Using the PlayHQ Task List

Applicable to: All Administrators
Application(s): Admin Portal
Time to complete: 2 minutes

This article will cover the following:

1. Accessing the Task List within the Admin Portal
2. Understanding task types and how they work
3. Completing and managing tasks
4. What the Task List can and cannot do

Related articles

• Overview of the PlayHQ Admin Portal menu and navigation
• Using the PlayHQ AI Admin Assistant
• Getting Started: Setting up Competitions & Fixtures in PlayHQ

What is the PlayHQ Task List?

The PlayHQ Task List is a built-in feature that helps you stay on top of important actions for your organisation. It provides timely reminders and notifications about tasks that need your attention, such as updating contact details, reviewing transfer requests, or setting up registration forms.

You can think of it as your personal to-do list within PlayHQ, automatically populated with tasks that matter most to the smooth operation of your organisation.

How to access the Task List

The Task List is accessible from any page within the Admin Portal and appears as a sidebar on the right-hand side of your screen.

Open the Task List Panel

1. Navigate to any page within your Admin Portal
2. Look for the Task List icon (bell or notification icon) on the right-hand side of your screen
3. Click to open the Task List sidebar

A notification badge will display the number of pending tasks requiring your attention.

View and interact with tasks

1. Browse the list of task cards in the sidebar
2. Click on any task card to view more details
3. Some tasks will link directly to the relevant page in your Admin Portal where you can complete the action
4. Mark tasks as complete when you've finished them (where applicable)

Understanding task types

The Task List includes two types of tasks:

Time-based reminders

These are scheduled notifications that prompt you to complete regular administrative actions. For example, these may include:

• Update contact details – Reminder to review your organisation's contact information every six months
• Review administrators – Prompt to check your user permissions at the start of each season
• Prepare for season start – Reminders to reach out to previous participants before registration opens

Action-triggered notifications

These appear automatically when specific events occur in your organisation:

• Set up registration form – Appears when your club is invited to a competition
• Review transfer request – Notification when a participant requests a transfer
• Finalise game results – Reminder when match results haven't been entered within 24 hours

Important information

The Task List can:

• Provide timely reminders about important administrative actions
• Link directly to the relevant pages where you can complete tasks
• Show organisation-level tasks visible to all administrators
• Help you prioritise the most important actions for your organisation
• Track completion status for tasks

The Task List cannot:

• Be used to create your own custom tasks (all tasks are generated by PlayHQ)
• Send external email notifications (tasks only appear within the Admin Portal)
• Be personalised per administrator (tasks are shown at organisation level)
• Complete actions automatically (you must take action to complete tasks)

How task completion works

Some tasks can be manually marked complete:

• These tasks (like "Update contact details") can be marked as complete by clicking an acknowledgement button
• Once marked complete, they can be found in the “Completed” drawer, which can be opened by clicking.

Some tasks complete automatically:

• These tasks (like "Review transfer request") only disappear when you've actually completed the underlying action in PlayHQ
• For example, a transfer notification will remain until you approve or decline the transfer request
• These tasks cannot be manually dismissed

⚠️ Important: All administrators in your organisation see the same tasks. When any administrator completes a task, it will be moved to “Completed” for everyone in your organisation.

Getting started

When you first access the Task List, you may see several pending tasks. We recommend:

1. Check the Task List regularly – Make it part of your routine to check for new tasks each time you log in
2. Prioritise urgent tasks – Tasks that are time-sensitive or blocking other work should be addressed first
3. Click through to complete actions – Most tasks link directly to where you need to go in the Admin Portal
4. Mark tasks complete – Don't forget to acknowledge tasks once you've finished them (where applicable)

The Task List helps ensure nothing falls through the cracks, so your organisation runs smoothly throughout the season.