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.

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). You don’t have to do anything for these to show up.
• 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](129).

Creating a Task Manually

1. Go to your district or council dashboard.
2. Click Tasks in the sidebar.
3. Click Add Task.
4. Choose a task from the dropdown, or choose Custom Task to build your own. The template list shows only the triggers that are available for your organization.
5. Click the button to 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. Most tasks will simply arrive on their own — 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 Add Task.
2. Choose Custom Task from the 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. A completed Custom Task can be Reopened if more work is needed, and anyone following the task gets an emailed as soon as it’s marked complete.

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. Tasks move through these statuses:

• Pending — Created but not yet submitted.
• In Review — Submitted and waiting for approval.
• Approved — Accepted and complete.
• Rejected — Sent back so corrections can be made.

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.

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 the 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.

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.

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.
• Reach for a Custom Task when something doesn’t fit a trigger — you don’t need a template to track it.