Someone in the family offered to gather the photos? Hand that task to them, or invite them right from the Assign Task menu. Your family helpers sit in labeled Family Admins and Family Guests sections, so you can tell who is who before you tick a box.
📢 Most of this happens on a case's Organize page in Director View, the staff view of the case. New to the page? Take a Tour of Your Organize Page and Event Details first.
🤝 Who can I add to a case?
Gather labels each kind of helper on a case, so you can tell who is who:
👪 Family Admins: the people you invite as admins. They can assign tasks when the task allows family reassignment, and they can invite Guests, but not other Admins.
🙋 Family Guests: the people you invite as guests. Guests can't assign tasks.
👀 Watchers: members of your own team who follow a case without being its assignee. Watchers are for your team, not the family.
The steps below are for funeral home staff.
📌 How do I assign a task to a family helper?
Pick a task that is still open and that the family can see, which means it is not a staff-only task and not a KeepTrack step. Then click its assignment link.
1️⃣ Click the assignment link
When nobody has the task yet, the link reads + Assign Task, as shown below:
2️⃣ Choose your helpers and save
The menu, headed Assign this task to..., splits your family helpers into Family Admins and Family Guests, and each section shows a count. Tick the people you want, then click Save Assignment, as shown below:
On a staff-only task, the menu is headed Assign to team member... and has no family sections.
➕ How do I invite someone from the Assign Task menu?
On tasks the family can see, each family section in that menu ends with its own invite button: + Add Admin Helper under Family Admins and + Add Guest Helper under Family Guests, both circled in the menu above.
Click the one that matches the role you want. The Invite Screen opens on the matching tab, Invite Admin or Add Guest, so you can finish the invite there, as shown below:
👥 What can I see in the helpers row?
Under the case name at the top of the Organize page, the helpers row lists the Case Assignee, any watchers, your Family Admins, the Family Guests who can open the Organize page, and the round Invite circle. Watchers get a dashed outline and a Watcher label, and they sit right after the assignee, as shown below:
Hover the Invite circle and a panel opens with:
🔢 Admins, Guests and Watchers counts. Click a count to open the Invite Screen on that tab. The Watchers count is for staff only.
👥 View All Helpers: opens a report with information on your invited helpers.
🕘 View Activity Feed: opens the Activity Feed with only Helpers activity switched on.
If the Activity Feed is turned off for you, a funeral home admin can turn it on under your team settings.
👀 How do I add a watcher to a case?
Click the round Invite circle, open the Add Watcher tab, and click + Add a Watcher, as shown below:
Pick your teammates from the list that opens, headed Add a Watcher to this case.... The case assignee isn't in that list. Someone not on your team yet? The list ends with an Add Team Member button, which needs the permission to invite team members. Once a case has watchers, the tab's button reads [Name] is a watcher or N watchers.
Other ways in:
🖱️ Hover the Invite circle and click the Watchers count.
🏷️ Click the Watcher label under a watcher in the helpers row.
📇 Use + Case Watcher in the three-dot menu on a case card. It reads that until the case has watchers.
👀 NOTE: Watchers are your team. The Add Watcher tab, the Watchers count and the dashed Watcher avatars are for funeral home staff, and they're hidden when you switch to Family View.
Flip the switch under the case header to Family View and the watchers leave the row, as shown below:
❓ Other FAQs
Can a Family Guest assign tasks?
Can a Family Guest assign tasks?
Nope. Family Admins can, and only when the task allows family reassignment.
Why don't I see + Add Admin Helper and + Add Guest Helper?
Why don't I see + Add Admin Helper and + Add Guest Helper?
Usually because the task isn't one the family can see, or because the search box has text in it. The buttons appear only on family-visible tasks, not on staff-only tasks or KeepTrack steps. Other family menus, like the ones for signers and payments, keep a single + Add Helper button.
Why don't I see the Add Watcher tab?
Why don't I see the Add Watcher tab?
It shows only to funeral home staff, and not while Family View is on. Switch Family View off and look again.
Why don't the counts on the Invite circle match the faces in the row?
Why don't the counts on the Invite circle match the faces in the row?
The counts include a few people the row leaves out. The Admins count includes the assigned director, the Watchers count includes the assignee if they also watch, and a Guest who has no tasks and no other access to the Organize page isn't drawn in the row.
Need More Help? 👋
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