Team Tasks

Written By Manos Mastorakis

Last updated About 18 hours ago

Team Tasks in Routine give every organization a dedicated space to create, assign, track, and coordinate work across workspace members. Unlike personal tasks — which are private and belong to your individual workflow — team tasks are shared, assignable, and visible to everyone in the workspace. Team Tasks bring task management and calendar coordination into the same system your team already uses, eliminating the need for a separate project management tool.

✍️ What Team Tasks include

Every team organization in Routine has a dedicated Tasks screen with five views:

  • All — every task in the workspace organized into retractable Todo, Completed, and Discarded lists

  • Unassigned — uncompleted tasks with no assignee, making it easy to spot work that needs an owner

  • Assigned — one retractable list per workspace member, showing every task assigned to them

  • Upcoming — scheduled uncompleted tasks organized by week, identical to the personal Upcoming tab

  • Board — a kanban view with one column per status (Todo first, custom statuses next, Completed and Discarded last). Dragging a card to another column changes its status automatically.

Each workspace has its own selector — switch between workspaces to see that workspace's tasks independently.

🎙️ How to use Team Tasks

Accessing team tasks:

  1. Click your organization name in the sidebar

  2. Select Tasks from the organization section

  3. Use the workspace selector to switch between workspaces

  4. Navigate between the five tabs (All, Unassigned, Assigned, Upcoming, Board)

Creating team tasks:

  1. Click + New at the top of any task list or tab

  2. New tasks start unassigned by default

  3. Add a title, status, label, priority, and project as needed

  4. Assign to a workspace member (see below)

Assigning tasks:

Tasks can be assigned in multiple ways:

  • Right-click any task → select Assign

  • Open the task → click the Assignee property

  • Use CMD/CTRL+SHIFT+A with the task selected

  • Click the assignee chip on the task row in any view

Once assigned, the task appears in that member's personal inbox and agenda — connected to their individual workflow automatically.

Viewing assigned work:

  • The Assigned tab shows one retractable list per member — giving managers a clear view of who has what

  • The Unassigned tab surfaces tasks that need an owner — useful during planning sessions

  • The Board tab shows all tasks by status — drag to move between columns

💡 How team tasks connect to personal workflows

Team tasks don't live in isolation. Once assigned:

  • The task appears in the assignee's personal inbox for planning

  • It shows up in their agenda when scheduled

  • It appears in their calendar when time-blocked

  • The project chip is visible on the task in all views

  • The workspace chip shows on inbox, agenda, and calendar so the assignee always knows the context

This means team coordination and individual execution happen in the same system — no switching between tools.

🗣️ Use cases

Team Tasks are especially useful for:

  • Sprint planning — create and assign all tasks for the week in the Board view, then move them through statuses as work progresses

  • Delegation — assign tasks to team members and track completion without follow-up messages

  • Workload visibility — use the Assigned tab to see each member's task load at a glance

  • Triage — use the Unassigned tab to ensure every task has an owner before the week starts

  • Status tracking — use the Board tab for a real-time kanban view of all work in progress

  • Cross-functional teams — manage multiple workspaces within one organization, each with their own task list

  • AI-assisted coordination — ask the AI assistant to assign tasks, check who's overloaded, or surface unassigned work automatically

Team Tasks make Routine the single source of truth for who is doing what, when — across your entire organization.