4Create tasks

Tasks are the work to be done on the job — "Frame second-floor walls", "Install windows, unit 204", "Final clean". Each task lives inside a project, has one or more people assigned, and can have a start and due time, instructions, a checklist and photos. Your crew sees their tasks in the app and checks in on them.

Menu: Project › List › your project › Task

Before you start

• Who should do this: project managers, schedulers or admins — anyone whose role can create tasks.
• You'll need: the project from step 3 and the people from step 2.

The flow at a glance

Your teamSite ConnectDecisionBlockedDone

Dragging a task onto the board hides it until you publish. A regular task your crew can already see becomes a draft scheduled task when you drop it on a day of the Scheduling board — it disappears from their app until you select Publish. (If your company chose Publish on create in Project › Settings, it is published straight away.)

Two kinds of task, one list

	Regular task	Scheduled task
What it's for	A piece of work with a deadline	Who works where, on which day, at what time
Where you create it	In the project (this page)	On the Scheduling board (step 5)
When the crew sees it	Right away	When you publish the schedule

They're the same thing underneath: a regular task dragged onto a day on the Scheduling board becomes a scheduled task. So if you're not sure, create the task here without a date and place it on the board in the next step.

Create a task in your project

1. Open the project's tasks

   Go to Project › List and open your project. On the Task tab, select Open Kanban board. The project's task board opens on the Tasks screen.

2. Start a new task

   Select Create task (top right). The Create new task form opens, already filed in this project. Type the task name in the top line.

3. Who does it

   Assignee — you're filled in. Select × to remove yourself and Add people to pick the person (or people) doing the work.

4. When

   Due — pick a date with Pick a date, and add a time with + Time if it matters. Once a due date is set you can also set a Start. Leave the dates empty if you'll place the task on the Scheduling board instead.

5. What to do

   Description — write the instructions the crew needs: scope, materials, gate code, who to call. You can paste pictures here.

6. Save

   Select Create task.

The task appears on the board. Everyone you assigned gets a message from the Task bot in Chat and sees the task on the Task tab of their app.

Faster: add several tasks by title

In the List view, select Add task at the bottom of a group, type a title and press Enter. Repeat for the next one. You can fill in people and dates afterwards.

Add the details your crew needs

Open any task to see its panel. The most useful things to add before the crew starts:

• Subtasks — a checklist of steps, each of which can be ticked off on site. See Break the work into subtasks.
• Photos and files — drawings, reference photos, spec sheets. See Photos and notes.
• Priority — Urgent, High, Normal or Low.
• Repeat — for work that comes back every day or week. See Repeat a task.

When several people share a task

Add everyone to Assignee. Each person marks their own part done; the task is complete when everyone has finished. Their check-ins and hours are recorded separately.

Reuse a set of tasks

If every job starts with the same tasks (site setup, layout, inspection…), build them once as a project template and start new projects from it.

Check your work

• [ ] Your project has at least one task with a person assigned.
• [ ] The assigned person can see the task on the Task tab of the app (pull down to refresh).

Next step: 5. Schedule work →