Audits and Checklists show you what's happening across your locations. Tasks make sure the right things actually get fixed.
A Task turns a flagged issue or follow-up into a specific piece of work with an owner, due date, and proof of completion. The assignee does the work, and a reviewer can sign off before the Task is closed.
With Tasks, you can:
Make sure nothing slips: Every issue has an owner and a status you can see at a glance
Build in real accountability: Require a photo, video, or note as proof, and approve the work before it counts as done
Keep context attached: A Task created from a form links back to the exact question and answer, so the assignee knows why it matters
Track everything in one place: Your team sees their Tasks in the Opus app, and you track every one from the dashboard
đĄ Tasks are created from Audits or Checklists. To set up an Audit trigger or learn how to create and manage Tasks, see How to Set Up and Manage Tasks.
Table of Contents
How Tasks Are Created
Tasks are created from Audits or Checklists. Each Task stays linked to the submission it came from, so the assignee can see the original context.
Tasks can be created in two ways:
From an Audit: Configure an Audit so an auditor can create a Task when an answer requires follow-up. This is done when building the Audit in the dashboard. Learn more here.
From a Checklist submission: After submitting a Checklist, an Admin or Manager can add a follow-up Task by hand.
For step-by-step instructions on setting up and managing Tasks, see How to Set Up and Manage Tasks.
Understanding Tasks
Every Task tracks who is doing the work, where it needs to happen, when it is due, and what proof is required. It also stays linked to the Audit or Checklist submission it came from.
Task Roles
Role | What they do |
Assignee | Completes the Task and adds any required proof |
Reviewer | Reviews submitted work and approves it or requests changes |
Admin or Manager | Can manage Tasks, including editing or deleting them |
The reviewer is the person who created the Task by hand or the auditor who created an Audit-triggered Task. The reviewer can be changed later if someone else should sign off.
The Task Lifecycle
A Task starts in Not started when it is assigned. It moves through four stages, and whether it passes through review depends on whether approval is required:
Not started â In Progress â Ready for Review â Completed
After a Task has been assigned, here is what happens:
The assignee selects Mark as In Progress to start the work.
What happens next depends on the Task's approval setting:
Approval required: The assignee submits the Task for review by selecting Submit for Review on the dashboard or Mark as Ready for Review in the app. The Task then waits for the reviewer.
Approval not required: The assignee marks the Task complete, and it moves directly to Completed.
When a Task is Ready for Review, the reviewer can:
Select Mark Complete to approve the work and complete the Task.
Select Request Changes to send it back to the assignee. A note explaining what needs to be fixed is required. The Task returns to In Progress so the assignee can make the changes and resubmit it.
đĄ If a Task passes its due date before it is completed, it is flagged in red.
Creating a Task from a Submission
After a Checklist or Audit has been submitted, you can create a Task on the dashboard or in the mobile app. Audit Tasks can also be created automatically during an Audit.
On the Dashboard
Open the Checklist or Audit, go to the Reporting tab, and open the submission from All Submissions.
Select the Follow-up Tasks tab, then New follow-up task.
Enter a title and any details the assignee needs.
Choose the assignee.
Set a due date, the proof required, and whether the Task needs your approval.
Select Create task.
In the Mobile App
Open the completed Checklist or Audit submission.
Tap the Follow-up Tasks tab, then New follow-up task.
Enter a title and any details.
Choose the assignee (required in the app).
Set a due date, the proof required, and whether the Task needs approval.
Tap Create.
Where to Find Tasks
Where you look depends on what you're trying to do: manage Tasks across your locations, work your own Tasks day to day, or check whether an Audit's follow-ups were resolved.
Dashboard
Best for: managing Tasks across your locations, filtering and searching, and Admin-level oversight.
Go to Operations > Tasks. Admins see every Task. Managers see Tasks for the locations they manage.
The list shows:
Title, Location, Assignee, Created, Due date, and Status
Source Audit, for Tasks created from an Audit
Brand, if your business uses brands
Use the search bar, or the Status and Location filters, to narrow the list. You can also find a Task from the submission that created it, on its Follow-up Tasks tab.
Opus Training App
Best for: working your own Tasks day to day.
Your home screen shows a Tasks card alongside any open Checklist or Audit windows. Open the full All Tasks screen to see everything sorted into To do and Upcoming.
Audit or Checklist Submission
Best for: checking whether an Audit's or Checklist's follow-ups have been resolved, location by location.
Each Audit submission shows whether its follow-up Tasks are still pending or resolved, so you can spot which locations need attention at a glance. For example, one location might pass clean while another still has an open Task.
Here is where to find them
Head to the Dashboard.
Open the Audit or Checklist and click on the Reporting tab.
Find the specific submission in the All Submissions list. Click into it.
Open the Follow-up Tasks tab.
Open a Task directly from here to check its status, leave a comment, or add a photo to nudge the assignee along.
Notifications
Task notifications are push notifications in the Opus app. If push notifications are not enabled, Opus sends a text instead.
Assigned: The assignee is notified. Several Tasks from one Audit arrive as a single notification that opens the full Tasks list, not one notification per Task.
Submitted for review: The reviewer is notified.
Changes requested: The assignee is notified, with the reviewer's note.
Completed: The assignee and reviewer are notified, except whoever completed the Task.
Comments: Participants are notified of new comments. An @mention sends a separate alert.
Reassigned: Only the new assignee is notified. The person the Task was taken from is not.
â There are no due-date reminders. Opus does not send "due soon" or overdue alerts. The red Past due or Overdue label is the only signal, so do not rely on Opus to flag an approaching deadline.
FAQ
Can I create a Task from scratch?
No. A Task always starts from a completed Audit or Checklist submission. Create it from the Audit or Checklist it relates to so its context stays attached.
Who is the reviewer?
The reviewer is the person who created the Task by hand or the auditor who created an Audit-triggered Task. You can change the reviewer later if someone else should sign off.
Can I reassign a Task?
Yes. The assignee, reviewer, and due date can all be updated after the Task is created.
Can a completed Task be reopened?
No. Once a Task is marked complete, it cannot be reopened by the reviewer, Admin, or anyone else. If it was closed by mistake, delete it and create a new Task.
Who can add or remove proof?
Only the assignee can add or remove proof. Opus checks the proof requirement both when the assignee submits the Task and when the reviewer marks it complete.
The proof must match the requirement. For example, a photo does not satisfy a Written note requirement, and a written note does not satisfy a Photo requirement.
Does completing a follow-up change the Audit score or result?
No. The score and pass or fail result are set when the Audit is submitted and do not change afterward.
The Audit records what was true at the time of submission. The Task tracks the work needed to fix the issue.