Tasks and reminders
Two different things keep a project moving. A task is a piece of work someone has to do. A reminder is a nudge at a time you choose. Both live on the project — but tasks are shared with the team, and reminders are yours alone.
Short version: open a project, go to Tasks and choose New task, or go to Reminders and choose Add reminder.
Tasks
Add one
- Open the project and go to Tasks.
- Choose New task.
- Type a Title — *e.g. Pour the foundation*. That is the only thing you must fill in.
- Choose Add task.
The rest can be added now, or later while the work happens:
| Field | What it does |
|---|---|
| Description | The detail behind the title. Up to 4,000 characters. |
| Priority | Low, Normal, High or Urgent. |
| Stage | Which stage of the work it belongs to. |
| Assignees | One person or several. Add people picks from the project's team; leave it Unassigned while nobody is decided. |
| Schedule | A start date and end date, or a start date and a duration in days — fill in two and the third follows. |
Work on it
Open a task and you can:
- Change the status — Not started, In progress, Completed or Cancelled.
- Break it into a checklist — Add item for each sub-step, then tick them off as you go. Up to 100 items, and removing one gives you a one-tap Undo.
- Log time — record hours worked against an estimate and see what is logged and what is left.
- Set a dependency — *After another task*, so the order of the work is written down. A loop is refused.
- Comment — discuss it with the team.
- Edit or Delete it.
Who can edit: you need the Manage tasks permission, or the task has to be assigned to you. Deleting a teammate's task is allowed with that permission, and is recorded with your name and your reason.
Finding one
Search by words, or filter by status, Assigned to and Due date. A task with no due date is left out of any date range.
Reminders
A reminder is an alert. It arrives at a date and time you set.
Reminders are yours alone. You only ever see your own — nobody else on the project sees them, and you don't see theirs. If someone else has to act on it, make it a task instead.
Add one
- Open the project and go to Reminders — or use + → Reminder on the project feed.
- Type a Title — *e.g. Call the supplier*.
- Set the Due date and the Time.
- Optional — Remind me: how far ahead the alert arrives. At time of event, 5 minutes before, 1 hour before, 1 day before, or a Custom amount.
- Optional — Repeat: Daily, Weekly, Monthly or Yearly, or every few days, weeks, months or years. A repeat can run on for ever, end On a date, or stop After a number of times.
- Optional — add a Note.
- Choose Add reminder.
When one is due
Reminders are grouped into Overdue, Today, Upcoming and Done. On one you can:
- Mark done once it is handled.
- Dismiss it when it is no longer needed.
- Snooze it — In 1 hour, In 3 hours, Tomorrow morning or Next week.
Deleting a reminder is permanent, and there is no undo for it.
Where they show up
Tasks and Reminders each have their own place on the project, and both also appear in the project's activity feed beside transactions, notes and activities — so one feed carries the whole picture. See Track money on a project.
Tips
- Title first, detail later. A task with only a title is already useful.
- Use a checklist when a task has several steps — ticking items off shows progress at a glance.
- Set "Remind me" ahead of time for things you have to prepare for, not only react to.
- Snooze rather than dismiss when something is still relevant, just not now.
- Task or reminder? If someone else has to act, make it a task. A reminder only ever nudges you.
Related: How to create a project · Track money on a project · Add staff