To manage tasks with TaskFia, you set up your company's departments, invite your team, and give every task an owner, a due date and a verifier, then let the daily diary, follow-ups and verification keep work moving. The software is the easy part. The habits around it are what make it work.
This guide is for the owner or manager doing the setup. It follows the order we'd recommend for a team of 10 to 40 people, but the same steps work for a five-person crew or a larger company. If you want the big picture first, read how TaskFia works.
Before you start: decide three things
A little thinking up front saves a lot of rework later.
- Who checks whose work? Every task in TaskFia has a verifier. Usually that's the person's manager, but it might be a lead technician or an office manager.
- What counts as proof? A cleaning crew might use a photo of the finished room. An agency might use the delivered file. An office might use a short note. Notes work on every plan; photos and files need file attachments, which come with Basic plans and above.
- Where does work start? Pick one department to go first. A team that already feels the pain of missed handoffs is a good candidate.
If you're still shaping your general approach, what is task management covers the basics this setup builds on.
How to manage tasks with TaskFia: set up the workspace
The first three steps take an afternoon. Do them in this order.
Step 1: Start your workspace
Start the 7-day free trial; no credit card is needed. Your company gets its own private workspace, and you begin as its admin. The admin sees everything, manages departments, roles and invites, and handles billing and the Google connection.
If you're on Basic or above, this is also the moment to connect Google. The admin connects the company's Google account once, and from then on tasks, diaries and verifications sync to a Google Sheet you own, while files attached to tasks are stored in Google Drive. Only the admin needs a Google account; nobody else does.
Step 2: Map your departments
Create departments that match how your company actually runs: Sales, Operations, Field crew, Front desk, whatever your teams are called. TaskFia allows unlimited departments, each with its own managers.
Keep it close to your real org chart. Managers see their own department's tasks, diaries and activity, so if the departments are wrong, managers will see the wrong things. You can move people between teams later without losing their history, so don't agonize over it. Our guide to roles, departments and permissions goes deeper.
| Role | Give it to | What they'll do in TaskFia |
|---|---|---|
| Admin | Owner, operations lead | Set up departments and invites, see all work and files, handle billing and Google |
| Manager | Department heads, supervisors | Assign and verify their department's work, read the department diary |
| Employee | Everyone else | Work their own tasks, keep the diary, submit proof |
Step 3: Invite your team
Staff join with invite links and sign up with their work email. Then they install the Android or iOS app, which is included with every plan, and sign in with the email they were invited with.
A tip that saves a week of confusion: run the invite in person if you can. Ten minutes in a team meeting, everyone installs the app and sees their first task, beats an email that half the crew ignores.
Each plan includes a set number of people: up to 5 on Starter, 20 on Basic, 100 on Business and 500 on Enterprise. Check your headcount before you send invite links.
Step 4: Create your first tasks
Now the real work. For each task, set:
- A clear title written as an action. "Replace filter in unit 4B," not "Unit 4B."
- One owner. You can assign a task to several people or a whole department, but a single owner is clearest for most work.
- A due date and, where it helps, a priority.
- A verifier, the person who will approve the work.
- A checklist for multi-step jobs, so the owner can tick off each part.
Start with real work from this week, not test tasks. Five to ten well-written tasks are enough to show people how it works.
Steps 5 and 6: Build the daily habits
Two small routines do most of the work of keeping tasks visible.
Step 5: Build the daily diary habit
Ask everyone to spend a minute at the end of the day logging what they did. Diary entries are time-stamped and can be linked to tasks. If someone hasn't submitted their diary, TaskFia sends an end-of-day reminder, and managers read the whole department's diary on one page.
The diary is what replaces "what did you do today?" messages. Frame it that way. People resist it when it feels like a report card; they accept it when it means fewer interruptions. See the daily work diary habit for wording you can borrow.
Step 6: Set follow-ups instead of reminders in your head
Anything with a next step, such as a quote to chase, a supplier to call back or a payment to collect, gets a follow-up date on its task. The owner is reminded on the day. If follow-ups are missed, the reminder escalates to the manager. Each morning, every employee sees a "Due today" list of tasks and follow-ups.
This is where TaskFia takes the most load off managers. For the habit behind it, read follow-ups that never slip.
Step 7: Verify finished work
When an owner finishes, they submit proof and send the task for checking. The verifier approves it or returns it with a reason. Approvals are stamped with a name, date and time, and you can require a manager's sign-off followed by an admin's for work that needs both.
Keep the bar sensible. Not everything needs a photo. A note saying "Called, confirmed delivery for Thursday" is perfectly good proof for a phone call. Save photos and files for work where seeing is believing.
Step 8: Run a weekly review
Once a week, spend half an hour looking back. Activity monitoring shows each person's last active time, tasks completed, verified and overdue, and diary streaks, and admins receive a weekly summary by email. Use it to spot stuck work and overloaded people, not to rank staff.
On Business plans and above, team dashboards and workload management make this faster by showing the whole department's load in one place. Our manager's weekly review gives you a 30-minute agenda.
- Departments match the real org chart
- Everyone has installed the app and signed in
- Every open task has one owner, a due date and a verifier
- People log their diary before leaving
- Promises to customers have follow-up dates
- Finished work is verified, not just marked done
- A weekly review is on the calendar
Common setup mistakes
- Building the perfect structure before using it. Two departments and ten real tasks beat a week of planning.
- Making every task need a photo. Proof should fit the work. Over-asking trains people to snap pointless pictures.
- Leaving verification to one overworked person. Spread verifier duties across managers so approvals don't pile up.
- Running the old system alongside. If assignments still go out by group text, people will keep checking the text.
- Ignoring returned tasks. When a verifier sends work back, the reason should be specific enough to act on.
Related guides. See how task management software built around proof of work keeps every task on the record. When work runs across several steps and people, project tracking software shows where each project stands. To bring projects, routines and requests into one place, look at a work management platform. Set up a complete task management system for your business, step by step.
Frequently asked questions
How long does it take to set up TaskFia?
Creating departments and sending invites can be done in an afternoon. The habits, such as diary entries and verification, usually take a few weeks of gentle reminding to settle in.
Can a task have more than one owner?
Yes. You can assign a task to one person, several people or a department. For most work, though, one owner makes it clear who is responsible.
What if my team doesn't have Google accounts?
That's fine. Staff sign up with any work email. Only the admin connects Google, and that's used for Sheets sync and Drive storage on Basic plans and above.
Can I make tasks repeat?
Yes, on Basic plans and above. You give a task a repeat schedule, so routine work like weekly inspections or monthly reports comes around without anyone re-creating it.
Who should be the verifier?
Usually the person's direct manager. For specialist work, choose whoever can actually judge quality, such as a senior technician or an office lead.
The bottom line
Managing tasks with TaskFia comes down to a short routine: map departments, invite people, give every task an owner, a date and a verifier, then let the diary, follow-ups and verification carry the day-to-day. Start with one department and real work, and widen once it feels normal. You can start a free trial and have your first department running this week.
TaskFia is not affiliated with Google. Google Sheets and Google Drive are trademarks of Google LLC.