> ## Documentation Index
> Fetch the complete documentation index at: https://docs.carelane.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Site Tasks

> Study-to-site task management with SLAs, required documents, and audit trail

Site Tasks are the built-in way for study teams to drive work at sites — regulatory submissions, equipment certifications, training attestations, anything where the study needs a site to "do this, upload that, and confirm when done". Each task has its own lifecycle, required documents, comments, and audit trail.

## Concepts

Site Tasks have two levels:

| Level               | What it is                                                                                        | Where it lives              |
| ------------------- | ------------------------------------------------------------------------------------------------- | --------------------------- |
| **Task Definition** | A reusable template created by the study team (title, description, tags, SLA, required documents) | Study Design — "Site Tasks" |
| **Assigned Task**   | An instance of a definition assigned to one site                                                  | Site — "Site Tasks"         |

One definition can be assigned to many sites. Each assignment becomes its own task instance with its own status, documents, and comments.

## Lifecycle

Assigned tasks move through five statuses:

| Status                | Meaning                                                    |
| --------------------- | ---------------------------------------------------------- |
| **Requested**         | Task has been assigned to the site and is waiting for work |
| **In Review**         | Site has submitted the task for the study team to review   |
| **Changes Requested** | Study team has asked the site to revise and resubmit       |
| **Completed**         | Study team has accepted the task as done                   |
| **Cancelled**         | Task is no longer required                                 |

```
Requested → In Review → Completed
               ↓
        Changes Requested → In Review → Completed
```

A task can be cancelled from any non-completed status.

## Creating a Task Definition

<Steps>
  <Step title="Open Site Tasks in Study Design">
    Go to **Study Design > Site Tasks**.
  </Step>

  <Step title="Create Definition">
    Click **Create Task** and fill in:

    * **Title** and **Description**
    * **Tags** (optional, for categorisation)
    * **SLA** in days (used to calculate a due date when the task is assigned)
    * **Required Documents** (optional — list of document labels the site must upload)
  </Step>

  <Step title="Save">
    Save the definition. It is now available to assign to sites.
  </Step>
</Steps>

<Tip>
  Required documents are defined by **label** (e.g. "Signed 1572", "IRB approval letter"). The site uploads an actual file against each label and the system tracks which labels still need documents.
</Tip>

## Assigning Tasks to Sites

Study teams can assign multiple task definitions to multiple sites in a single operation:

<Steps>
  <Step title="Select Definitions">
    From the Site Tasks page, select one or more task definitions.
  </Step>

  <Step title="Open Assignment Dialog">
    Click **Assign to Sites**.
  </Step>

  <Step title="Select Sites">
    Check the sites that should receive the tasks.
  </Step>

  <Step title="Confirm">
    Confirm the assignment. A task instance is created for each (definition, site) pair, and a comments thread is set up per task.
  </Step>
</Steps>

## Working a Task (Site View)

Sites see their assigned tasks on the site overview page:

<Steps>
  <Step title="Open the Task">
    From the site dashboard, click the task to open its detail page.
  </Step>

  <Step title="Upload Required Documents">
    Each required document label shows **Uploaded** or **Pending**. Upload a file against each pending label.
  </Step>

  <Step title="Discuss in Comments">
    Use the comments thread to ask questions or share context with the study team.
  </Step>

  <Step title="Submit for Review">
    When everything is ready, click **Submit for Review**. The task moves to **In Review** and the study team is notified.
  </Step>
</Steps>

## Reviewing a Task (Study Team View)

<Steps>
  <Step title="Find In-Review Tasks">
    Filter the Site Tasks page by status **In Review**.
  </Step>

  <Step title="Review Documents and Comments">
    Inspect uploads and the comments thread on the task detail page.
  </Step>

  <Step title="Complete or Request Changes">
    From the task detail page, either accept the submission (moves the task to **Completed**) or send it back to the site with an explanation (moves it to **Changes Requested** so the site can revise and resubmit).
  </Step>
</Steps>

## Comments

Every assigned task has its own comments thread, backed by a dedicated task chat room. Both site and study team members of the task are members of the thread, and the thread persists for the life of the task.

## Status History

The task detail page includes a **Status History** stepper that records every transition — who moved the task, when, and to which status — so the timeline of work is always visible at a glance.

## Exporting as Templates

Site Task definitions can be exported as **organisation templates** and imported into other studies. Exported definitions carry over their title, description, tags, SLA, and required documents.

<Steps>
  <Step title="Export">
    Open a definition and click **Export as Template**.
  </Step>

  <Step title="Import in Another Study">
    In the target study's Site Tasks page, click **Import from Template** and pick the exported template.
  </Step>
</Steps>

## Exports

Site Tasks are included in the site metadata export (CSV) alongside other site data, so you can analyse task status and document-upload progress across your study's sites in one file.

## Audit Trail

Every site-task action is recorded in the audit trail:

* Definition created, updated (title, description, SLA, tags, required documents), deleted
* Tasks assigned to sites
* Status transitions (Submit for Review, Request Changes, Resubmit, Complete, Cancel)
* Documents uploaded or deleted

Events are visible on both the task definition's and the assigned task's audit tabs, and are included in the Study and Organisation audit exports.

## Permissions

| Permission                  | Allows                                                                                           |
| --------------------------- | ------------------------------------------------------------------------------------------------ |
| **Study Read Site Tasks**   | View task definitions                                                                            |
| **Study Manage Site Tasks** | Create, edit, delete, and assign definitions; complete / request changes / cancel assigned tasks |
| **Site Read Site Tasks**    | View tasks assigned to the site                                                                  |
| **Site Manage Site Tasks**  | Upload documents, submit for review, resubmit                                                    |

Typical role coverage: Chief Coordinating Investigator, Deputy Coordinating Investigator, Study Administrator, Site Administrator, PI, and site operational roles.

## Related

<CardGroup cols={2}>
  <Card title="Site Pathway" icon="route" href="/sites-partners/site-pathway">
    Structured onboarding workflows for sites.
  </Card>

  <Card title="Site Setup" icon="gear" href="/sites-partners/site-setup">
    Configure sites and team.
  </Card>
</CardGroup>