Task details and recurring work

This guide explains every part of a task, from the New task form to the task panel. Use it when you want to set up a task properly, repeat work on a schedule, or clean up old tasks.

Before you begin

• You need permission to create tasks. If New task is missing, ask a workspace admin for edit access to Tasks.
• To assign a task to someone else, you need permission to assign. Without it, Assignee is greyed out.
• Repeat only appears on paid plans that include recurring tasks.

Create a task

1. Open Tasks and choose New task. You can also use New task on Home.
2. Enter a Title. This is the only required field.
3. Optionally add a Description (optional) so whoever picks it up has context.
4. Under Details, set:
   • Status: To Do, In Progress, or Completed.
   • Priority: Low, Medium (the default), High, or Urgent.
   • Project, then Section and Status column if the project has them.
   • Assignee: one accountable person, or Unassigned.
   • Labels, if your workspace uses them.
   • Effort (hours): your best estimate, in quarter hours.
5. Under Schedule, set a Start date and Due date, choose Repeat if the work recurs, and tick Mark as milestone for a key checkpoint.
6. Choose Create task.

What you should see: the task appears in the current list and in any project you chose.

If templates exist, a Start from template menu appears at the top of the form. Pick one to fill in the fields for you.

Open and edit a task

Click a task anywhere in Tasks to open its panel on the right. The panel has three tabs:

• Details: every field from the form, plus custom project fields and Dependencies.
• Subtasks: smaller steps that make up the task.
• Updates: comments, links and files, and the activity history.

Edits save as you make them. The panel header shows Saving changes… while it works. Use Copy task link to share the task with a teammate.

Subtasks

Use subtasks when one outcome needs several steps that can be ticked off on their own.

1. Open the Subtasks tab.
2. Type in Add a subtask and choose Add.
3. Use the arrows to reorder steps. Show a subtask's fields to give it its own Assignee, Priority, or Due date.

A progress bar shows how many subtasks are done. Complete the main task only when its own outcome is met, not just when all subtasks are ticked.

Example: "Launch client website" could have subtasks "Final copy approved", "Domain connected", "Forms tested", and "Client sign-off".

Comments, mentions, and files

Open Updates to talk about the task.

• Write in the Comment box. Type @ or use Mention teammates to notify someone.
• Use Attach file to add images, PDFs, Office files, text, CSV, and similar files.
• Use + Add a link to add a named link, for example to a shared document.
• Choose Send to post.

The Activity feed shows comments and changes together, newest first, such as "changed the due date" or "completed this task". You can edit or delete your own comments.

Comments are visible to your workspace. Never paste passwords, API keys, or card numbers into a task.

Followers

Choose Follow at the top of the panel to get updates on a task you're not assigned to. Choose Following to stop. The strip shows how many people follow the task.

Dependencies

A dependency means "this task can't move forward until another task is finished".

1. Open the task that is waiting.
2. On Details, find Dependencies.
3. In Depends on, choose the task that must finish first, then choose Add.

What you should see: a warning that says This task is blocked until its unfinished dependencies are completed. The other task shows which task it is blocking.

On Timeline, dependency lines connect the tasks. If a date slips, use Shift schedule to move the task and, optionally, the tasks that depend on it. See projects, views, and planning.

Milestones

Tick Mark as milestone for a key delivery point, such as "Contract signed" or "Site live". Milestones show as a diamond on Timeline and with a ◆ symbol on Calendar. Keep them for moments that matter; not every task is a milestone.

Repeating tasks

Use Repeat for work that happens on a regular schedule, like a weekly report or monthly invoice check. The options are Never, Daily, Every weekday, Weekly, Monthly, and Yearly.

1. Create the task with a clear title, an Assignee, and a Due date.
2. Choose a Repeat option.
3. Save, then check that the next occurrence appears as you expect before relying on it.

If Repeat is missing, your plan may not include recurring tasks.

Use Automations instead when the work should happen automatically, or when each occurrence needs different customer details.

Task templates

Save a setup you use often:

1. Fill in a task, then choose Save as template.
2. Name the template and choose Save template.

To reuse it, open Templates at the top of Tasks. Choose Create now to create a task straight away, or Customize to open the form with the template filled in first.

Complete, archive, or delete

• Complete: tick the checkbox next to the task. A message shows Task completed with Undo for a few seconds. Completed tasks move to the Completed tab.
• Archive: choose Archive task in the panel. The task leaves active views but stays in Archived. Use Restore task or Restore to bring it back.
• Delete: choose Delete task, then confirm Delete task?. Deleting also removes its subtasks and can't be undone.

Archive when you want to keep the history. Delete only mistakes or duplicates. Delete task isn't offered when you open a task from Daily plan.

If something goes wrong

• "You have view-only access to Tasks." Your role can't edit. Ask a workspace admin.
• Assignee is greyed out. You don't have permission to assign tasks.
• Repeat is missing. Recurring tasks aren't included in your plan.
• I can't find a completed or archived task. Open the Completed or Archived tab, and clear search and filters.
• "Undo failed". The task changed elsewhere. Reopen it and set the status again.

FAQ

Can a task have more than one assignee?

No. Each task has one assignee so it's clear who is responsible. Use subtasks with their own assignees, or followers, to involve others.

Does "Effort (hours)" affect planning?

Yes. Planning → Workload uses it to estimate each person's load. Tasks without an estimate count as 8 hours there. Daily plan uses its own minute estimate for each day.

Next step

Group work into projects and choose the right view in projects, views, and planning.