Tasks

A Task is one unit of work inside a project. Where a project might be "Cypress Waters HOA Maintenance — 2026 Season," its tasks are the individual visits: "Spring Cleanup," "Weekly Mow — Edge & Blow," "Shrub Pruning — Front Entry." Tasks are how teams see what they need to do today, how managers track who is doing what, and how the system rolls labor and materials into job costing.

Navigation: in the left sidebar, click Tasks. The Tasks page opens on the Tasks tab.

Where to find Tasks

Tasks live on their own top-level page. Inside the page you will find four tabs across the top — Tasks, Gantt, Schedule, and Review. This article covers the main Tasks tab, the right-click menu, and the Task Detail dialog. The Gantt, Schedule, and Review tabs each have their own articles.

What you see on this screen

Working with the grid

• Messages column. The chat bubble beside each task name is the Messages column. Click it to open that task's own message thread. The column appears only if your role includes the chat view permission.
• Group rows by any column. Right-click a column and choose Group by to roll the grid up by that value — group by Project to see each project's tasks collapsed under one header, by Team to see each team's workload, by Status to see what is sitting where. Grouping happens on the server, so it works across the whole result set, not just the rows currently on screen. A few assembled columns (those built from several fields at once) cannot be grouped.
• The Status filter spans every workflow. Filtering the Status column offers the states from all of your task workflows, not only the default one — so a task on a custom workflow still turns up when you filter for its state.
• Edit a task name in place. Double-click the Task Name cell to rename a task without opening the dialog. Inline editing requires the tasks update permission; without it the cell is read-only.
• Change many tasks at once. Select rows, then right-click and use Bulk Actions to set Tags, Team, Status, Bill Type, Start Date, or Scheduled Date across every selected task in one pass. Bulk Delete removes them all together. If the selected tasks run on more than one workflow, the Status change is refused rather than guessed — change state one workflow at a time.

The view-mode toggle

Above the grid sits a row of view-mode buttons — All, Sales, Production, Archive, Snow, and Inbound — plus a My Tasks switch.

• All shows every task in the business unit.
• Sales, Production, and Archive are lenses on the same work at different stages of its life — Sales shows opportunities still being won, Production shows sold work being delivered, and Archive shows work that has been put away, including jobs that were lost or put on hold. These are the same lenses used on the Sales Pipeline page; see that article for how work moves between them.
• Snow is different: it swaps the task grid out entirely for the snow certification grid — one row per snow event and zip code — where snow work is certified for billing. It belongs to snow operations rather than day-to-day task management.
• Inbound also swaps in a grid of its own: the support-ticket triage queue, with its own triage and my-queue split. It is where inbound requests are sorted before they become work. A dedicated article covers triage in full.
• My Tasks filters whichever view you are in down to just the tasks assigned to you, and shows a running count beside the label. It appears in the Sales, Production, and Archive views; it is hidden in All, Snow, and Inbound, where it does not apply.

Where estimates show up

When an opportunity is good to go and an estimate project is spawned from it, that estimate's tasks appear in the Production view for as long as the estimate is live — regardless of what stage its own workflow says it is in. They move to Archive once the estimate is closed out. This keeps estimating work visible to the people delivering it, instead of falling between the Sales and Production lenses. Everything else still buckets by its workflow's own sales and production settings.

The right-click menu

Right-click any row in the Tasks grid to open a context menu with the actions you can take on that task. The menu is the primary way to open the Task Detail dialog, clone or split a task, generate recurring occurrences, and more.

When you right-click an opportunity row (a task still in the Sales lens), the menu adds opportunity-specific actions: Open Opportunity (the opportunity's detail view), Open Workflow (the workflow it is moving through), Reassign (hand it to a different person), and Set State (move it to another workflow state directly).

Adding a new task

Click + Add Task in the top-right corner (or pick Add Task from the right-click menu). The full Task Detail dialog opens, ready for a new task — the same editor you use on an existing task, not a stripped-down form.

Pick the Project from the picker at the top of the General tab, give the task a name, and fill in as much else as you want: dates, team, workflow, RACI roles, billing. Then click Create Task.

Two things are worth knowing about the create dialog:

• Tabs that need a saved task are greyed out until you create it. Resources, Checklists, Photos/Videos/Docs, and Timeline are visible but disabled while the task is new — hover one and the tooltip reads "Available once the task is created." They hold rows that hang off a task that does not exist yet. General, Scheduling, and Notes work straight away, so you can name, schedule, and annotate the task in one pass.
• Creating does not close the dialog. Click Create Task and the dialog stays open on the now-saved task, with those tabs unlocked. You can go straight to Resources and start building the bill of materials without reopening the task from the grid.

The Billing fields on the General tab are always shown, so you can see the shape of what you are creating, but they stay disabled until the task exists. The Project field is a picker only while the task is unsaved; once created it becomes read-only, and Project # is filled in for you.

Add Task from Selected

To base a new task on one you already have, right-click the existing row and choose Add Task from Selected. A short dialog asks what to copy across — resources, checklist, notes, and whether to reset quantities to zero — then opens the Task Detail dialog seeded with those choices plus the source task's project and team.

Nothing is saved at that point: the seeded values are just a starting position, and every field is still editable. The task is written once, when you click Create Task. Use it when a new visit is "the same as that one, but…" — quicker than starting blank, and safer than cloning something you then have to go back and correct.

