Creating & Managing Task Lists/Task List Items

When to use this article

Use this guide when you need to create, edit, or QA task lists in VZ—especially during implementation or seasonal rollover. It’s optimized for short, hands-on microtraining sessions and quick reference while you build.

Learning objective

By the end, you will be able to:

• Build task list items (manual, automated, and form-based) with correct dates, labels, and descriptions.

• Create or update a task list, apply filters (e.g., semester), and control item order and prerequisites.

• Validate the student experience and avoid common configuration traps.

Step-by-step guidance

Part A — Create a Task List Item

1. Go to Control Panel → Task List Items → New.

2. Set Basics

   • Entity Type: Student

   • Item Type: choose one

     • Manual (student self-check)

     • Automated Reservation (completes on reservation)

     • Automated Attendance (QR check-in)

     • Form Submission (VZ form completion)

     • Supporter Add (collect supporter details)

   • Title (internal): clear admin label (e.g., “Pre-Orientation — Spring 2026”).

3. Student-facing Labels

   • Formatted Label: student sees this. Supports HTML (color/brand).

     • Example: <span style="color:#00539B;">Pre-Orientation</span>

   • Plain Text Label: backup, no HTML.

4. Timing & Access

   • Start Date / End Date: window when the item can be completed.

     • If you want it available long-term, set an end date far in the future (e.g., 12/31/2050).

   • Due Date: informational only (shows to students; does not block access).

   • Hide Before/After: optional visibility window without changing completion window.

   • Read-only once complete: enable for form-type items that should lock after submit.

5. Completion Email (optional)

   • Enable Send Completion Email and attach a Subject/Body template (created in Contents → Emails).

6. Descriptions (student messages)

   • Pre-Start Date: what they see before start date or when a prerequisite isn’t met (include Approximate time to complete).

   • Active: main instructions while open (include link, steps, “Click Mark as Complete when done”, and a contact for help).

   • Post End Date: message after deadline (e.g., whom to contact or alternate steps).

   • Completed: confirmation/next steps (e.g., “You can revisit the resource here”).

7. Prerequisites (optional)

   • Set Parent Task List Items later (in the Task List) to require completion of another item first.

8. Save.

Part B — Add Items to a Task List

1. Control Panel → Task Lists → New (or open an existing list).

2. General

   • Entity Type: Student

   • Status: Active

   • Version: 3 (accordion UI)

3. Filters (who gets this list)

   • Default, filter by Semester (implementation best practice).

   • Bypass any filters you aren’t using (checked = bypassed/disabled).

   • To enable a filter: uncheck bypass → Save → choose values (e.g., Semester = Spring 2026).

4. Assign Items

   • Task Lists → [Your List] → Items → Select Items (include all relevant items).

5. Order & Prerequisites

   • Reorder Task List Items to match the student journey (e.g., Reservation → Pre-Orientation → Forms).

   • Parent Task List Items to force prerequisites (e.g., Pre-Orientation requires Reservation).

6. Save.

Part C — Validate the Student Experience

1. Use a test student (or Sign in as Admin to impersonate).

2. Confirm the assigned task list matches filters (e.g., semester).

3. Open the Task List:

   • Check labels/branding.

   • Confirm descriptions show at the right time (pre-start, active, post-end).

   • Verify Mark as Complete behavior and any read-only lock.

4. Adjust order/prereqs as needed and re-check.

Check your work / Validation

• ✅ The right students receive the right list (filters working; no double-assignment).

• ✅ Items appear on the list (they were actually added to a list).

• ✅ Dates behave as expected (start/end/hide/due date messaging).

• ✅ Prerequisites correctly block/unlock items.

• ✅ Active descriptions include: what to do, link(s), est. time, and help contact.

• ✅ If enabled, completion emails send with correct template.

• ✅ Branding (HTML in formatted label) looks good on student view.

Common pitfalls & tips

• Forgetting to add the item to a list → item never appears.

• Leaving all filters bypassed → wrong audience may get the list.

• End date too early → students can’t complete late tasks; use extended dates when appropriate.

• No “time to complete” → students don’t plan; add a short estimate (e.g., “~30 minutes”).

• Overusing multiple task lists → harder maintenance; prefer one list + item filters where possible.

• No save habit → there’s no autosave. Save often.

Styling tip: Keep images under 200 KB. Use simple HTML in Formatted Label for brand color and emphasis.