Tasks

Pro

Keep the team's to-do list for client work in one place, with due dates, checklists, a board, a calendar, time tracking, repeating tasks and your own templates.

Tasks is where the team keeps track of what has to get done for clients. Tickets are what clients ask for. Tasks are what you do about it, plus everything else that moves a project forward.

Open Agency → Tasks. A number on the tab counts your own tasks that are due today or late.

Add a task#

Type a title in the box at the top and press Enter. If you have a client, person or task list selected in the filters below, the new task starts with those already set.

Click a task to open it. In the panel you can set:

• Status: To do, In progress or Done
• Priority: Low, Normal, High or Urgent
• Due date
• Assigned to: one or more people on your team (see Team)
• Client: which client the task is for
• Task list: a name that groups tasks together, such as Website launch
• Notes and Tags
• Checklist: small steps inside the task, with a count like 2/4 on the row
• Linked ticket: point the task at a client ticket so you can see which work belongs to which request
• Comments for the team, and a History of what changed and who changed it

Changes save as soon as you make them. Ticking the circle at the start of a row marks a task done.

List, board, calendar and time#

Switch between List, Board, Calendar and Time at the top.

• List groups tasks by task list and shows how far along each list is.
• Board has three columns, To do, In progress and Done. Drag a card to another column to change its status, or drop it higher or lower to put it in order.
• Calendar shows each task on the day it is due. Click a task to open it, click a day's number to add a task due that day, and drag a task to another day to move its due date. Tasks without a due date are counted at the top.
• Time is the report of the time your team has logged. See Track time.

Use the filters to look at your own tasks (Me), tasks nobody has picked up (Nobody yet), one client, one task list, or tasks that are done. Click overdue in the row of numbers to see only what is late.

Repeating tasks#

Open a task and choose Repeats: every day, every weekday, every week, every 2 weeks or every month. When you finish a repeating task, the next one is made for you, due on the next day it comes round, with the checklist cleared and no time on it. If the task was finished late, the next one is due from today, not in the past. Finishing the same task again does not make a second copy.

A repeating task shows a ↻ on its row.

Track time#

In a task, press Start timer when you begin and Stop timer when you finish. The time is saved on the task. You can also add time by hand: type it as 1h 30m, 1:30 or just minutes, choose the day, add a note, and say whether it is billable. Time on a task for a client is billable unless you untick it.

• You can run one timer at a time. Starting a timer on another task stops the first one and saves its time.
• A running timer shows at the top of Tasks, so you do not lose it.
• Set an Estimate on a task to see the time logged against it, such as 1h 31m of 4h estimated.
• You can remove time you logged yourself. Owners, admins and managers can remove anyone's.

The Time view adds it all up. Choose a period (this week, last week, this month, last month, the last 30 days or all time), and filter by client, person or task list. You see the total, billable and not billable time, the time by client and by person, and every entry. Download CSV saves the entries as a spreadsheet for invoicing.

Start from a template#

Click From a template to make a whole task list at once. Pick a template, optionally a client, a start date and who the tasks go to. Each step becomes a task with a due date counted from the start date.

You can change, add or delete any of the tasks afterwards.

Save your own templates#

When a task list works well, keep it. On the list's heading in List view, click Save as template and give it a name. Each task becomes a step, with its due date kept as this many days after the first one, plus its priority, notes, checklist, estimate and whether it needs the client. Your templates appear in From a template marked Yours. Click the × next to one to delete it. Lists already made from it stay.

Make a task from a ticket#

Open a ticket in Tickets and click Make a task. A task is made for your team with the ticket's title and client, its priority, and the people assigned to the ticket. It is linked to the ticket, which lists its tasks in a Tasks section on the right. Click one to open it. You can make as many tasks as a ticket needs. Tickets are what clients ask for, and tasks are the work behind them.

This button is in Agency only, not in the Site Haus support tickets.

Be told about your tasks#

When someone gives you a task, you get an email with the title and due date and a link to Tasks. If they give you a whole task list from a template, you get one email for the list. You are not emailed about tasks you give yourself. Emails need email sending to be set up (see Agency settings).

Share a task with a client#

Open a task that has a client and choose how the client sees it:

• Show this task in the client's portal: they can follow along. They see the title, notes, due date, status and checklist progress. They never see who it is assigned to, comments or history.
• It is waiting on the client: they see it marked Needs you and can tick it off themselves, for example Send us your logo. You are notified when they do.

A Tasks tab appears in the client portal once you have shared something. A number on it shows how many things are waiting on them.

Tasks you do not share are private to your team.

Who can use Tasks#

The owner, admins, managers and team members can use Tasks. Outside collaborators cannot. Anyone who works in Tasks can see all of the agency's tasks.

On the dashboard and with your AI#

The dashboard shows a Tasks card with your next tasks, and lists overdue tasks under Needs attention. A separate Open tasks number card is available when you edit the dashboard.

A connected AI assistant can work with your tasks. It can read them and the time logged (What is overdue this week?, How many hours did we log for Regalyx this month?), and it can create and update tasks, comment, log time and make a task list from a template. What it makes is private to your team and shows it was made with an AI assistant. It cannot delete tasks or share them with clients. See Use AI with your agency.

Good to know#

• Deleting a client keeps their tasks, but they become private and no longer point at a client.
• Tasks are kept per agency. A team member sees the tasks of the agency they are working in.
• A task has up to 50 checklist steps, 100 comments and 500 time entries. You can keep up to 30 templates of your own.