Tasks
Tasks are the work items that make up a project. Every task belongs to a project, and tasks can be assigned, prioritized, scheduled with a due date, tracked with time, broken into subtasks, and discussed with comments.
Overview
Tasks let you:
- Break a project down into discrete, assignable work items
- Assign each task to a team member (or leave it unassigned)
- Set a status, priority, due date, and time estimate
- Add subtasks to split a task into smaller steps
- Log time against a task and track estimated vs. actual minutes
- Discuss work in per-task comments
- Search and filter across all tasks, including a "My Tasks" and "Unassigned" view
Tasks vs. Checklists
These are two separate features — don't confuse them:
| Tasks | Checklists | |
|---|---|---|
| Belongs to | A project (required) | Reusable procedures / runbooks |
| Found under | Reached from a project (see below) | PSA → Checklists and PSA → My Tasks |
| Purpose | Trackable project work with time, subtasks, comments | Repeatable step-by-step lists you complete |
| Time tracking | Yes (per task, billable/non-billable) | No |
This page documents project Tasks. For repeatable step lists, see the Checklists feature in the PSA section.
Navigate to Tasks
Tasks are not a top-level sidebar item — they live with their projects. The most common path is:
- Open a project (PSA → Projects, then choose a project).
- Use the project's task list, or click New Task to add one.
There is also a cross-project Tasks list at the /tasks URL. It shows tasks across all of your projects with search and filters, and a Create Task button in the header.
Task List
The Tasks list shows one row per task with these columns:
| Column | Description |
|---|---|
| Task | Task name (links to the task detail page) |
| Project | The owning project, with its client shown beneath when present |
| Status | To Do, In Progress, Blocked, or Done |
| Priority | Low, Medium, High, or Critical |
| Assignee | Assigned team member, or Unassigned |
| Due Date | Due date if set; overdue dates are highlighted |
Filtering
The list has a search box plus two filter dropdowns:
- Search — matches the task name (and, in the My Tasks view, the description as well).
- View — All Tasks, My Tasks (assigned to you), or Unassigned.
- Status — All Statuses, To Do, In Progress, Blocked, or Done.
Creating a Task
- From a project, click New Task (this pre-selects the project), or click Create Task on the Tasks list and choose the project yourself.
- Select the Project (required).
- Enter a Task Name (required).
- Optionally add a Description.
- Set the Status and Priority (default: To Do / Medium).
- Optionally choose an Assignee.
- Optionally set a Due Date and an Estimated Time (minutes).
- Click Create Task.
You're taken to the new task's detail page after it's created.
Task Fields
| Field | Description |
|---|---|
| Project | Owning project (required) |
| Task Name | Short title for the task |
| Description | Free-text details |
| Status | To Do, In Progress, Blocked, Done |
| Priority | Low, Medium, High, Critical |
| Assignee | Team member responsible (optional) |
| Due Date | Target completion date (optional) |
| Estimated Time | Estimate in minutes (optional) |
| Time Tracked | Total logged minutes (actual), shown against the estimate |
| Created | When the task was created, and by whom |
Statuses
| Status | Meaning |
|---|---|
| To Do | Not started yet |
| In Progress | Actively being worked on |
| Blocked | Can't proceed (waiting on something) |
| Done | Completed |
Priorities
| Priority | Use for |
|---|---|
| Low | Can wait |
| Medium | Normal priority (default) |
| High | Important / time-sensitive |
| Critical | Urgent, top of the list |
Task Detail Page
Opening a task shows its description, a sidebar of details (project, client, assignee, due date, time tracked, created info), Quick Actions (Log Time, Assign Task, Add Subtask), and three tabs:
Subtasks
Break a task into smaller steps. Subtasks are themselves tasks that belong to the same project, linked under the parent.
- On the Subtasks tab (or via Add Subtask in Quick Actions), click Add Subtask.
- Enter a Subtask Name and click Create Subtask.
- Toggle a subtask's switch to mark it complete. The header shows progress (e.g. "2 of 5 completed").
Comments
Discuss the task with your team.
- Open the Comments tab.
- Type into Write a comment…
- Click Post Comment.
Each comment shows its author and a relative timestamp.
Time
Track effort against the task.
- On the Time tab (or via Log Time in Quick Actions), click Add Time.
- Enter the Time (minutes) and click Log Time.
Logged time is added to the task's total tracked minutes and shown against the estimate. Each time entry records the user, date, minutes, and whether it's Billable.
Editing and Reassigning
- Click Edit on the task detail page to change any task field, including the assignee, status, priority, due date, and estimate.
- Assign Task in Quick Actions opens the same edit screen so you can set or change the assignee.
Tips
- One project per task — a task can't exist without a project, so create the project first.
- Use subtasks for checklists within a task — they give you completion progress without leaving the task.
- Set estimates — logging time against an estimate makes the estimated-vs-actual comparison on the detail page meaningful.
- Mark blocked work as Blocked — it keeps stalled items visible instead of looking idle under To Do.