Task Management: The Complete Guide to Assigning & Tracking Tasks

No more sticky notes on the fridge or forgotten WhatsApp messages. AuPairSync's task system lets you create clear, assignable tasks with due dates, descriptions, and built-in chat — so everyone knows what needs to be done, by whom, and by when.

Why a Shared Task List Matters

When daily responsibilities live in different places — a text here, a verbal reminder there — things get missed. With AuPairSync's task management, you can:

• Create tasks with clear descriptions and due dates
• Assign them to specific family members or your au pair
• Set up recurring tasks for daily and weekly routines
• Discuss task details directly within each task's built-in chat
• See everything organized by timeline — today, tomorrow, this week

What You'll Learn

In this guide, you'll discover how to:

1. Navigate the task overview and find tasks quickly
2. Create a new task with all the details
3. Use quick templates to save time
4. Set up recurring tasks for routines
5. View task details and communicate via built-in chat
6. Complete tasks and keep your list clean

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Step 1: Navigate to the Task List

Open AuPairSync and tap the Tasks tab in the bottom navigation bar. You'll see your task overview screen with:

• A search bar at the top to quickly find tasks by name
• Time-based sections — tasks are automatically grouped into Today, Tomorrow, and This Week
• Task cards showing the title, who it's assigned to, and when it's due
• A + button in the top-right corner to create new tasks

Each task card displays key information at a glance:

• Task title with a checkbox icon
• Assignee badge — a purple tag showing who's responsible (e.g., "Emma Lindstrom" or "Any Au Pair")
• Due date — when it needs to be done
• Recurring icon — if the task repeats automatically

Tip: Tasks assigned to "Any Au Pair" appear with a group icon, meaning any au pair in the family can pick them up.

Step 2: Create a New Task

Tap the + button in the top-right corner to open the task creation form. Here's what you can set:

Task Title

Enter a clear, descriptive title in the "What needs to be done?" field. Be specific — "Pack school lunches" is better than "Lunch."

Quick Templates

Below the title field, you'll see Quick Templates — pre-built task suggestions you can tap to auto-fill the title:

• Clean kitchen
• Vacuum living areas
• Laundry

Tap any template to instantly populate the title, then adjust as needed.

Due Date

Choose when the task needs to be done:

• Today — due today (selected by default)
• Tomorrow — due tomorrow
• Pick Date — choose any specific date from the calendar

Assign To

Select who should complete the task. You'll see all family members listed with their role:

• Family members show a PARENT badge (blue)
• Au pairs show an AU PAIR badge (pink)

Tap the circle next to a person's name to assign the task to them. The assignee will receive a push notification.

Description (Optional)

Add details, instructions, or important notes in the description field. This is especially helpful for tasks that need context:

• Allergy reminders for meal prep
• Specific instructions for errands
• Location details or preferences

Create Task

Once everything looks good, tap Create Task to add it to the list. It'll immediately appear in the right time section and be visible to the assigned person.

Step 3: Set Up Recurring Tasks

For tasks that repeat on a regular schedule — like cleaning, school prep, or laundry — toggle Make this recurring to set up automatic repetition.

When you enable the toggle, two options appear:

Frequency

• Daily — the task repeats every day
• Weekly — the task repeats on a specific day each week

Repeats On (Weekly)

If you choose Weekly, tap the Repeats on picker to select which day of the week the task should recur. For example, "Clean kitchen" every Thursday.

Key takeaway: Recurring tasks are perfect for household routines. Set them up once and they'll automatically appear on the right day — no need to recreate them each week.

Great recurring task ideas:

• Daily: Pack school lunches, tidy playroom, check homework
• Weekly: Vacuum living areas, sort laundry, clean bathrooms, return library books

Step 4: View Task Details & Chat

Tap the > arrow on any task card to expand its details. The expanded view shows:

Task Information

• Title and assignee at the top
• Due date below the assignee badge
• Description — the full instructions or notes you added when creating the task

Edit Button

Tap the blue Edit button to modify any task details — change the title, update the description, reassign it, or adjust the due date.

Built-in Chat

Every task has its own contextual chat built right in. Tap Show Chat to open a conversation thread attached to that specific task. This is perfect for:

• Asking a quick question about the task ("Which containers should I use?")
• Sharing updates ("Done with the lunches, used the blue containers!")
• Clarifying details without switching to a separate messaging app

The chat keeps all task-related communication in one place — no more scrolling through WhatsApp looking for that one message about school lunches.

Step 5: Complete a Task

When a task is done, tap the circle checkbox on the left side of the task card. The task is marked as complete and disappears from your active list — keeping everything clean and focused on what still needs to be done.

Tip: Completed tasks don't clutter your view. The task list always shows only what's pending, so you can focus on what's ahead.

Tips for Getting the Most Out of Tasks

For Host Families

• Be specific in descriptions — "Prepare lunches for Lily and Noah. Remember: Lily is allergic to peanuts!" is much better than "Make lunch"
• Use recurring tasks for daily routines so your au pair always knows what's expected
• Assign early — create tomorrow's tasks the evening before so your au pair can plan ahead
• Use the chat instead of switching to WhatsApp — it keeps context together

For Au Pairs

• Check your task list at the start of each day to see what's planned
• Use the search bar to quickly find a specific task
• Ask questions in the task chat if anything is unclear — it's faster than guessing
• Tap the checkbox as soon as you finish a task to keep the list up to date

Troubleshooting

"I don't see any tasks"

• Make sure you're looking at the right time frame — tasks are grouped by Today, Tomorrow, and This Week
• Ask your host family if tasks have been assigned to you specifically or to "Any Au Pair"

"I can't create tasks"

• Both parents and au pairs can create tasks in AuPairSync
• If you're having trouble, ensure you're on the latest version of the app

"Recurring tasks aren't appearing"

• Check that the recurring toggle is enabled and the correct day is selected
• Recurring tasks generate on the scheduled day — they won't all appear in advance

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Related Guides

• Shopping Lists: The Complete Guide — manage grocery lists and expenses
• How to Set Up Your Family Dashboard — your family command center
• Coordinating Schedules with Shared Calendar — plan events and activities

Ready to get organized? Download AuPairSync and start managing tasks with clarity.

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Questions? Contact us at support@aupairsync.com