Instrumentl Tasks are an excellent way to document actions items associated with each opportunity. Each Task can be assigned to a co-worker (whether a Core user or an external Collaborator) and given a deadline. Let Instrumentl do the leg work by sending email reminders to ensure the deliverable gets completed on time.
Note: This article may contain information that is not relevant for external Collaborators (available on Professional Plans and above). Collaborator Access allows for email-only external Task assignments to non-Instrumentl users. To learn how to use Tasks with Collaborators, be sure to review our Guide to using Collaborator seats.
Learn all about the Task management process below! Using Instrumentl Tasks offers distinct advantages for grants workflow documentation:
Centralized Tracking ensures all tasks and deadlines are located in one accessible place, minimizing missed steps.
Automatic Reminders keep collaborators informed without additional follow-ups, ensuring tasks are completed on time.
Enhanced Team Collaboration allows clear assignment of responsibilities, streamlining the grant management pipeline and co-working dynamic.
How to create Tasks
From your Tracker, click into any opportunity. Navigate to the Tasks tab underneath the funding opportunity title.
You'll see all your Tasks associated with that specific funding opportunity. Click + Add Task to create a new Task.
Task Criteria
When creating a Task, there are several fields you can fill out:
Title: A brief overview of the Task (required).
Description: Detailed instructions, context, and links related to the Task.
Attachments: Attach any related documents directly to this Task.
Task type: What type of Task is this?
Choose from "LOI", "Full Proposal", "Report", "Cultivation", or "General".
Deadline: When is the Task due?
Please note that only Tasks with deadlines will be sent email reminders. We highly recommend adding a deadline!
Assignee: Who is responsible for competing the Task?
Assignees are automatically sent an email notification when a Task is assigned to them.
Followers: Who should be sent email reminders about this Task?
By default, the Assignee is automatically marked as a Follower to ensure they receive email notifications.
You can add additional users as Followers from the dropdown list to increase visibility.
Email notifications
If a deadline is set for a Task, Followers will receive several email reminders on a set cadence: Two weeks before, one week before, two days before, on the deadline date, and two days after the deadline.
Hover over the ⓘ icon at any time to double check when Task reminder emails are sent:
Please note: At this time, task reminder dates cannot be customized and will follow the sequence above.
Marking a Task as completed
Once a Task is finished, you'll want to log this in Instrumentl by clicking the check mark icon next to the task. This will trigger a Task completion email to be sent to the creator & assignee. This will also stop any future email notifications regarding this Task.
By default, completed Tasks are hidden. To view completed Tasks, untoggle the "Hide Completed" button as shown above.
If you're using Calendar Integration to sync Tasks and deadlines, "completed" Tasks will reflect accordingly on your external calendar. Once a Task has been marked as "completed" in Instrumentl, the Task's title on your synced calendar will automatically update as well:
Note: Calendar Integration options are available for Core Users and external Collaborators beginning on the Professional Plan and above.
Use Tasks to document your grants workflow
Instrumentl's Tasks feature is a powerful tool for documenting and managing each stage across the grants lifecycle.
Using Tasks is particularly valuable after importing grant data into the Tracker. This helps streamline grant statuses and ensures that you don't miss any critical followups.
To optimize your Tasks usage, consider implementing the practical examples listed below.
Set up Tasks for Researching grants
Create a Task labeled "Review guidelines and make a yes/no decision."
Assign team members as collaborators to align everyone on next steps.
Enable email reminders to keep collaborators on schedule with their responsibilities.
Manage Tasks for Awarded grants
Add Tasks to track upcoming reporting requirements and deadlines.
Use Task reminders to notify all task followers as deadlines approach.
Collaborate with your team to ensure timely and accurate submissions.
Expand Task capabilities with additional features
Tasks are available on all Instrumentl Plans. However, we offer additional plan-based features that allow you to enhance the power of task assignments even further!
Tasks View: Easily see every Task for all your opportunities in one place.
Calendar Integration: Sync Tasks and deadline reminders to external Outlook, Google, or Apple Calendars!
Collaborator Access: Assign Instrumentl tasks to external teammates. Delegating tasks to external Collaborator users (non-Core account members) allows non-Instrumentl users to easily receive & mark Task assignments as complete without ever using Instrumentl's platform.
AI-powered Award Assistant: Use our powerful post-award management tool to review compliance details, populate award information, and auto-generate reporting Tasks and deadlines.
Tasks are an excellent way to delegate responsibility and manage action items for each opportunity within Instrumentl, making coworking all the merrier!
Contact Us 
Reach out to our friendly Support Team if you have any questions about managing tasks and deadlines. Message us via the chat bubble when you're logged in, or email us at hello@instrumentl.com.