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 crews 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
| # | Area | What it is |
|---|---|---|
| 1 | Navigation Sidebar | Always-visible menu on the left. Tasks is highlighted because you are on that page. |
| 2 | Content Tab Bar | Four tabs: Tasks (the grid), Gantt (timeline), Schedule (day-by-day crew view), and Review (time approval). Click any tab to switch views without leaving the page. |
| 3 | Add Task | Opens a small dialog to create a brand-new task. You pick the project and give it a name; everything else can be filled in later via the Task Detail dialog. |
| 4 | Task Grid Columns | The grid shows every task in the business unit by default. Common columns: Task Name, Notes icon, Task #, Project, Client, Team, Start/End dates, Duration, Labor hours and cost, Material cost, Total cost and price, Margin, Status, Tags, Bill Type, Invoice Status, Occurrences, Last Updated. Drag to reorder columns; click any column header to sort or filter. |
| 5 | Totals Row | A pinned row at the bottom of the grid that sums labor hours, costs, prices, and margins across whatever the current filter shows. Helpful for sanity-checking a project's roll-up or a date range's labor budget. |
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.
| Menu item | What it does |
|---|---|
| Add Task | Same as the top-right Add Task button — opens the blank "new task" dialog. |
| Edit Task Detail | Opens the full Task Detail dialog (seven tabs of fields) for the row you clicked. |
| Split Task | Breaks one task into two or more sibling tasks, splitting its resources by percentage. Useful when a job needs to be handed off mid-stream or billed in chunks. |
| Clone Task | Creates a copy of the task on the same or a different project. You choose what to carry over: resources, checklist, notes, team assignment. |
| Create Occurrences | Generates a series of repeating tasks from this template — e.g. "every Monday for 16 weeks." Skips weekends and holidays if you tell it to. |
| Packages | Saves the selected task (or multiple selected tasks) as a reusable Task Package, or applies an existing package to the current project. |
| Compose Message / Messages | Send or read in-app messages attached to this task. Used for crew coordination, change-order discussions, etc. |
| Reports | Opens the Report Launcher with the current filter context applied (project, date range). |
| Delete Task | Soft-deletes the task. Confirmed by a prompt; cannot be undone from the UI. |
Adding a new task
Click + Add Task in the top-right corner (or pick Add Task from the right-click menu). A small dialog asks you for two things: the project the task belongs to, and a name. Click Create and the new task appears at the top of the grid. From there, open it with Edit Task Detail to fill in everything else — dates, team, resources, billing, checklist, and notes.
The reason creation is so minimal is to keep "I need to write this down" friction-free. The dialog with all the fields opens next; you do not have to fill anything in upfront.
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.
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:
| Field | What it is |
|---|---|
| Task Name | Short description that appears in the grid, Gantt, schedule, and on the crew's mobile view. |
| Description | Longer free-text explanation of the work. Visible to the crew and on customer-facing reports if you choose. |
| Project / Project # | Which project this task belongs to. Determines client, billing, and which GL accounts it rolls into. |
| Workflow State | The task's lifecycle status — for example Draft, Scheduled, In Progress, Complete. Driven by the workflow assigned to the project. |
| Work Order # | Optional external reference number, often used to match a paper work order. |
| Team | The crew assigned to do the work. Drives who sees the task on their mobile schedule. |
| Profit Center | Which line of business the task rolls into for financial reporting. |
| Work Classification | Used by payroll and certified-payroll reporting to determine the prevailing-wage rate. |
| Time Category | Defaults to Productive Work. Other options affect how the hours are treated by payroll. |
| Parent Task | Used when this task is part of a larger group — e.g. it is one occurrence in a recurring series. |
| Responsible / Accountable / Consulted / Informed | The four RACI roles. Pick people from your business unit's directory. |
| Billing Spec | How this task is billed — Task-Based, T&M, Fixed Fee, etc. Comes from the project's billing setup. |
| GL Revenue Acct | The chart-of-accounts entry the task's revenue posts to. |
| Bill Type / Billing State / Billing Amount | Where the task sits in the invoice lifecycle and how much it will bill. |
| Tags | Free-form labels for filtering and reporting. |
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.
3. Checklists — step-by-step work the crew checks off
Checklists are the steps a crew 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 crew works. Status is visible here for managers.
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.
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.
6. Files — attachments
Attachments for the task — photos, documents, signed paperwork. Upload files here so the crew and office are working from the same materials. (The Files tab may be permission-gated.)
7. Activity — a complete audit log
Every change to the task — who edited what, when — is recorded in the Activity tab. Use it to answer "who moved this task to Tuesday?" or "when did the team change?" without asking around.
Permissions
Access to the Tasks page is controlled by a small set of permissions assigned to roles:
| Permission | What it grants |
|---|---|
| tasks view | See the Tasks page, the grid, and read-only task detail. |
| tasks manage | Create, edit, clone, split, and delete tasks; change workflow state. |
| tasks manage files | Adds a seventh tab to the Task Detail dialog — Files — for uploading attachments. |
Permissions are assigned per role on the Roles & Permissions page in Settings.
Tips
- Use Add Task for quick capture, then come back to fill in details. The dialog only asks for project + name on create. Treat that like a sticky note — everything else can be added when you have time.
- 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.
- Sort and filter the grid before running Reports. The Reports menu item carries your current filter into the Report Launcher, so you can pre-filter by project, team, or date and then pick 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.
Related topics
- Projects — every task belongs to a project; the project drives client, billing, and workflow.
- 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 crews you assign tasks to.