Canonical: https://www.skillhive.com/en/user-guide/task-lists
Language: en
Updated: 2026-09-16
Parent: Skillhive User Guide (https://www.skillhive.com/en/user-guide/skillhive-user-guide)

# Task lists

> The task list functionality enables structured tracking of agreed tasks within swarms. It supports operational transparency and management while maintaining role-based access control and data minimization principles.

Task lists allow teams to manage, track, and report the completion and progress of agreed tasks.

Using templates, ready-made task lists can be created for:

-   onboarding processes
-   training programs
-   performance and development discussions

When a new swarm is created from a template, the task lists are automatically copied into the new swarm. After copying, task lists and individual tasks can be edited, added, or removed as needed.

## Task List Types

There are three types of task lists available:

### 1\. Shared Tasks

-   Any swarm member can mark the task as completed.
-   The task is completed once for the entire swarm.

### 2\. Individual Completion Tasks

-   Each member marks the task as completed for themselves.
-   The interface shows which members have completed the task.
-   Suitable for onboarding and learning activities.

### 3\. Owner-Only Tasks

-   Visible only to swarm owners and administrators.
-   Suitable for approvals or supervisory checks.
-   For example, a manager’s approval can be defined as a task in this category.

## Editing Task Lists and Tasks

-   Each swarm member can mark tasks as completed for themselves.
-   Users can edit and delete task lists and tasks they have created.
-   Swarm owners and administrators can edit all task lists within the swarm.
-   Editing is done via the pencil icon.

The same permission principles apply to goals on the **Goals tab**.

## Reporting

Task list data can be exported as reports:

-   A **swarm owner** can download the swarm’s task list data as an Excel/CSV file.
-   A **manager** can download task list data from their team members’ goal swarms.
-   An **administrator** can download statistical/quantitative data (e.g., number of tasks and completion counts) from all goal swarms, but not detailed task descriptions.