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Tasks

How to create new tasks and share them with your team.

Carla avatar
Written by Carla
Updated over a week ago

Overview

The Tasks section contains:

  1. Main pane: shows your assigned tasks.

  2. Header right side controls:

    Sort: arrange tasks by priority, date, project, client, or closed.

    Add task: add a new task, add multiple tasks, and add tasks' due dates to your calendar.

🎬 Watch Task Management video tutorial.

Add a task

Roles: all roles | Free Feature

Tasks are how you break down your work and track your team's hours in TrackingTime. They can live on their own or within a specific project.

How to add a new task:

  • Simply click on the + Task button at the top right corner of the screen, or click on + add task from the main pane section.

These are the task basic details:

  • Assignees: the team members that the task was assigned to.

  • Project assignation: the project the task belongs to.

  • Task list: group tasks within a project using task lists.

  • Estimated Time: the amount of hours required to complete the task.

  • Due Date: the date by which the task should be completed.

  • Mark as Billable: specify whether the task should be marked as billable or not (requires the Rates & Costs add-on enabled).

  • Hourly Rate: if the task is billable, then you can enter an hourly rate for it (requires the Rates & Costs add-on enabled).

💡 Add extra fields of information to your tasks using Custom Fields.

⚠️ Limits: task names can be up to 500 characters long, and names are not unique.

⚠️ Tasks without project assignation will be assigned to the No Project project.

Assign tasks

Assign a task to a single user

Roles: all roles | Free Feature

How to assign a task to a single user:

  1. Click on the user selector

  2. Select the user

Assign a task to multiple users

Roles: all roles | Free Feature

How to assign multiple users to a task:

  1. Open the user selector.

  2. Click on the plus sign on the right of the username.

  3. Repeat with each user you want to assign.

💡 To replace an assignee, click on the user's name instead of the user selector.

Assign a task to Everyone

Roles: Admin, Project Manager | Free Feature

How to assign a task to everyone:

  1. Click on the user selector.

  2. Click on "Everyone"

  • If project is public: everyone in your workspace will be able to access the task.

  • If project is private: all users with access to the project will be able to visualize and edit the task.

Assign tasks to Nobody

Roles: all roles | Free Feature

You can leave tasks unassigned. Just enter the task name and assign the users later.

Mark a task as completed

Roles: all roles | Free Feature

You can mark them as completed to get them out of your way. When you mark a task as completed, you can no longer track time against it. However, you can re-open tasks anytime, as needed.

How to mark a task as completed:

  1. Click on the task you want to mark as completed.

  2. The task detail pane will appear on the right side of the screen.

  3. Click on the task menu button (…) and select Mark as done;

💡You can also mark it as completed by clicking on the circle on the tasks' left.

📝 Tasks marked as completed will disappear from the main pane when selecting the view "Open tasks". To visualize all tasks, open and completed, select "All tasks" from the viewing options.

Unmark a completed task

Roles: all roles | Free Feature

Tasks marked as completed will appear greyed out on the main pane if the viewing option "All tasks" is selected.

To unmark a task as completed, simply click on the circle to the left of the task's name!

Duplicate a task

Roles: all roles | Free Feature

How to duplicate a task:

  1. Hold CTRL or CMD and select the task by clicking on it.

  2. A bar menu will appear at the bottom of your screen, displaying options.

  3. Select Duplicate.

Delete a task

Roles: all roles | Free Feature

How to delete a task:

  1. Select the task you want to delete. The task detail pane will appear on the right side of the screen.

  2. Click on the task menu button (…) and select ‘Delete’.

  3. A confirmation pop-up will appear. Click on ‘’Delete’ to permanently remove this task from the account.

💡 You can also right-click on a task and select Delete from the drop-down menu.

⚠️ When you delete a task, all associated time entries will also be deleted, and those hours will also be subtracted from the project.

