Task details

Click any task — in a list, on a board, on the Scheduling board, in a Circle or from a chat message — and its details slide in from the right. Everything about the task is in that one panel: who is doing it and when, the instructions, the checklist, photos and files, check-ins and the conversation.

Menu: Tasks › a task

Where to find it

Menu: Tasks › click a task · Address: every task has its own link, such as hub.siteconnect.ai/tasks/<task id>, which opens the same panel Who can use it: people whose role includes the Task permission — see Roles and permissions. Some fields of a scheduled task can only be changed by schedulers (see Scheduled tasks).

What's in the panel

• Header — the Mark as complete button (when you are an assignee), the task title, the followers, Share task and ⋯ (Advanced options).
• Left side — a table of the task's properties, then the Description, the checklist of subtasks, Photos & files, and, when several people work on the task, the Work schedule table.
• Right side — Comments and Activity, including a card for every check-in on the task.

Changes save as you make them. There is no Save button.

Create a task

Tasks are created from the Create task button on the Tasks screen or inside a project's task board, which opens the Create new task form. It uses the same fields as the task panel:

1. Title — type it in the top line (Task name...). It is required, unless your company names tasks automatically: then you'll see Leave blank and the project names it., or the field is locked with The project names its tasks — this cannot be edited. This is set under Default task name in Project settings.
2. Assignee — you are filled in. Click × on a name to remove it and Add people to add more. The picker shows Suggestions first, then Everyone; search by name or team. You pick individual people, not teams. If you leave this empty, you become the assignee.
3. Status — starts at Pending.
4. Priority — starts at Normal.
5. Due and Start — pick a date with Pick a date. Once a date is set, a Start row appears above Due. See Set the start and due time.
6. Repeat — hidden until you click + Repeat. See Repeat a task.
7. Projects — when you create the task from inside a project (or one of its task lists), it is filed there automatically. Otherwise click Select project and pick a project, then a task list. You can also use Select project inside a project to choose a specific task list. If the project has an address, it appears with a Directions link.
8. Description — the instructions, with formatting, lists and pasted images.

Click Create task. Checklists (subtasks), photos and files are added after the task exists, in the panel.

Rename a task

Click the title in the header, type, and press Enter. A lock icon means you can't rename it: either the project names its tasks automatically or, for a scheduled task, only schedulers can edit it.

Assignees and followers

Assignee is the first row of the properties table.

• Click Add people to add someone. The picker stays open so you can add several people in a row.
• Click the names to open the Assignees list: each person's status, a search box to add people, and × to remove someone.
• With several assignees, a chip such as 2/3 done shows how many have finished their part, and each avatar carries a small status mark.
• People you add as assignees also become followers.

Followers are shown as avatars in the header. Click them to add or remove followers. You automatically follow the tasks you create. Followers hear about new comments and status changes; see Comments and activity.

When a new person is assigned, Site Connect sends them a message from the Task bot in Chat (not when you assign yourself). This comes from a built-in flow you can review on the Automation screen.

Set the start and due time

In Site Connect, Start is shown above Due.

Due is the date (and optionally the time) the task should be finished.

• Click the date to change it. Click × next to the date to remove the due date (this also clears the start).
• Click + Time to add a time. The time picker has quick buttons (09:00, 12:00, 15:00, 17:00 and your company's end of day); type any time and click Done. Press Esc to close without saving.
• Click × next to the time to go back to a date-only due date.
• A small chip after the date tells you how the task stands, for example how many days it is overdue.

Start is optional. It appears once the task has a due date.

• Its date starts out the same as the due date and is shown faded. Click it to pick an earlier day — the task now spans several days, and the row shows how many.
• Click the time to set a start time. With a start and due time on the same day, the row shows the duration in hours.
• Click × to clear the start date and time.
• The start must be before the due date; otherwise you'll see Start must be before the due date.

Time zones

If your company has turned on Multiple time zones in Project settings, the time picker shows tabs for Project time, Assignee’s time and Current time, each with the city and its current time. The tab you choose is the clock the task's times follow — one clock for both start and due. When a time is in a different time zone from yours, the city name appears next to it.

If Pre-fill working hours on new tasks is on in Project settings, new tasks start with the start and due times set to your company's working hours.

Repeat a task

Repeating is an advanced option. Turn it on with ⋯ › Advanced features › Recurring (or + Repeat in the create form). A task that already repeats always shows its Repeat row.

Click the Repeat button to set the schedule:

• Repeat every a number of days, weeks, months or years (or No repeat).
• For weekly: tick the days under On days.
• For monthly: a Date of the month (including Last day of month), or a weekday such as "the second Tuesday" of the month.
• Start — the first date of the series.
• End — Never, On date or After a number of times.
• Advanced:
  • On weekends — keep the date, Move back to Friday, Move to Monday or Skip that one.
  • Skip public holidays.
  • Only create when the previous one is done — wait for the current copy to be completed before creating the next.
  • Create ahead by a number of days.
• Next occurrences previews the next dates.

Click Done. By default, Site Connect creates the next copy of the task on schedule, whether or not the previous one was completed. Next to the schedule, Last 30 days: x/y done shows how well the series is kept up. Click × (Turn off repeat) to stop it.

Other properties

• Completed — appears once the task is done and shows the date. If only your part is done, it shows your date with (mine).
• Estimated hours — how long the task should take. The Workload view uses it to plan each person's day.
• Projects — the project and task list the task belongs to, with the task's status in that list. Click the project name to move the task to another project. Click Add location to also list the task in another project or task list; hover a chip and click × to take it out of that list.
• Address — the project's address with Directions (opens Google Maps), if the project has one and your company uses project addresses.
• Circle — appears when your company uses Circles. Pick the running or upcoming circle the task belongs to.
• Status — Pending, In progress, Suspended, Complete, plus any custom statuses of the task list. See Complete a task before using it to close a task.
• Priority — Urgent, High, Normal or Low.
• Label — free-text tags, shown when you turn on ⋯ › Advanced features › Label.
• Custom fields — if the project has custom fields, they appear under the checklist.

