Add tasks
Adding a task
Start adding a task from the location of your choice in the software:
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From the top menu via the Add new button
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My day home page via the plus button
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From the resourcing kanban or list view by clicking Add task or Copy task
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From a Quote row via the three dots
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From the project card via the Add new button
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From an existing task by copying the task information from Task management > Duplicate task.
Task details
- Task name*
- Task project*
- Visibility: whether the task is shown to everyone (according to permissions) or only to the members selected for it.
- Edit sections: add or remove fields to be filled in for the task.
- Recurring: read more in the next section of the instructions.
- Dates: select either a due date or a date range.
- Status: options are fetched from the resourcing settings.
- Priority: options are fetched from the resourcing settings.
- Tags: tags can be selected as identifiers for tasks. Tags are managed in settings.
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Members: on the right you can see how many of the project’s total budgeted hours are remaining.
Under Add member, select the team, user, or placeholder to which the task is assigned, as well as the number of hours and job type per member. A placeholder can be selected during planning when the executor of the task has not yet been decided, and these hours can later be assigned to an actual user or team via the sharing icon. - Pricing: choose from the following, and if invoicing is allowed only after the task is marked as done
-Default pricing: hours logged to the task are invoiced according to pricing defined elsewhere.
-Custom pricing: here you can define a task-specific hourly rate for members, which overrides other pricing in invoicing.
-Fixed price: here you can add a task-specific scheduled invoicing row for the project, which is invoiced instead of working hours.
-Non-billable: hours logged to the task are marked as non-billable. - Description
- Checklist: add the different phases of the task as needed. In settings, you can define whether the checklist must be completed before the task can be marked as done.
- Attachments
- Save task*.
Recurring tasks
If this is a task that recurs at certain intervals, you can define the recurrence frequency and expiration here. For example, invoicing on the 5th day of each month until the end of the year.
A recurring task is marked in the kanban view with a calendar icon, which indicates the number of remaining occurrences.
For example, you can drag this month’s recurring task to the next In progress stage, while the tasks for the following months remain waiting in the To do stage.
Task progress (statuses) and editing
Task progress and completion
As the task progresses, you can drag it forward to the next status in the kanban view or change the task status, for example, on the task card. The software’s default statuses are To do, In Progress & Done, but you can also create additional statuses in settings.
A task is marked as done by dragging it to the last status in the kanban view or by clicking, for example, Mark as done on the My day dashboard.
Editing task details and checklist
If needed, you can edit the task details by opening the task, for example by clicking it in the kanban view.
In the edit view, you can mark your own hours for the task as done, or if the task has a checklist, you can mark its steps as done by ticking them off.
Viewing tasks in different views
The resourcing Tasks section can be viewed in three different ways, and tasks are also shown elsewhere in PSA.
At the top of the resourcing views, you can filter the tasks shown, for example by time period, project, or pipeline.
Kanban view
The Kanban view visualizes the progress phases of tasks with statuses, which you can define in settings entirely according to your company’s needs.
List view
The list view is useful, for example, when you want to show only overdue tasks or export tasks to Excel.
Gantt view
The Gantt view is a timeline view where you can see how tasks are placed across the project time period. You can also group tasks by project, user, or priority, or add subtasks.
Viewing tasks around the software
In addition to the Resourcing module, you can also view your tasks elsewhere in the software and subscribe to related notifications.
- My day home page shows current tasks and allocations.
- Time management hour calendar allows you to log hours directly to the day’s tasks.
- New reports can be used to list, for example, the entire company’s overdue tasks.