The Task Detail dialog — seven tabs

Right-click any task and choose Edit Task Detail (or double-click). The Task Detail dialog opens with seven tabs across the top. The dialog is windowed — you can resize it, drag it, and minimize it to the dock while you switch to another page.

Arrows in the dialog footer step you to the previous and next task in the grid's current sorted, filtered order, with a "3 of 47" counter — handy for working through a filtered list without returning to the grid each time.

When you change something, a Save button appears in the footer. Click it to write your changes and stay in the dialog; Close saves and exits. The Save button only shows when there is something to save.

Each tab loads its own data the first time you open it, so the dialog comes up fast on General. Expect a brief loading skeleton the first time you visit Checklists, Photos/Videos/Docs, or Timeline on a given task.

Depending on the workflow assigned to the project, some fields may be locked (shown read-only) while the task is in certain workflow states — see Workflows for how field locks are configured.

1. General — the basics

The General tab is where you set everything that is not resources, scheduling, or notes. The dialog title shows the task's number and name (e.g. #2 — Shrub & Hedge Trimming — Monthly). Common fields:

2. Resources — what materials, labor, and equipment the task needs

The Resources tab is where you build the task's bill of materials. Add line items by picking from your Resource Catalog or by dropping an Assembly (a pre-built bundle) onto the task. Each line carries a quantity, a unit of measure, a cost, and a price; margins roll up to the task header automatically.

Editing is inline — click any cell to change quantity, cost, or margin. Use the right-click menu inside this tab to add, delete, or assign resources to a sub-grouping. The Total Price and Total Margin on the task row can be edited directly to back-solve to a target sell price.

Two toolbar buttons speed up margin work across many lines at once: Bulk adjust margin applies a margin percentage to every line in a category (or all lines) in one pass, and Reset margins clears margin overrides — either all of them or just one category — returning those lines to their default margins.

On a brand-new task this tab is greyed out until you click Create Task; a resource line needs a task to hang off. Once created, the tab unlocks in place — no need to reopen the task.

3. Checklists — step-by-step work the team checks off

Checklists are the steps a team completes in the field — for example, "Inspect irrigation heads," "Photograph completed work," "Lock gate on exit." You can build a checklist by hand or apply a template (Checklist Templates are managed in Settings). Each item is checked off in the mobile app as the team works. Status is visible here for managers.

A checklist item can also require photos — the team must attach a photo before the item counts as complete. Photos taken against checklist items roll up into the Photos column on the Tasks grid, where a count badge shows how many photos each task has collected.

4. Scheduling — when the task happens

The Scheduling tab is where you set the task's start date, target end date, duration, and (for recurring work) its occurrence pattern. Settings here drive the Gantt and the day-by-day Schedule views. If the task is one occurrence in a recurring series, you can see and adjust the series settings without leaving the dialog. This tab is available while you are still creating a task, so work can be scheduled in the same pass as it is written down.

5. Notes — free-form context

Rich-text notes about the task. Use this for anything that does not fit elsewhere — site access instructions, customer preferences, special tooling needed, change-order rationale. Available while creating a task.

6. Photos/Videos/Docs — attachments

Attachments for the task — photos, videos, documents, signed paperwork. Upload files here so the team and the office are working from the same materials. Photos and videos the team captures on their devices in the field land here too; videos show a thumbnail of their first frame so you can tell clips apart at a glance. The tab label carries a count of what is attached. This tab is permission-gated, and is greyed out until a new task has been created.

7. Timeline — the task's history in one place

The Timeline tab gathers everything that has happened to the task in one feed — every change (who edited what, and when) alongside the task's messages, so the record and the conversation sit together. Use it to answer "who moved this task to Tuesday?" or "when did the team change?" without asking around. Messages posted here are the same thread the grid's Messages column opens; for a long conversation, open it in Messages to read the full history.

Permissions

Access to the Tasks page is controlled by a small set of permissions assigned to roles:

Permissions are assigned per role on the Roles & Permissions page in Settings.

Tips

• Create a task in one sitting. Add Task opens the same full editor you use for editing, so you can name it, schedule it, and assign a team in one pass. The tabs that need a saved task unlock the moment you click Create Task — and the dialog stays open, so you can go straight to Resources.
• "Same as that one, but…" is a right-click away. Add Task from Selected seeds a new task from an existing row, so you are correcting a good starting point instead of typing one from scratch.
• Right-click anywhere on a row. The right-click menu is the fastest way into every action; you do not have to find a button.
• Group before you scroll. Right-click a column and choose Group by — Project, Team, or Status — to collapse a long grid into something you can scan.
• Reschedule in bulk. Select the affected rows and use Bulk Actions → Scheduled Date to move a whole day's work at once, rather than opening each task in turn.
• Sort and filter the grid before running Reports. The Reports menu item carries your current filter and selection into the Report Launcher, so you can pre-filter by project or pick specific tasks, then choose a report template.
• Split when scope changes mid-job. Splitting preserves the original task's resource attribution while letting you bill the unfinished portion separately.
• Clone across projects to reuse a template. Clone Task lets you target a different project on the way out — handy for repeated client work where the bill of materials is the same but the location is different. Need many copies? Use the Clone dialog's Replicate option to create them all in one go.

Related topics

• Projects — every task belongs to a project; the project drives client, billing, and workflow.
• Sales Pipeline — the Sales, Production, and Archive lenses on the view-mode toggle.
• Resources — the catalog items you add on the Resources tab.
• Assemblies — pre-built bundles of resources you can drop onto a task in one click.
• Teams — the teams you assign tasks to.