Project Management & Tasks

Create and organize project tasks, assign team members, and track job progress.

Project Management & Tasks

Organize your jobs and keep your team aligned with task boards and real-time collaboration.

What's a Task?

A task is a unit of work that needs to be done. Tasks belong to projects (jobs), and each task can be assigned to a team member.

Examples:

  • "Measure windows" → Task for a specific job
  • "Order materials from supplier" → Task
  • "Customer inspection" → Task

Creating a Project

  1. Go to Plugins → Tasks
  2. Click + New Project
  3. Enter project name (e.g., "Smith Kitchen Remodel")
  4. Optional: Add description, deadline, client
  5. Click Create

Task Board

Your project has a board with columns representing task stages:

  • To Do: Not started
  • In Progress: Being worked on
  • Review: Waiting for approval
  • Done: Completed

Adding a Task

Quick Add

  1. In the To Do column, click + Add Task
  2. Type the task name
  3. Press Enter
  4. Edit for more details

Full Details

  1. Click on a task or + New Task
  2. Title: What needs to be done
  3. Description: Details and instructions
  4. Assigned to: Team member responsible
  5. Due date: When it's needed
  6. Priority: Low, Medium, High
  7. Subtasks: Break into smaller steps (optional)
  8. Attachments: Photos, files, documents

Managing Tasks

Moving Tasks

Drag tasks between columns as they progress. Team members see updates instantly.

Assigning Tasks

Click a task → Assign to → Select team member. They get notified.

Comments & Collaboration

Click a task → Comments → Add notes. Great for:

  • Questions about the task
  • Photos of completed work
  • Changes needed
  • Approval comments

Due Dates & Reminders

  • Set a due date: Click the date field
  • Get reminders: Notified 1 day before due date
  • Mark late tasks: Red flag if past due

Project Views

Board View (Default)

See all tasks organized by status. Drag to move between columns.

List View

See all tasks in a list with more details at once.

Timeline/Gantt View

See when tasks are scheduled and spot scheduling conflicts.

Calendar View

See due dates overlaid on your calendar.

Team Collaboration

Assignment

  • Who can assign: Project owner or team members
  • Notifications: Assignee gets alerted
  • Comments: Team member can comment to ask questions

Progress Tracking

  • Mark in progress: Click the task, update status
  • Subtasks: Small checkboxes for breaking work into steps
  • Completion: Mark done when finished

Chat & Notes

  • Inline comments: On specific tasks
  • Project notes: Shared notes for the whole job
  • Attachments: Upload photos, specs, contracts

Recurring Tasks

For jobs with repeating tasks (inspections, cleanups, etc.):

  1. Create the first task
  2. Click Make recurring
  3. Set frequency (daily, weekly, monthly)
  4. Task auto-creates on schedule

Subtasks

Break a big task into smaller steps:

  1. Open the task
  2. Click + Add Subtask
  3. Type the subtask
  4. Check off as you complete

Tip: Subtasks help you see progress on complex work like installations.

Templates

Save time with task templates:

  1. Go to Settings → Task Templates
  2. Click + New Template
  3. Add tasks (e.g., "Estimate", "Materials order", "Installation", "Final walkthrough")
  4. When you create a new project, apply the template
  5. All tasks auto-create

Best Practices

  • Be specific: "Paint bedroom" is vague; "Paint bedroom 1 - blue, 2 coats" is clear
  • Set realistic due dates: Account for dependencies and team capacity
  • Use subtasks for big jobs: Help team understand progress
  • Comment frequently: Keep the team in the loop on changes
  • Archive old projects: Keep board uncluttered
  • Create templates: Reuse task lists for similar jobs

Keyboard Shortcuts

  • D: Change due date
  • A: Assign task
  • C: Add comment
  • ↑↓: Move between tasks

Related Help

Last Updated: 2026-07-15
Video tutorial: Getting started with tasks