Tasks: the team’s to-dos

Tasks (the ticked box in the menu) holds what the team has to do: call a client back, prepare a room, renew a licence. Everyone in the workspace can see and add tasks. My tasks shows only yours, by when they are due; Overdue shows what is late.

List, Board and Calendar

The same tasks three ways. List groups them in tables; Board puts each group in a column; Calendar puts them on their due day, with No date and Overdue drawers on the side. Group (top left) groups by status, person, priority or due date. Done tasks are hidden until you press Done hidden; subtasks sit inside their task until you press Subtasks inside.

1. Drag a task to another column or group to change its status, person, priority or due date; drag it within a group to change its order.
2. On the calendar, drag a task onto a day, or from a drawer onto a day, to give it that date.
3. Add task at the top of a column (or the foot of a group) adds one by name, already in that group.
4. Hover a card for Mark done, Select, Rename and more (Open, Duplicate, Archive, Delete). Click the status, person, date, priority or tags on a card or row to change them there.

A task

Click a task to open it in the middle of the page. Change its name, status (the arrow moves it to the next status, the tick closes it), people, start and due date (with quick choices, a time and Repeat), priority, client and tags; write a description; add subtasks and a checklist; and talk about it under Activity, which also shows every change and who made it. The arrows at the top (or J and K) go to the next and previous task; Esc closes it.

A repeating task makes the next one when it is done: every day, week or month, from its due date.

New task and templates

New task opens a short form: the name, a description and a row of choices. Create task saves it; the arrow beside it offers Create and open, or Create and start another. Templates hold a task with its checklist and steps ready (a new client, a no-show follow-up, the weekly clean and more); a template that names the client asks which client first. Save as template, in a task’s ⋯ menu, keeps one of your own.

Several at once, filters and views

Tick tasks (or Select on a card) and a bar appears at the bottom: change their status, people, due date or priority, add tags, duplicate, archive or delete them. Filter narrows by status, person, due, priority and tags; Search finds words in the name. Customize picks what each card and row shows. Save view keeps the layout, grouping and filter as a tab above the tasks and under Saved views, for you or the team.

Projects

Tasks › Projects groups related tasks: a studio opening, a campaign, a client’s programme. Each project has a colour, a status (planned, active, on hold, done, archived), who leads it and its dates, and its own List, Board, Calendar, Table and Timeline; tasks added there belong to it. The list of projects shows each one’s progress, open and overdue tasks. A task’s Project field moves it; Group by Project shows every project side by side. Removing a project keeps its tasks.

Your own fields

Tasks › Fields (owners and admins) adds fields to every task: dropdown (with coloured choices), text, number, money, date, link, person, rating or yes/no. They show in each task (folded away while empty) and as columns of the Table, where they sort.

Waiting on, and milestones

In a task, Waiting on lists the tasks it cannot start before (add one by name); it shows how many are still open, and the other task lists it under Holding up. A circle (two tasks waiting on each other) is refused. On the Timeline an arrow runs from each task to the one waiting on it. Mark as milestone (in a task’s ⋯ menu) draws it as a diamond on its day: a moment, not work.

Time

Each task has a Time row: write an estimate (2h, 45m, 1h 30m); press Start to time it (the clock runs in the task and at the top of the Tasks pages, with Stop; starting another task stops the first); or add time by hand (how long, which day, a note). Tracked time turns red past the estimate. Tasks › Timesheet shows a week by task and day, yours, everyone’s or one person’s; the Table has Estimate and Tracked columns.

Writing in a task

A task’s description shows formatted: # for a heading, - for a list, 1. for numbered steps, - [ ] for a tick box you can tick in place, **bold**, *italic*, `code`, and links. Click it to edit. In a comment, type @ to mention a teammate: they hear about it in the bell, and follow the task.

Tasks pages update by themselves when a teammate (or an automation) changes something.

Dashboard

Tasks → Dashboard is your own page of cards over the team’s tasks: numbers (open, overdue, due today, done this week, nobody on it, no due date), tasks by status, person and priority, done per day, task lists, workload for the week, recent activity and notes. Each card links to the tasks behind it.

1. Add card opens the gallery: pick one, with a picture of what it looks like.
2. Customize: drag a card by its handle to move it; change its size (small, medium, wide, full width), its name or what it shows; remove it. Done when finished. Starting cards puts the first set back.
3. The cards refresh themselves every minute while the page is open (Auto refresh); the line at the top says when they last did.

Table and Timeline

Table shows every task in one sheet: press a column’s title (Name, Status, Assignees, Start, Due, Priority, Tags, Client, Progress, Created) to sort by it, press it again to turn the order round, and change any cell where it sits. Timeline draws each task as a bar from its start to its due day across the weeks, in the groups you chose, with today marked; Weeks and Months zoom in and out.

1. Drag a bar to move the task: its start and due day move together.
2. Drag a bar’s left or right end to change only the start or the due day.
3. A task with no dates shows an empty row: press a day on it to give it that due date.
4. Double-click a bar to open the task.

On the Board, Rows splits the columns into rows by assignee, priority or status (swimlanes). Dragging a card to another row changes that too: to another person’s row gives them the task.

Follow, remind and files

Follow (the eye in a task’s top bar) means you hear about new comments in the bell. Whoever made a task, everyone it is given to and everyone who comments follows it by themselves; add a teammate from the same place. The bell also says when a task is given to you, by a person or an automation.

Remind me (the bell in the top bar): in an hour, tomorrow at 9:00, on the due day at 9:00, next Monday, or a day and time you pick; for you or a teammate. The reminder shows in the bell at that time and comes by email once.

Files: Add files, or drop them onto the Files part of a task (up to 25 MB each; web pages and programs cannot be attached). Press a file to open it. Whoever added it, or an owner or admin, can remove it. Files are private to your workspace.

A client’s tasks

A client’s record has a Tasks tab, and a lead’s panel has a Tasks part: type a task and press Enter to add one for them (it is yours), or use New task or Template for more. Tasks made there show on the Tasks page with the client’s name.

Automations: when this happens, make a task

Tasks → Automations makes tasks by themselves. Each automation reads as a sentence: when a new lead arrives, a lead moves to a stage, a booking is made, someone does not show up, a booking is cancelled, or a task is done, make this task for this person, due then. Start from a recipe (reply to every new lead today, follow up after a trial, call after a no-show and more) or New automation; change the name, checklist, priority, who gets it and when it is due, then turn it on.

1. {client} in the task’s name becomes the client’s name; {service} the booking’s service; {task} the task that was done.
2. Give it to whoever looks after the client, the team member on the booking, the same people (for a task that was done), or people you pick. When nobody is found, the people you pick get it.
3. A repeating booking counts once, and imported bookings never start one. Automations run however the change happened: in doTask, on the booking page or through the AI.
4. Owners and admins change automations; everyone sees them, with how many tasks each made. The switch turns one off without losing it.

Statuses

Tasks → Statuses sets the steps a task goes through, each in a group: Not started, Active or Closed (Closed counts as done). Owners and admins can rename, recolour, reorder, add and remove them; tasks in a removed status move to the first one.