Africa Food Systems Forum

Annual Master Tracker
User Guide

Everything you need to manage tasks, track progress,
and collaborate with your team

AFSF 2026  ·  Kigali, Rwanda
Before You Begin
Everything you need to get started

This guide is for all AFSF 2026 team members. No setup required — open it in any browser and you are ready.

Who This Is For
All team members: LOC, LSP, Programme, and AGRA
Setup Required
No installation needed. Runs in Chrome, Firefox, Safari, or Edge
Need Help?
Contact the M&E team for accounts, permissions, or technical issues
Table of Contents
AFSF 2026 Annual Master Tracker: User Guide
  1. 1.What is the AFSF Tracker?Section 1
  2. 2.Logging InSection 2
  3. 3.Understanding the DashboardSection 3
  4. 4.Viewing Your TasksSection 4
  5. 5.Opening a WorkstreamSection 5
  6. 6.Updating a TaskSection 6
  7. 7.Adding Progress NotesSection 7
  8. 8.Uploading DocumentsSection 8
  9. 9.Using Filters to Find TasksSection 9
  10. 10.My Tasks vs All TasksSection 10
  11. 11.Team RostersSection 11
  12. 12.Frequently Asked QuestionsSection 12

The AFSF 2026 Master Plan Tracker is a shared online platform where every team member can see the tasks they are responsible for, update their progress, and keep the wider team informed.

Think of it as a single, always up-to-date to-do list for the entire AFSF 2026 event, organised by workstream (area of work), with deadlines, statuses, and owners clearly visible to everyone.

You do not need to install anything. It runs in your web browser: Chrome, Firefox, Edge, and Safari all work.

💡 Good to know: Everyone can view the tracker without logging in. You only need to log in when you want to update a task, add a note, or upload a file.

Your account has been created for you by the M&E team. You will have been given an email address and a temporary password.

  1. Open your browser and go to the tracker URL provided by your team lead.
  2. Click Sign in in the top-right corner, or navigate directly to /login.
  3. Enter your email address and password, then click Sign in.
  4. You will land on your personal dashboard. Your name appears in the top-right corner confirming you are logged in.
🔑 Forgot your password? Click the Forgot your password? link on the sign-in page and follow the steps to reset it. You can also change your password from the account menu once logged in.
ℹ️ Session length: You will be automatically logged out after 5 hours of inactivity. Simply log in again if this happens.

After logging in, you land on the Annual Master Tracker Dashboard, an overview of the entire AFSF 2026 Annual Master Tracker.

What you seeWhat it means
Welcome bannerA personalised greeting showing your name and a summary of your tasks: how many are overdue, due soon, or ongoing.
Overall progress barShows the percentage of all tasks across the Annual Master Tracker that have been marked Done.
Status summary cardsCounts of tasks that are Done, Ongoing, Delayed, or Not yet started.
Workstream cardsOne card per workstream. Each shows its own progress bar. Click a card to open that workstream's task list.
Timeline chartA month-by-month view of deadlines across the Annual Master Tracker.
Left sidebarNavigation links to each workstream, quick access to your tasks, and this User Guide.
💡 Tip: The workstream card for your area shows your tasks and deadlines at a glance. Click it to dive straight in.

Option A: My Tasks Drawer

  1. Find the My Tasks button in the left sidebar or top bar.
  2. Click it to open a slide-out panel listing every task assigned to you across the entire Annual Master Tracker.
  3. Click any task in the list to jump directly to it inside its workstream.

Option B: Dashboard Welcome Banner

Your welcome banner gives you an instant count of your tasks by status. Use the workstream cards below it to navigate to the areas where your tasks live.

ℹ️ Why do I only see my own tasks? When you open a workstream, you are shown only your tasks by default to keep things focused. See Section 10 to switch to all tasks.

Workstreams are the main areas of work, for example: Logistics, Programme, Exhibition, or Partnership. Each has its own task list.

  1. From the dashboard, click on any workstream card.
  2. You can also click the workstream name in the left sidebar.
  3. The workstream page opens showing a progress bar and a task table.
  4. By default you see only your own tasks. See Section 10 to switch to all tasks.

The workstream page also has a Risk Register tab. Click it to see tasks flagged as High, Medium, or Low risk.

You can update the status, dates, and risk level of any task assigned to you. M&E staff can edit any task.