Write the description

Click the description area (Click to add a description...) to edit it. The editor supports formatting, lists and pasted images. Click an image in the description to see it full size.

Break the work into subtasks

The checklist under the description lists the task's subtasks, with a done/total counter and a progress bar.

1. Click Subtask (with the plus sign).
2. Type the name. Optionally click Due to set a date and People to assign someone.
3. Click Add or press Enter. The row stays open so you can add the next one; press Esc to close it.

To organize a long checklist, click Group, enter a name (for example "Phase 1") and click Create group. Hover a group heading and click + to add a subtask straight into it. Drag subtasks by their handle to reorder them or move them into a group. Deleting a group keeps its subtasks.

Tick the circle on a subtask to mark your part done. Click a subtask's name to open it; Back to the main task takes you back.

Comments and activity

The right side has two tabs:

• Comments — the whole story in order: comments, changes and check-in cards.
• Activity — only the automatic entries: who changed what, and check-ins.

To comment, type in Write a comment ... and press Enter (Shift+Enter for a new line).

• Type @ to mention someone; they are notified.
• Use the buttons under the box for text formatting, emoji, mentions, inserting an image or attaching a file. You can also drag files onto the box or paste a screenshot.
• The chip under the box sets the type of update: Comments, On track, At risk or Behind schedule.
• Hover your own comment to Reply, Edit or Delete it.

When someone comments, Site Connect sends a Chat message to the followers, the main assignee, the creator and anyone who has already commented on the task (never to the person who wrote it).

Check-ins on the task

Crews check in and out of tasks on the mobile app — see Tasks on the mobile app. Every visit appears as a card in the task's comments and activity, showing:

• who checked in and out, and when, or how long they worked;
• whether they were at the project address or outside the radius, with the distance;
• a summary of any form they filled in (for example "5 items · all passed" or "1 item(s) FAILED").

Click a card to see the full visit: times, location, distance, the reason given for being outside the radius, and every form answer. A card with a dashed amber border means the person was checked out automatically.

Forms are attached to the project, not to the task — see Form templates. All forms submitted in a project are also listed in the project's Documents tab — see Photos & notes.

Track time on a task

• If you are the only assignee, the Assignee row has a Start working button. Click it to start the timer (your status changes to In progress), Pause to stop, and Continue to carry on. The time spent is shown next to it.
• If several people are assigned, the Work schedule table lists each person with their status, an Expected date, a play/pause button and a complete button. You can only control your own row. The footer shows Total time for everyone.

Complete a task

Click Mark as complete in the header. It turns into Completed.

• One assignee: the task is complete.
• Several assignees: each person marks their own part. The button turns blue when your part is done and green when everyone has finished — only then is the whole task complete.

Click the button again to undo your part.

Closing a task for everyone

Changing Status to Complete closes the task for all assignees at once. If some people have not finished, Site Connect asks Close this task for everyone? and lists them. Close task marks everyone as done and stops their time.

Scheduled tasks

A task placed on a day and time on the Scheduling board is a scheduled task. Its panel has a few extra things:

• Draft / Published — a chip next to the title. A draft is only visible to schedulers; the assignee doesn't see it in the app and isn't notified. Schedulers can click the chip and choose Publish to the assignee, or Unpublish — back to draft. See Publish and share the schedule.
• Start and Due are the task's start and end time on its day, with an All day switch. For a group task (several people on the same time slot), changing the date or times changes it for everyone.
• × next to the date is Remove from schedule: the task becomes a regular task with no date and moves to the board's "No date" column; the assignee keeps it.
• Assignee shows a mark on each avatar: Checked in, Accepted the task, Declined the task or No response yet. Click the name to see each person's status with times and any note they left. Schedulers can use Clear response to make the person respond again in the app.
• People without schedule edit rights can still change the status, labels, followers and files, but see Only schedulers can edit this task on the rest.

Accept or decline a scheduled task

When Assignees accept / decline tasks is on in Project settings (it is on by default), the assignee of a published scheduled task sees You haven't responded to this task yet under their name, with two buttons:

• Accept — confirms they'll do it.
• Reject — opens an optional Reason (optional) box; click Reject the task to send it. The scheduler is notified.

After responding, the task shows You accepted the task or You declined the task. Click Change to switch the answer or Clear response. Crews can do the same in the mobile app.

More actions

Click ⋯ (Advanced options) in the header for:

• a print option and Open full page;
• Convert to approval — turns the task into an approval with Approve and Reject buttons in the header (Convert back to a regular task undoes it). Not available for scheduled tasks.
• Advanced features — switch on Label, Task dependencies and Recurring rows. These switches are remembered in your browser and apply to every task you open.
• Duplicate task — makes a copy and opens it. Not available for scheduled tasks.
• Delete task — asks you to confirm and cannot be undone.

Share task (the share icon) shows who has access (creator, assignees, followers), lets you Invite to follow by name or email, copy the task link, Share to chat, or Leave task.

Task dependencies

With Task dependencies switched on, two rows appear: Blocked by and Blocking. Click Add to pick a task. When a blocking task is completed, the people on the blocked task are notified.

Good to know

• Due-date reminders: the assignee is reminded when a task is nearly due, and the assignee and creator when it is overdue.
• If a task can't be opened, you'll see Task not found — it may have been deleted. or You don't have permission to view this task.
• Photos and files are covered on their own page: Photos & notes.

Related

• Tasks
• Photos & notes
• Task statuses
• Scheduling
• Tasks on the mobile app
• Project settings