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User guide › Running projects › Chapter 11

Tasks and My work

Tasks are pieces of work given to a person with a due date: call the client, order the glass, send the drawing. My work collects everything waiting for you in one list: your tasks, follow-ups, visits and approvals.

The dashboard numbers are explained here too, because they are built from the same lists.

The screens

Tasks

Work given to people, with due dates.

  1. The open tasks: what it is, the project, who it is given to, status (To do, In progress, Blocked), priority and due date.
  2. Done on a row finishes the task; the pencil edits it and the bin deletes it.
  3. Show completed brings back tasks already done. New task gives a new piece of work to someone.
Where in the menu
Projects > Tasks
Who can open it
Company Admin, Sales, Project Manager, Employee, Viewer
Plan
Every plan
Open it in the sample workspace

Read about this screen: How do I give someone a task? · What do the task statuses mean?

My work

Everything waiting for you, in one list.

  1. On the left, everything waiting for you, counted by kind: follow-ups due, tasks due, site visits today and tomorrow, quotations awaiting a reply, overdue invoices, leave and expenses to approve, designs waiting on the client.
  2. Pick one to see only that kind, or Everything to see it all.
  3. On the right, each item with how late it is (in red when overdue) or when it is due. Press one to open it.
  4. The number beside My work in the menu is the same count, so you see it from any screen.
Where in the menu
Dashboard
Who can open it
Company Admin, Sales, Project Manager, Accounts, Employee, Viewer
Plan
Every plan
Open it in the sample workspace

Read about this screen: How do I make sure I follow up every lead on time? · What is My work?

How to

How to

How do I give someone a task?

Open Tasks, press New task, write what needs doing, pick the project, priority, due date and the person in Given to. They see it in My work and get a notification.

Where in the menu
Projects > Tasks
Who can open it
Company Admin, Sales, Project Manager, Employee, Viewer
Plan
Every plan

On screen: Tasks

  1. Open Tasks and press New task (or New > Task anywhere).
  2. Write the task and any details.
  3. Choose the project if it belongs to one, the priority (Normal, High, Urgent) and the due date.
  4. Pick the person in Given to. Employees with a mobile sign-in can be given tasks too.
  5. Save.

They are told under the bell and see it in My work when it is due. You are told as they move it along. Tasks can be added offline.

Read next

Good to know

Explained

What do the task statuses mean?

To do, In progress, Blocked, Done and Cancelled. Change the status as work moves; Done takes it off everyone's list.

Where in the menu
Projects > Tasks
Who can open it
Company Admin, Sales, Project Manager, Employee, Viewer
Plan
Every plan

On screen: Tasks

  • To do: not started.
  • In progress: someone is on it.
  • Blocked: waiting on something (material, the client). Say what in the details.
  • Done: finished; it leaves the pending list.
  • Cancelled: not needed any more.

Press Done on a task to finish it quickly, or edit it to choose another status.

Read next

Explained

What is My work?

Your inbox: customers who replied, follow-ups due, tasks due, site visits today and tomorrow, quotations awaiting a reply, overdue invoices, leave and expenses to approve, and designs waiting on the client.

Where in the menu
Dashboard
Who can open it
Company Admin, Sales, Project Manager, Accounts, Employee, Viewer
Plan
Every plan

On screen: My work The dashboard

My work collects what needs you, in one list:

  • Customers replied (on a shared quotation or invoice)
  • Follow-ups due
  • Tasks due
  • Site visits today and tomorrow
  • Quotations awaiting a reply
  • Overdue invoices
  • Leave to approve
  • Expenses to approve
  • Designs waiting on the client

Pick a group on the left (chips on a phone) to see only that. Each item opens where you deal with it. What you see follows your role. The number next to My work in the menu is how many items are waiting. For you today on the dashboard shows the most urgent ones.

Read next

Explained

What do the numbers on my dashboard mean?

Invoiced this month, Outstanding, Spent this month, Open quotations and Open leads, then charts and lists. Spent is expenses plus project costs. The dashboard follows your role.

Where in the menu
Dashboard
Who can open it
Company Admin, Sales, Project Manager, Accounts, Employee, Viewer
Plan
Every plan

On screen: The dashboard

  • Invoiced this month: total of invoices dated this month.
  • Outstanding: money still due on all invoices.
  • Spent this month: expenses plus project costs.
  • Open quotations and Open leads: waiting for a decision.

Below: Invoiced, collected and spent for six months, the lead pipeline, projects, upcoming site visits, tasks, recent quotations and new customers. Tap a card to open its list.

The dashboard shows only what your role can open and puts your role's blocks first, so a salesperson and an accountant see different dashboards.

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