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Tasks — User Guide

Tasks — User Guide

Module: Core CRM
Audience: All staff who track deliverables, project teams, support staff
Version: 1.0.0
Last updated: 2026-07-23

Overview

A task is a unit of work with a name, dates, status, priority, and optional link to a customer, project, invoice, ticket, or other record. You can assign team members, track time, use checklists and comments, and view work in a list or kanban board.

Go to Tasks in the main sidebar.

Prerequisites

Role Typical permissions
View all tasks Tasks → View
View assigned / related tasks only Tasks → View own
Create tasks Tasks → Create
Edit tasks Tasks → Edit
Delete tasks Tasks → Delete
Edit any timesheet Tasks → Edit timesheet
Edit own timesheet only Tasks → Edit own timesheet
Delete timesheets Tasks → Delete timesheet / Delete own timesheet

With View own, you typically see tasks assigned to you, tasks you follow, tasks you created, public tasks, and (when enabled by your administrator) all tasks on projects where you are a member.

Task statuses

Status Typical use
Not started Queued work
Awaiting feedback Blocked on customer or stakeholder input
Testing In QA or review
In progress Active work
Complete Done; timers usually cannot be started

Step-by-step: View the task list

  1. Go to Tasks.
  2. Switch between list and kanban using the view toggle (your choice is remembered).
  3. Use filters for status, priority, assignee, related record, or dates.
  4. Click a task name to open the detail panel.

View own users: You only see tasks that match your assignment, following, creation, public flag, or project membership rules above.

Step-by-step: Create a task

  1. Go to Tasks → New task (or add from a project Tasks tab).
  2. Enter name and optional description.
  3. Set start and due dates, priority, and status.
  4. Link to a related record (customer, project, etc.) if needed.
  5. Assign team members and optional followers.
  6. Mark billable when time should flow to invoicing.
  7. Save.

Expected result: The task appears in the list and for assignees. Project-linked tasks may be hidden from the global list when the project is configured that way — check the project Tasks tab.

Step-by-step: Update a task

  1. Open the task from the list or kanban.
  2. Edit fields in the modal (requires Edit, or assignee/creator rights for some actions like status).
  3. Use the checklist, comments, and attachments sections as needed.
  4. Save changes.

Step-by-step: Use the kanban board

  1. On Tasks, switch to kanban view.
  2. Drag cards between columns to change status.
  3. Use search and sort controls at the top of each column.
  4. Open a card to see full details.

Step-by-step: Track time

Timer (quick):

  1. From the list, click Start timer on a task assigned to you.
  2. Click Stop timer when finished.

Manual entry:

  1. Open the task → Timesheets section (or use the project Timesheets tab).
  2. Enter start and end time and optional note.
  3. Save.

You must be an assignee to start a timer. Completed or already-billed tasks cannot be timed.

Step-by-step: Bulk update tasks

  1. In list view, select tasks with the checkboxes.
  2. Open Bulk actions.
  3. Apply status, priority, tags, assignees, milestone, billable flag, or mass delete (when permitted).
  4. Confirm.

Mass delete requires Delete permission.

Step-by-step: Copy or delete a task

  • Copy: Open task options → copy; choose what to duplicate. Requires Create.
  • Delete: Row Delete or bulk mass delete. Requires Delete. Removes comments, time entries, and attachments.

Detailed overview

Use Detailed overview from the Tasks area for a month-by-month grid of tasks with logged hours and checklist progress. Users without global View see only their own work.

Troubleshooting

Problem What to check
Cannot see a task View own rules; ask to be assigned or granted View
Cannot start timer You must be assignee; task must not be complete or billed
Task missing from main list Project may hide tasks — open from project tab
Cannot edit fields You may only change status as assignee/creator without Edit
Cannot delete timesheet Edit/delete timesheet permissions and ownership
Billable time not on invoice Task billable flag, project billing type, invoice permissions

Best practices

  • Link tasks to projects or customers for clearer reporting.
  • Use priorities and due dates consistently on shared boards.
  • Stop timers when switching work so billing stays accurate.
  • Mark tasks Complete when done to prevent accidental time entry.
  • Use followers when stakeholders need visibility without assignment.

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