Overview

Tasks are how your district or council tracks the action items and compliance work that move through your organization and its units. A task might be a financial report to review, a roster to confirm, or a document to collect.

At the district or council level, you have the same task tools your units have, plus visibility into how tasks are progressing across the units you oversee. This makes Tasks a central place to keep everyone on track with deadlines, without the stress of chasing people one by one.

Open Tasks from the navigation bar under your organization’s name.

How Tasks Get Created

Tasks in FutureFund Connect are usually built from triggers that your state PTA sets up. A trigger acts like a blueprint: it already knows the task’s title, instructions, due-date timing, and which roles handle each step. You don’t fill in those details by hand, and you don’t pick which units receive a task. That keeps every task consistent and compliant.

There are three ways a task appears:

• Automatically — Most tasks are created for you. Your state PTA schedules triggers to generate tasks across units on the right dates (for example, at the start of a term or before a filing deadline). A background job checks every morning and creates whatever is due.
• Manually, from a trigger — Some triggers are marked to allow manual creation. When one is available for your organization, you can start that task yourself using the steps below.
• Manually, as a Custom Task — You can also build a task from scratch, with no trigger involved. See Custom Tasks below.

To learn more about how triggers are configured, see Triggers.

Creating a Task Manually

1. Go to your district or council and click Tasks in the navigation bar.
2. Click Create Task.
3. On the Add Task screen, choose a task from the Template dropdown, or choose Custom Task to build your own. The template list shows only the triggers that are available for your organization.
4. Save.

If you chose a template, FutureFund Connect builds the task from the trigger’s blueprint, fills in the due date, and routes it to the right person automatically. You won’t see fields for title, description, due date, or attachments on this screen — those come from the trigger.

If the dropdown has no template options, there are no manual triggers available for your organization right now — but you can always create a Custom Task instead.

Custom Tasks

Custom Tasks let you track work that doesn’t fit any of your triggers — a one-off follow-up, a reminder for your board, or something specific to your organization. No trigger setup is required.

1. On the Tasks page, click Create Task.
2. Choose Custom Task from the Template dropdown.
3. Fill in a title, a description, a due date, and, if you’d like, an assignee from your team.
4. Save.

Custom Tasks skip the approval routing entirely. When the work is done, whoever’s handling it opens the task and clicks Mark Complete — there’s no separate reviewer step, and the status then reads Completed. A completed Custom Task can be Reopened if more work is needed, and anyone following the task gets an email as soon as it’s marked complete. You can also Edit or Delete a Custom Task any time before it’s completed.

Custom Tasks show up in your Tasks list, My Tasks, and past-due tracking alongside your trigger-based tasks.

Working With Tasks

Once a task exists, you can open it to see its current step and what’s needed next. Your Tasks list groups tasks by status with a count on each — click a status to filter, or All Tasks to see everything. By default the list shows only tasks that still need attention.

• Pending — Created but not yet submitted.
• In Review — Submitted and waiting for approval. The status also names who has it, for example “In Review by PTA District.”
• Approved — Accepted and complete (shown as Completed on a Custom Task).
• Rejected — Sent back so corrections can be made.
• Cancelled — The task turned out to be a duplicate of another task for the same organization and no longer needs to be completed. Nothing to do.

Approvals and routing

The approval chain is defined per-trigger blueprint. Each trigger’s blueprint lays out the steps a task passes through and which role handles each one, so when a unit submits a task it flows to the right reviewer automatically. As a district or council reviewer, you can:

• Approve a submission to move it forward or mark it complete.
• Reject a submission to send it back. Always add a comment explaining what needs fixing so the unit can resubmit quickly.

If your level has nobody assigned to act on a task, it skips past you to the next level that can — so if reviews aren’t reaching you, check your Team page role labels first.

Custom Tasks have no approval chain — there’s no reviewer to route to. The person working the task marks it complete themselves.

Submitting and withdrawing

When a task is assigned to your organization, you can submit it for review. If you need to make changes before it’s approved, you can Withdraw Submission, fix it, and submit again.

Following a task

Click Follow on any task to get notified when its status changes or a new comment is added. Click Unfollow to stop those notifications.

Comments

Add comments to a task to keep a clear record of communication with unit leaders and reviewers. Comments appear in the task’s activity log alongside every submission, approval, and rejection.

Watching progress across units

From your Tasks list you can see tasks across your organization and its units, filtered by status. Use this to spot units that are falling behind and reach out before a deadline slips. For a broader view, the Past Due Activities Report shows every overdue item with who it’s assigned to and where it’s stalled.

Tips

• Most compliance tasks arrive automatically from state-configured triggers. If you expect a recurring task to appear and it hasn’t, check with your state PTA about how that trigger is set up.
• When you reject a submission, a clear comment saves everyone time and helps the unit fix things on the first try.
• Follow the tasks that matter most to you so you’re notified the moment a unit submits.
• Check your Tasks list regularly so nothing gets close to its deadline unnoticed — and watch for the Monday morning past-due email.
• Reach for a Custom Task when something doesn’t fit a trigger — you don’t need a template to track it.