Assign, track, and audit internal work across every department

How the module works

Staff can create tasks with details such as a description, priority, due date, and assigned owner, then route them to the appropriate individual or team. Each task carries a status that updates as work progresses, so anyone with access can see at a glance whether an item is open, in progress, blocked, or complete.

Tasks can be grouped by department, project, or category depending on how a city chooses to configure its workflows, and configurable workflows let supervisors define the steps a task moves through before it is considered finished. Comments and updates attached to each task keep context in one place instead of scattered across email chains.

• Task creation with priority, due date, and assignment fields
• Status tracking from creation through completion
• Configurable workflows and categories by department or project
• Centralized comment history for context on each task

Who uses this module

Department heads use the module to assign work to staff and monitor progress across their teams without needing to send status-check emails. Front-line employees use it to see what is expected of them, update status as they complete steps, and flag issues that need attention.

IT and administrative staff often use task management to track internal requests and recurring maintenance items, while city managers and department heads can use consolidated views to understand workload distribution and identify bottlenecks. Because the module is internal-facing, residents do not interact with it directly, though tasks generated from resident requests in other GovGrids modules can be tracked here.

Workflow and operational benefits

Bringing task tracking into one system reduces the time staff spend following up on the status of assigned work, since status is visible without a phone call or email. Configurable workflows mean each department can adapt the module to how it actually operates rather than forcing every team into an identical process.

An audit trail of task creation, reassignment, and completion supports accountability and gives supervisors a documented history to reference during performance conversations or process reviews. Over time, having a consistent record of completed work also helps departments spot recurring issues and plan staffing more effectively.

Why municipalities choose GovGrids for task management

This module is included in every GovGrids plan along with all 15 modules, so cities gain a general-purpose coordination tool as part of their broader software investment rather than paying separately for project management software. Plans begin at $1,500 per month, all-inclusive, with population-tiered pricing designed to fit municipalities of different sizes.

GovGrids does not lock cities into long-term contracts, and because GovGrids is generally more affordable than legacy incumbents, departments can adopt shared task tracking without a lengthy procurement cycle. Staff can manage and update tasks from a desktop browser or from the GovGrids iOS and Android apps while working in the field.

How It Works

1. Step 1

   Create and assign the task

   Staff create tasks with a description, priority, due date, and assigned owner, then route them to the appropriate individual or team.

2. Step 2

   Track status through configurable workflows

   Each task carries a status that updates as work progresses, and configurable workflows let supervisors define the steps a task moves through before completion.

3. Step 3

   Review history and outcomes

   Comments and updates stay attached to each task, creating an audit trail supervisors can reference for accountability and process reviews.

Who It's For

• Department Head
• City Manager
• Department Staff
• IT Administrator

Frequently Asked Questions

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