How to add a task

Modified on Wed, 19 Jul 2023 at 12:11 PM

You can assign a task to a specific user or multiple users and also add watchers who will be notified of any changes on that task.

There are 2 ways you can add a task:

  1. Hover over the quick add menu at the bottom left side of your screen and choose "Task"

  2. Click the "New Task" button on the task list page
  • Fill in the following information:
  1. Task name: Give your task a name e.g. Design website.
  2. Task Description: Here you can add as much information as you like about the task. E.g Clarify all the client's expectations
  3. Select Project /Job/Opportunity or Create new Opportunity: By entering the name of a project, job or opportunity here, you can create the task inside an existing job. Alternatively, create an opportunity in the text box for the task to be stored in.
  4. Task Owner: This is the person the task is assigned to. You can select more that one person and they will each receive their own individual version of that task. To add a task for multiple users click the icon as show below and select the users.
  5. Billable: Tick this box if the time tracked on this task is billable. 
  6. Billing rate: In your settings you can set up item types according to which your different users track time. Select the relevant billing rate for this task from the dropdown menu.
  7. Start Date: The day the owner is scheduled to start working on the task.
  8. End Date:  The day the task is due for completion.
  9. Estimated effort: The estimated time you think it will take to complete the task.
  10. Total Tracked Time: The amount of time already tracked on this task. First enter the hours then the minutes.
  11. Status: Select the status of the task based on your workflow. Status lanes are customisable! 
  12. Colours: Indicate the colour of the task (if applicable to you
  13. Tags: Tags can be used as quick flagging to differentiate. E.g. Add the tag "Timing Plan" to certain tasks. Then you can print a timing plan of only those tagged tasks.
  14. Watcher: Add names of people who you want to receive email notifications of any important changes happening on the task.
  15. Attachment icon: Attach a document to this task. 
  16. Comment: Add a comment to the task
  17. Save once you have filled in all the relevant information.

Create private tasks only you can see

  1. Create a new project to group these private tasks in and make sure you create the project as private by ticking the "private" checkbox. Then simply add tasks to this project. A project's visibility governs all the tasks stored in the project.
  2. If you set a task for someone else inside the private job/project, they will be able to see all tasks in the private job/project.

Useful Info: You may notice colors are used to give you a quick visual representation of task due dates.

Green      - Task has not yet become due.

Orange    - Task is overdue by less than a week.

Red          - Task is overdue by more than a week .

TIP: If you're in a job/project or opportunity and wish to add a task to it, click the "Actions" button on the job dashboard and select "Task"

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