workflow is a named container — optionally restricted to a Company — that holds one or more Tasks. Each Task in the workflow has its own predefined settings:
- Name: which becomes the created task's title
- Body: the task's description
- Offset Type: whether the due date is measured from the Event Start or the Event End
- Offset and Offset Direction: how many days, and whether that's After or Before the date chosen by Offset Type
- Task Type: the type of task as defined in Task Types
- Personnel & Assignee: a specific Staff Role or User (one of the two is always required), and which one
When the workflow is applied to an Event, one real Task is created immediately for every Task defined in the workflow.
Best practice: Create workflows that cover your most complex ("busy") scenarios, then remove any unnecessary tasks from the Event after applying the workflow.
When to use Task Workflows
- when events require consistent operational steps
- when multiple team members are responsible for event preparation
- when reducing manual task creation is important
Add a Task Workflow
Task Workflows are managed from Control Panel > System > Task Workflows.
- Click Create Task Workflow and enter a Name. Optionally choose a Company to restrict the workflow to it — leave this blank to make the workflow available to all companies.
- Open the new workflow and click Create Task to add each Task it should generate: - Enter a Name (this becomes the created task's title) and a Body (its description). - Choose the Offset Type: Event Start or Event End. This is the reference date the due date is measured from. - Enter the Offset in days and choose the Offset Direction: After or Before. - Select a Task Type. - Choose the Assignee: Select either Role or User, and then choose the Assignee. Exactly one of these is required — a Task cannot be left unassigned.
Offset Type and Offset Direction are independent settings, not two ends of the same choice — you can combine them freely. For example, Offset Type "Event End" with Offset "14" and Direction "After" is due 14 days after the event ends, while Offset Type "Event End" with Offset "5" and Direction "Before" is due 5 days before the event ends.
Edit a Task Workflow
To edit an existing Task Workflow:
- select the workflow row to open it, then edit its Name or Company
- click Save to save your changes or Cancel to cancel your changes.
You can delete an entire Task Workflow by clicking on the three dots to the right of its row and selecting Delete.
Important: Deleting a Task Workflow deletes the Tasks defined inside it (the reusable templates), but it does not delete any Tasks that have already been created on Events from that workflow — those remain on their Events.
Edit a Task within a Task Workflow
To edit a Task within a Task Workflow:
- select the workflow row to open it
- click the three dots to the right of the task row you wish to edit, then select Edit.
- make your changes and click Save to save your changes or Cancel to cancel your changes.
You can delete a task from the workflow by clicking on the three dots to the right of its row and selecting Delete.
Multi-Company setup
In a multi-company environment, Task Workflows can be restricted or shared:
- Workflows assigned to a specific Company are only available within that Company
- Workflows with no Company set are available to all companies (shown as All in the workflow list)
This allows each Company to manage its own processes while still supporting shared workflows where needed.
How Task Workflows are applied
- Course Templates: open a Course Template's Personnel & Resources tab and add one or more workflows in the Task workflows field. The tasks related to the added workflows will display in the Tasks table. Every Event created from that Course Template automatically gets one Task created for each Task in every attached workflow.
- Events: from an Event's Tasks list, use Add > Add Task Workflow to attach a single workflow directly to that Event.
In both cases, tasks are created immediately when the workflow is applied — not on a delay.
Common issues
Tasks are scheduled incorrectly
Check the Task's Offset Type (Event Start or Event End) and Offset Direction (After or Before) — a task's due date is the Event's Start or End date, whichever Offset Type selects, plus or minus the Offset.
If the offset settings look correct, the Event's own Start/End date may not be what you expect. For blended events (classroom sessions plus an e-learning component), the Event's Start/End date can expand beyond the classroom session times:
- By default, a blended event's Start/End automatically expands to cover the e-learning component too — the Start moves earlier if e-learning opens before the classroom sessions start, and the End moves later if e-learning stays open after the sessions end.
- Some accounts have an account-level setting (configured by Administrate) that instead keeps a blended event's Start/End fixed to the classroom session times only, ignoring the e-learning dates.
- Classroom-only and e-learning-only events aren't affected by this — their Start/End is always their own session or course dates.
This is an account-wide setting, not something that differs between public and private (in-house) events — a public and a private in-house event running the same blended course will produce the same due dates as long as they're on the same account. If a task date looks wrong, check whether the event is blended and whether its e-learning dates extend beyond the classroom sessions.
Tasks are missing from an Event
Confirm that the Task Workflow was applied either via the Course Template or manually to the Event.
Tasks were unintentionally removed
Deleting a Task Workflow only removes its Task templates — it does not delete Tasks already created on Events. If tasks are missing from an Event, look elsewhere (for example, the tasks may have been completed or removed individually) rather than assuming a workflow deletion caused it.
Best practices
- build workflows for repeatable operational processes
- use clear task names and bodies so responsibilities are obvious
- test workflows on sample events before rolling out
- use Company restrictions carefully in multi-company setups