How to assign tasks to team members inside a client mind, get notified when they need your attention, and respond without leaving your Claude conversation.
Overview
Team tasks live on the client mind. Every task is scoped to a single client mind, so work on Acme stays separate from work on Stone Builders. When a VA or specialist hits a blocker, they can ping you — a lightweight "I need something from you" signal that shows up the next time you ask Armbrain what needs your attention.
This is the layer underneath anything you have in ClickUp, Asana, or a shared doc. It is the record of what was asked, what was answered, and what is still waiting.
When to Use This
- You gave a VA three things to do after a client meeting and want them tracked on that client's client mind.
- A team member is stuck and needs a yes/no from you before moving on.
- Monday morning, you want a list of what is open across all your VAs for a specific client.
- You want to clear your inbox by asking "what needs me today?" and knocking out the responses in one sitting.
Creating a Task
Tell Armbrain what to assign, to whom, and when:
"On Acme, assign Sarah: Draft the Q2 launch brief. Due April 18. High priority."Or the shorthand:
"Task for Mike on Acme: fix broken tracking pixel, urgent."Armbrain stores the task with status pending, assigned to the person you named, scoped to the active client mind.
If you do not specify an assignee, the task is assigned to you — useful for quick personal capture while you are in a client context.
Listing Tasks
The filters match the four questions you actually ask:
| Question | Say this |
|---|---|
| What is on my plate for this client? | "What are my tasks on Acme?" |
| What have I asked others to do? | "Show me tasks I assigned on Acme." |
| Who is waiting on me right now? | "What needs my attention?" |
| What is the full task board? | "Show all tasks on Acme." (owner only) |
By default, completed tasks are included. Ask "just the open ones" to filter to pending or in_progress.
The Ping: When a Team Member Needs You
This is the piece that changes how delegation feels.
Sarah is working on the Q2 launch brief. She hits a choice: two positioning angles, both defensible, client has not committed. Instead of emailing you and waiting, she pings the task:
Sarah -> Armbrain: "Ping my Acme task 'Q2 launch brief' — which positioning angle do you want, bold/playful or calm/authoritative?"The task now has needs_cmo_attention = true. Sarah keeps working on the parts that are not blocked.
Next time you say "What needs my attention?", Armbrain returns the pinged tasks with the question each person is waiting on.
You answer once:
"On the Q2 brief ping, respond: go bold/playful, match the energy of the new product demo."Armbrain clears the flag, stores your response on the task, and Sarah sees the answer the next time she checks.
No inbox round trip. No "did you see my Slack?" The ping is the notification.
Completing a Task
When the work lands:
"Mark the Q2 launch brief task done."Or let the assignee close it themselves — the person who owns a task can always complete it.
Completed tasks stay on the client mind as history. Two months later, when the client asks "when did we kick off Q2?", you can search your own commitments and see it.
Practical Patterns
Friday wrap. End of day Friday: "What needs my attention across all my clients?" Answer everything. Monday you start fresh.
Delegation audit. Before a 1:1 with a VA: "Show me tasks I assigned to Sarah on all client minds." You walk in with context on everything that is open, due, or overdue.
Client check-in prep. Before a client call: "Show all tasks on Acme." You know what your team has been doing without interrupting them to ask.
Stuck-work detector. If the same task has been pending for two weeks, something is wrong. A quick list by status surfaces stalled work before the client notices.
What This Is Not
- Not a replacement for ClickUp or Asana if your team lives there. Use the Task Assignment guide to route tasks to those tools instead.
- Not a notification firehose. The only thing that "pings" you is a team member explicitly asking for attention. You are in control of when you look.
- Not shared across clients. A task on Acme is invisible from Stone Builders. That is the point — context stays with the work.
Related Guides
- Task Assignment — routing tasks to ClickUp or Asana when team members live in those tools
- Team Sharing — granting VAs access to a client mind in the first place
- Client Briefing — starting your morning with a cross-client view of what is open