Module 10: Project Coordinator - Use and Manage Tasks

Step 1: Open the Job Module

Click the job module you want to add a task to (for example, Assessment BU01).

Details:

• A job can have several modules open at once, shown as tabs along the top
• Each module has its own Tasks tab, separate from the others

Step 2: Open the Tasks Tab

In the module's left-hand menu, click Tasks.

Details:

• Sits among the module's other sections, alongside Timesheets, Status Logs, and Audit Trail
• If no tasks exist yet, the screen shows "No Tasks for this job"

Step 3: Start a New Task

Click New Task.

Details:

• Opens the New Task dialog, starting with a Template field
• A second icon next to New Task lets you mark tasks as complete in bulk

Step 4: Select a Template

Click the Template dropdown and choose the type of task — in this example, Follow up Client.

Details:

• Other templates available included Customer Signoff received, Follow up Appointment Time, Follow up Customer Photos, Follow up Customer for Appointment Time, Triage Completed, and Update Quote Tag
• Choosing a template pre-fills the task with relevant default wording

Step 5: Assign the Task

Click For and select who the task is for.

Details:

• Assignee options will be shown
• The task will show up for whoever is selected here, both on the job and in their notifications

Step 6: Set the Due Date

Review or adjust the Due On date, using the quick-date buttons if helpful.

Details:

• Quick-date options include TODAY, +1 DAY, +1 WEEK, and +1 MONTH
• Defaults to a date already filled in based on the template chosen

Step 7: Mark as Urgent if Needed

Tick Urgent if the task needs priority attention.

Details:

• Sits next to the Due On field
• Left unticked by default

Step 8: Add a Description

Click Description and enter details about the task.

Details:

• A required field — leaving it empty shows a red "Required" validation message
• This is where the specifics of what needs to be done go, beyond what the template name alone conveys

Step 9: Create the Task

Click Create to save the task.

Details:

• The assignee is notified of the new task via the notifications bell in the top-right corner
• The task immediately appears in the job's Tasks tab, marked Open, with its due date and description shown

Step 10: Check the Assignee's Notifications

Click the notifications bell to confirm the task notification has gone out.

Details:

• The bell is the same notifications panel used for email and SMS alerts covered in other modules
• Confirms the assignee has been alerted without needing to check the job directly

Step 11: Review Tasks from the Side Panel

Click the Tasks tab in the side panel (alongside Mentions and Emails) to see tasks from this view as well.

Details:

• Gives a cross-job view of tasks, similar to how Emails and SMS can be checked from the notifications panel
• The task stays listed here until it's actioned or marked complete

Step 12: Return to the Job's Tasks List

Click Tasks in the job's left-hand menu to go back and manage tasks within the job.

Details:

• The task now appears in this list and stays here until it's actioned
• This is the same Tasks section opened in Step 2, now showing the task just created

Step 13: Open a Task to Edit It

Click the pencil icon next to a task to open it for further editing or updates.

Details:

• Selects the task area so its template, assignee, due date, Urgent flag, or description can be changed
• This is how an existing task is managed after it's been created, rather than creating a new one

Summary

Key Use and Manage Tasks Steps:

Creating a Task:

• Open the job module, then Tasks in the left-hand menu, then click New Task
• Select a Template, assign it to someone with For, and set the Due On date

Finishing the Task Details:

• Tick Urgent if needed, and add a Description (required)
• Click Create to save it

Tracking It:

• The assignee is notified via the notifications bell
• The task stays visible in the job's Tasks tab, and in the Tasks tab of the side panel, until it's actioned

Managing an Existing Task:

• Go back to Tasks in the job's left-hand menu to see the task listed there
• Click the pencil icon next to it to open it for editing or updates

Key Points to Remember:

• Description is a required field — a task can't be created without one
• Templates pre-fill common task types, but the Due On date and Urgent flag can still be adjusted per task
• Tasks remain in the list marked "Open" until someone actions or completes them
• The pencil icon next to a task is how it's reopened for edits after creation

👇 Recap

• You've learned how to open a job's Tasks tab and start a new task from a template.
• You've assigned the task to someone, set its due date, and added a required description.
• You've created the task and seen where it shows up — in the assignee's notifications and the Tasks tab.
• You've seen how to go back into the job's Tasks list and open a task with the pencil icon to manage or update it.

FAQ

Where do I create a task for a job? Open the job module, click Tasks in the left-hand menu, then click New Task.

How does the assignee know a task has been created for them? They're notified via the notifications bell in the top-right corner.

Is a description required when creating a task? Yes — leaving Description empty blocks the task from being created, shown with a "Required" validation message.

What templates are available when creating a task? In this recording: Customer Signoff received, Follow up Appointment Time, Follow up Client, Follow up Customer Photos, Follow up Customer for Appointment Time, Triage Completed, and Update Quote Tag.

How do I edit a task after it's created? Go to Tasks in the job's left-hand menu, then click the pencil icon next to the task to open it for editing.