Tasks

Tasks help you keep track of things that need to get done. Whether it is processing payroll, approving a leave request, or completing employee onboarding, the task system puts everything in one place so nothing falls through the cracks.

Some tasks are created automatically by Kazisafi when important things happen (like a new employee joining or a payroll run starting). You can also create your own tasks for anything you need to remember or delegate.

How tasks work

Every task has a few key pieces of information:

Information	What it means
Title	A short name for the task (required)
Description	Extra details about what needs to be done (optional)
Due date	When the task should be completed by
Priority	How important the task is: low, medium, high, or urgent
Visibility	Who can see the task: company (everyone) or personal (only you)
Status	Where the task stands: pending, in progress, completed, dismissed, or blocked

Viewing your tasks

When you open the Tasks page, you will see a grid of task cards. Each card shows the task title, priority badge, due date, and who is working on it.

Filter tabs

Use the tabs at the top to filter what you see:

Tab	What it shows
All	Active tasks that need attention (pending and in progress). Completed tasks appear at the bottom.
To Do	Tasks waiting to be started
Doing	Tasks someone has started working on
Done	Completed tasks, newest first
Snoozed	Tasks you have temporarily hidden (see Snoozing below)
Blocked	Tasks waiting for another task to finish first

Searching and filtering

Use the search box to find tasks by title or description.
Use the audience filter to switch between All, Company, and Personal tasks.

Task details view

Click on any task card to open the details view on the right side of the screen. This shows all the information about the task:

Priority badge and status
Title and description
Due date, who created it, and who is working on it
A link to the related item (for example, the payroll run or employee)
Action buttons (Start, Complete, Edit, Snooze, Dismiss, Delete)
An activity timeline showing everything that has happened with the task

Creating a task

Click + Add Task on the tasks page, fill in the title, due date, and priority, then click Create Task. You can make tasks visible to everyone (company) or just yourself (personal, limit of 5 active at a time).

Task actions

Open a task by clicking its card, then use the action buttons:

Start: marks the task as in progress and assigns it to you
Complete: marks the task as done and unblocks any dependent tasks
Reopen: sends a completed task back to in progress
Edit: change the title, description, due date, priority, or visibility
Snooze: temporarily hides the task from your view (4 hours, tomorrow, or next week)
Dismiss: marks the task as not needed (hidden from active view)
Delete: permanently removes the task (cannot be undone)

Priority levels

Every task has a priority: Low, Medium (default), High, or Urgent. Tasks that are 3 or more days overdue are automatically escalated one level.

This happens automatically every day. You do not need to do anything.

Due dates and urgency

The due date determines when a task should be completed. Kazisafi uses colour-coded indicators to show how urgent a task is:

Indicator	Meaning
Red	Overdue, the due date has passed
Orange	Due today or tomorrow
Yellow	Due in 2-3 days
Blue	Due in 4-7 days
Grey	Due in 8+ days, or the task is already done

Blocked tasks and dependencies

Sometimes a task cannot be started until another task is finished first. When this happens, the task is marked as blocked.

For example, Kazisafi automatically creates a statutory payments task that is blocked until the related payroll run is completed. You cannot start the payments task until the payroll task is done.

When the blocking task is completed, the blocked task automatically moves to pending status and appears in your active view. You do not need to unblock it manually.

Blocked tasks appear in the Blocked tab so you can see what is waiting.

Automatic tasks

Kazisafi creates tasks automatically when important events happen. You do not need to create these yourself. They appear in your task list when they are needed.

Payroll tasks

Event	Task created
A payroll run is started	Process Payroll for that month
A payroll run is completed	Statutory Payments Due for KRA, NSSF, SHIF, and NITA

Employee tasks

Event	Task created
A new employee is added	Complete Onboarding (due in 7 days)
A new employee needs payroll setup	Complete Payroll Setup (due in 3 days)
An employee probation is ending	Probation Review (due on probation end date)
An employee is terminated	Offboarding (due on termination date)

Leave tasks

Event	Task created
An employee submits a leave request	Approve Leave (due the day before leave starts)

The leave approval task is automatically completed when the request is approved, rejected, or cancelled.

Recurring tasks

Some tasks need to happen on a regular schedule. Kazisafi supports recurring tasks that are automatically created on a set frequency.

Frequency	How it works
Monthly	A new task is created on the same day each month
Quarterly	A new task is created every 3 months
Annually	A new task is created once a year

Recurring tasks are useful for things like monthly statutory filings, quarterly audits, or annual reviews. Each time the scheduled date arrives, a new task appears in your list with a due date set a few days ahead to give you time to complete it.

Activity timeline

Every task keeps a record of everything that has happened to it. You can see this in the Activity section at the bottom of the details view.

The timeline shows:

When the task was started and by whom
When it was completed
When it was snoozed (and until when)
When it was reopened
When it was dismissed
When it was unblocked
When its priority was automatically escalated (and from what level to what level)

This gives you a clear history of the task so you can see exactly what happened and when.

Leaderboard

The leaderboard is a fun way to see who is getting the most tasks done. Click the Leaderboard tab to see:

Your stats: how many tasks you have completed, your on-time rate, and average completion time
Top performers: a ranked list of team members by number of tasks completed

You can filter by time period: this month, last month, this quarter, or this year.

Tips for using tasks effectively

Check your tasks daily. Make it a habit to open the Tasks page at the start of each day. The All tab shows you everything that needs attention.
Start tasks before working on them. Clicking Start lets everyone know you are handling it, which prevents duplicate work.
Use snooze instead of ignoring. If you cannot deal with a task right now, snooze it rather than leaving it sitting in your list. It will come back when you are ready.
Pay attention to red indicators. Red means overdue. Try to complete or address overdue tasks as soon as possible.
Use personal tasks for your own reminders. Company tasks are visible to everyone. If you just need a personal reminder, set the visibility to Personal.
Do not dismiss system-generated tasks without reason. Tasks created by Kazisafi (like payroll processing or leave approvals) are there because something needs to happen. Dismissing them does not undo the underlying work that needs to be done.
Complete tasks when the work is done. This keeps the board clean for everyone and helps the team see real progress.