Recover a deleted task

Roles: Admin | Free Feature

If a task is accidentally deleted from your workspace, you can easily recover all its data, by restoring it from your Trash folder. Trash can only be accessed by administrators. Team members with other roles won’t be able to view or restore deleted tasks.

How to recover a deleted task:

  1. Go to the bottom corner menu and select "Settings".

  2. Choose "Trash" from the left menu.

  3. Select Deleted tasks from the options.

  4. Click on "Recover" and the entire task, along with its time entries, will be recovered.

📝 To permanently delete a task, click on the bin icon!

Create task lists

Roles: All roles | Free Feature

Enhance organization, productivity, and collaboration with task lists. Break projects into manageable chunks or use it to categorize and prioritize tasks based on urgency and importance.

How to create a task list:

  1. Open a project to visualize all tasks inside.

  2. Hover the end section of the list of tasks to visualize the Add task list button.

  3. Assign a name to your task list.

Edit or delete tasks in batch

Roles: all roles | Free Feature

How to edit/delete multiple tasks at the same time:

  1. Hold CTRL or CMD and select your tasks by clicking on them.

  2. A bar menu will appear at the bottom of your screen, displaying options.

  3. Select Delete, Edit or Duplicate.

Access your pending tasks from Hours

Roles: all roles | Free Feature

Use the Task Drawer located on the Hours page to quickly see all tasks currently assigned to you. You can use it to create new or modify existing tasks, and to easily track time against them.

How to use the task drawer:

  1. Go to Hours.

  2. On the right side of the screen, you'll find the collapsed drawer. Click on it to open it and display the tasks.

  3. Once open, choose to filter your tasks by project, client, date, status or by priority.

  4. Track time against a task right from the drawer or click on a task to open it and modify its settings.

Attachments

Roles: all roles | Free Feature

Add documents, images, videos, and screen captures to collaborate with others in your team, or for your self-organization. You can attach them to your tasks, comments, and hours.

Attach files to tasks

Adding files to a task helps you collaborate with your team, by adding extra information. You can upload as many files as you need.

How to attach a file to a task:

  1. Select a task in the Main Pane

  2. In the Task detail pane, click "Add file"

  3. Select the file from your computer.

How to delete a file:

  1. Hover the thumbnail

  2. Click remove.

⚠️ All users assigned to the task will be able to see the files.

Attach files to comments

When adding a comment to a task, you can upload a file to help your team with their current assignment.

How to attach a file to a task's comment:

  1. Select a task in the Main Pane

  2. Click on Comment

  3. Select the Attachment icon

  4. Click on Add to save.

How to delete a file:

  1. Hover the thumbnail

  2. Click remove.

Attach files to a time entry

You can also add files to your time entries.

How to attach a file to a time entry:

  1. Go to Hours

  2. Select a time entry

  3. Click on "Add File".

How to delete a file:

  1. Hover the thumbnail

  2. Click remove.

Subtasks

Roles: all roles | Free Feature

Subtasks are always associated with a specific task. These are very helpful for when you’re working on a big task, and you want to break it down into smaller, achievable goals.

How to create subtasks:

  1. Click on a task. The task detail pane will appear on the right side of the screen.

  2. Click on "+ add subtask"

How to delete subtasks:

  1. Click on a subtask, and erase its name.

  2. Hit Enter or click anywhere on your screen.

📝 You can mark subtasks as open or closed, by ticking them using the green button next to their names.

Comments

Roles: all roles | Free Feature

Task comments allow you to keep all conversations around your tasks, in one place and in context. Every user who has permission to view a given task is also allowed to leave a comment.

How to add a comment:

  1. First, click on a task.

  2. Click on ‘Comment’.

  3. Fill the text box with your comment.

  4. Select the team members who should be notified.

  5. Click send.

💡 Notify people via email about your new comment. Select from the list which users should receive an email notification, so they don't miss anything!

⚠️ The comments are not trackable, and cannot be exported!

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