Users can view and manage tasks efficiently from the Task tab on the left side main navigation menu. This experience gives staff and managers a look into personal tasks as well as tasks assigned to other users.
Creating a New Task
Select the +New Task button to complete the Task Details slide out
Task Name
Status - Migrated tasks will have options of either “To Do” or “Done”. New statuses can be configured from the board view or in the Workspace configuration.
Category - Create new task categories right from this drop down. To manage your task categories, navigate to Settings → Advanced Setup → Tasks. Here, you can update the name of the categories and change associated colors
Assignee - Assign the task to an individual user or a Group. Group assignments notify all active members of the selected Group and display in each member’s task list.
Due Date
Priority - Low, Normal, High, Urgent
Tags - Users can add tags to their tasks. Tasks can be filtered by Tags when selecting Filter.
Linked Records - Link to one or many contact records in Swivel
Description
Select Save.
Assign Tasks to Groups
Tasks can be assigned to Groups, allowing teams to share responsibility for work rather than assigning tasks to a single individual.
Group assignments are useful for teams such as Operations, Compliance, Service teams, Marketing, and shared processing teams.
To assign a task to a Group:
Create a new task or open an existing task.
Locate the Assignee field.
Select a Group from the available Groups list.
Save the task.
When a task is assigned to a Group:
All active members of that Group can view the task.
The task appears in each active Group member’s task list.
All active Group members receive an assignment notification email.
The task displays a team icon instead of an individual user avatar.
Users can filter tasks by individual users or Groups.
🔍 Tip: Use Groups when multiple team members can complete the work. Use individual assignments when one person is ultimately responsible for completion.
Task Tab Views
The Task Tab allows users to view tasks in a List View or Board View. The List View is a more traditional checklist style view while the Board View gives users a productivity style view.
List View
Functions of the List View
Create a new task by selecting +New Task or +Add
Date Filter
Assignees Filter - Filter by individual users or Groups
Additional Filters using Filter - Task Category, Task Status, and Task Tags
Search Tasks
Quick Edit - users can quickly edit specific fields of a task (Status, Category, Priority, ect) by hovering over the field and selecting the Edit icon to quickly change that field. Or, users can select the task name hyperlink to open the full Task Details page.
Delete - Delete a task by selecting the 3-dot action menu
Board View
Functions of the Board View
Create a new task by selecting +New Task
Date Filter
Assignees Filter - Filter tasks by individual users or Groups
Additional Filters using Filter - Task Category, Task Status, and Task Tags
Search Tasks
Quick Edit - users can quickly edit specific fields of a task (Category, Priority, Due Date, etc.) by selecting that field on the task card. Or, users can select the task card to open the full Task Details page.
Drag and Drop - drag the task card to a different status column to update the status of that task
Add New Task Statuses - add a new task status directly from the board view by select +New Task Status. Then drag the entire status column to reposition within this workspace.
Delete - Delete a task by selecting the task card and selecting "Delete"
Tasks are still visible on the Dashboard Task Widget, within a linked Contact, as well as on the Calendar.
Workspaces
What is a workspace?
Workspaces help organize and manage tasks by grouping related work into separate task boards. Similar to opportunity pipelines, each Workspace can contain its own task statuses and workflow stages.
For example, you may want separate Workspaces for:
New Business Processing
Client Service Requests
Marketing Tasks
Internal Operations
Event Planning
Within each Workspace, tasks can be organized and tracked using:
Statuses
Priority levels
Categories
Board or List views
This allows teams to manage different types of work independently while still keeping all tasks centralized within Swivel.
Public vs. Private Workspaces
Workspaces can now be configured as either Public or Private.
Public Workspaces
Public Workspaces behave liek traditional shared task boards.
All users with access to Tasks can:
View the Workspace
View tasks within the Workspace
Collaborate on shared work
These are best for team collaboration and shared operational processes.
Private Workspaces
Private Workspaces are only visible to:
The Workspace owner
System owners/administrators
When a Workspace is marked Private:
It disappears from other users’ Workspace lists
Other users cannot view the Workspace or its tasks
The Workspace displays a lock icon in the Workspace switcher
Private Workspaces are ideal for:
Personal to-do lists
Draft workflows still being configured
Sensitive or restricted client work
Individual task management without cluttering shared team views
Changing Workspace Visibility
Each Workspace includes a Public / Private toggle directly in the Workspace header.
