Instrumentl’s Tasks feature allows you to assign action items, set deadlines, and automatically notify teammates — helping ensure every step of your grant workflow 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, review our Guide to using Collaborator seats.
Why Use Tasks?
Using Tasks provides several workflow advantages:
Centralized Tracking
All grant-related action items and deadlines live inside the opportunity record.Automatic Reminders
Instrumentl sends scheduled email reminders so you don’t have to manually follow up.Clear Ownership
Each Task has one Assignee, reducing confusion and improving accountability.Improved Collaboration
Followers stay informed about upcoming deadlines and completions.
How to create Tasks
From your Tracker, click into any opportunity.
Select the Tasks tab underneath the funding opportunity title.
Click + Add Task.
You’ll see all Tasks associated with that specific funding opportunity in this tab — including active and completed Tasks (if “Hide Completed” is toggled off).
Any new Task you create will be linked directly to that opportunity.
Task Fields Explained
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? Task types help you filter and batch related Tasks later.
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 completing the Task?
Assignees are automatically notified by email when a Task is assigned to them.
Each Task can have only one Assignee.
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 & Reminder Schedule
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; they follow the sequence above.
Marking a Task as Completed
When a Task is finished:
Click the checkmark icon next to the Task.
Instrumentl will:
Send a completion email to the creator and Assignee.
Stop any future reminder emails.
By default, completed Tasks are hidden. To view them:
Toggle off the Hide Completed button.
Using Tasks Across the Grant Lifecycle
Instrumentl's Tasks feature is a powerful tool for documenting and managing each stage of your grant workflow.
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 follow-ups.
To optimize your use of Tasks, consider implementing the practical examples below.
Researching
Review eligibility requirements
Evaluate alignment with your program
Make a clear apply / do-not-apply decision
Planned or In Progress
Gather financial documents
Draft proposal sections
Secure internal approvals
Submit the LOI or full application
Awarded (Active)
Track interim and final reports
Monitor compliance requirements
Coordinate team follow-up
To see how Tasks correlate with other Tracking features, review full guide on Tracking Best Practices
Expand Task capabilities with other features
Tasks are available on all Instrumentl Plans. However, we offer additional plan-based features that further enhance the power of task assignments!
Standard Plan and above
Tasks View: Easily view all Tasks for all your opportunities in one place.
Instrumentl Calendar View: See all upcoming funder deadlines, task deadlines and submission goals, along with future funder deadlines of saved grants up to one year out.
Professional Plan and above
Calendar Integration: Sync Tasks and deadline reminders to external Outlook, Google, or Apple Calendars! When a Task is marked complete in Instrumentl, the synced calendar event updates automatically.
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!
Best Practices for Task Management
To get the most out of Tasks:
Add a deadline to every Task.
Assign one clear owner.
Use Task types consistently.
Create reporting Tasks immediately after marking a grant as Awarded.
Review your Tasks View weekly.
Consistent Task usage ensures nothing falls through the cracks and keeps your entire grants pipeline organized.
Tasks make it easy to delegate responsibility, track progress, and manage deliverables for every opportunity — helping your team stay organized and aligned throughout the grant lifecycle.
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.