Changing the task status

  1. Find your task in the workstream table.
  2. Click the coloured status badge (e.g. Not yet started or Ongoing).
  3. A small menu appears. Select the new status.
  4. The change saves automatically. No Save button needed.
StatusWhen to use it
Not yet startedWork on this task has not begun.
OngoingWork is actively in progress.
DoneThis task is fully complete.
DelayThis task is behind schedule or blocked.

Full task edit

  1. Click the three-dot menu (⋯) at the end of the task row.
  2. Select Edit task.
  3. A form opens. Update the name, owner, dates, status, and risk level.
  4. Click Save when done.
⚡ Quick edits: Click directly on the owner name or deadline date in the table to edit them in place. No need to open the full form.

Progress notes (comments) let you add updates, context, or blockers to a task. They are visible to everyone and are the best way to keep the team informed without needing a meeting.

  1. Find your task and click View details on the right side of the row.
  2. A details panel opens. Click the Comments tab.
  3. Type your update in the text box at the bottom.
  4. Click Add. Your note appears with your name and the date/time.
✍️ Best practice: Add a comment whenever your task status changes, especially if it moves to Delay. A short note like "Waiting for venue confirmation from X" helps the whole team understand the situation.

Attach files to any task: a signed contract, a design draft, or a spreadsheet. Files are stored securely and accessible to the whole team.

  1. Click View details on the task you want to attach a file to.
  2. Click the Files tab in the details panel.
  3. Click Upload file and select the file from your computer.
  4. The file uploads immediately. Anyone with access can now download it.
ℹ️ File uploads are available to M&E staff only. If you need to attach a document and don't see the upload option, contact the M&E team.

The filter bar at the top of every workstream helps you find what you are looking for fast.

FilterWhat it does
Status filterShow only tasks with a specific status, for example only Delay to see what is behind schedule.
Risk filterShow tasks flagged as High, Medium, or Low risk.
Search boxType a keyword or person's name to find matching tasks instantly.
Overdue toggleShows only tasks whose deadline has passed and are not yet Done.
Date rangeSet a From and To date to see tasks with deadlines in that window.
💡 Tip: Filters stack. Combine Overdue with Status "Ongoing" to find tasks that are both in progress and past their deadline.

When you open a workstream as a logged-in user, you see only your own tasks by default. This keeps the view focused, especially in large workstreams.

To see everyone's tasks:

  1. Open any workstream page.
  2. Find the toggle in the workstream header that says My tasks and All tasks.
  3. Click All tasks to see every task regardless of owner.
  4. Click My tasks to return to your personal view.
ℹ️ Important: Switching to All tasks does not change what you can edit. You can still only update tasks assigned to you, unless you are an M&E staff member.

The Teams page lists every member involved in AFSF 2026. Useful for finding contact details or understanding who belongs to which team.

  1. From the left sidebar, click Teams.
  2. The page shows four tabs: LOC, LSP, Programme, and AGRA.
  3. Click any tab to see members with their names, roles, organisations, and contact details.
QI cannot see some tasks. Why?
When logged in, you see only your tasks by default. Use the My tasks / All tasks toggle in the workstream header to see all tasks.
QI updated a task but it reverted. What happened?
Status changes save automatically. If it appears to revert, try refreshing the page. If it persists, contact the M&E team.
QThe edit button is greyed out or missing.
You can only edit tasks where your name is listed as the owner. Check that the owner name exactly matches your display name and contact M&E if needed.
QHow do I mark a task as complete?
Click the status badge on the task row and select Done. It counts towards the workstream progress percentage immediately.
QWhat does the risk level mean?
High = significant risk if not completed on time. Medium = some concern. Low = manageable. Risk levels are set by the M&E team.
QCan I see who changed a task and when?
Yes. Click View details on any task, then open the History tab for a full change log.
QI cannot log in. What should I do?
Check your email and password (passwords are case-sensitive). If you have forgotten your password, click Forgot your password? on the sign-in page to reset it yourself.
QCan I use this on my phone or tablet?
Yes. The tracker works on mobile browsers and adapts to smaller screens. For updating many tasks, a laptop or desktop is recommended.

If you run into an issue not covered in this guide, or something on the platform does not look right, reach out to the M&E team. They manage user accounts, permissions, and can correct any data issues.

AFSF 2026 M&E Team

Contact your team lead or the M&E Officer for account issues, permission changes, or technical problems with the platform.

Connecting people. Transforming food systems. AFSF 2026
AFSF 2026 Annual Master Tracker: User Guide Africa Food Systems Forum · Kigali, Rwanda For internal use by all team members