To change visibility:
Open the Workspace
Locate the Public / Private toggle near the Workspace title
Toggle the Workspace to:
Public for shared visibility
Private for owner-only visibility
Changes apply immediately.
No additional setup or permissions configuration is required.
Workspace Settings Page
Workspace management has also moved into a centralized settings experience.
Navigate to:
Configuration → Workspaces
From the Workspace Settings page, users can:
View all Workspaces
See Workspace owners
View Public vs. Private visibility
Manage task statuses
Edit Workspace configuration
Create new Workspaces
This makes it easier to manage multiple Workspaces without navigating through the Tasks area.
Creating and Managing Workspaces
Create a Workspace
Navigate to the Tasks Tab
Select the cog icon next to the current configured Workspaces
From the Manage Workspace slide out, select +New Workspace or edit an existing workspace
Complete a Name, Description, and Task Statuses within that new workspace
Select Save.
Configure Task Statuses
Each Workspace can have its own custom task statuses to support different workflows.
Examples include:
To Do
Waiting on Client
In Progress
Done
When creating or editing a status, you can enable the Completes Task toggle.
When enabled:
Tasks moved into that status are automatically marked complete
Outstanding due dates are cleared
A green double-check icon appears next to the status in Board View
🔍 Tip: When creating new or updating existing Task Statuses, users can turn the toggle on for "Completes Task". This means that once a task has been updated to this status, it will be marked as complete and remove the due date from being outstanding. Tasks statuses that are configured with "Completes Task" show a green double check mark icon next to the name on the board view.
Moving Tasks Between Workspaces
Tasks can be moved between Workspaces at any time.
To move a task:
Click on the task to open it.
Hover over the current Workspace until the edit icon appears.
Click the icon.
Select a new Workspace for the task.
Close the task.
The task will immediately be reassigned to the selected Workspace.
Best Practices
Use Public Workspaces for Team Collaboration
Public Workspaces work best for shared operational processes where multiple users need visibility and collaboration.
Examples:
Client onboarding
Service requests
Marketing campaigns
Shared sales follow-up
Use Private Workspaces for Personal or Sensitive Work
Private Workspaces help reduce clutter and keep sensitive work separate from team-wide views.
Examples:
Personal reminders
Leadership planning
Draft process setup
Restricted client tasks
Keep Statuses Simple
Avoid creating too many task statuses. Clear, simple stages make reporting and task management easier for users.
Use “Completes Task” Carefully
Only enable the Completes Task toggle for statuses that truly represent finished work. Once marked complete, tasks are removed from outstanding due date tracking.
Task Templates
Task Templates allow you to create reusable templates that automatically pre-fill key fields when creating new tasks.
Instead of manually entering the same details each time, you can save a task as a template and quickly apply it whenever needed. This helps ensure consistency across your team, reduces repetitive data entry, and speeds up task creation.
Each Template stores:
Task Name
Priority
Category
Tags
Description
Common Use Cases
Appointment preparation and post-meeting follow-ups
Internal handoffs and communications between teams (Follow-up call, client onboarding, etc.)
Client lifecycle milestones (birthdays, retirements, or major life events)
How to Create a Task Template
Navigate to the Tasks tab and click the Task you wish to use for a template.
From the Task Details page, click Save as Template button.
How to Use a Task Template
From the main navigation menu, click the Tasks tab.
Click +New Task Button and select desired template from the Load from template dropdown to populate the Name, Priority, Category, Tags, and Description.
🔍 Tip: Users with the Owner and/or Manager user role(s) are able to create Task Templates via the Advanced Settings section.
Use Rich Text Formatting in Tasks and Task Templates
Swivel includes a rich text editor in the Description field on Tasks and Task Templates, allowing you to format and organize content more effectively.
What you can do
Use the formatting toolbar to:
Apply bold, italic, underline, and strikethrough styling
Add headings (H1–H6) using the dropdown menu
Create bullet lists, numbered lists, and blockquotes
Insert and edit hyperlinks
Clear formatting with a single click
Paste content from other applications while preserving formatting