Content
The /content hub for document and task templates with their lifecycles and automations, product brands, the product category tree, and organization tags.
Agenda
How to schedule agenda items in shared and personal calendars, plan task work on the Planning board, subscribe through iCalendar feeds and import Google Calendar events.
Content
The /content hub for document and task templates with their lifecycles and automations, product brands, the product category tree, and organization tags.
Agenda
How to schedule agenda items in shared and personal calendars, plan task work on the Planning board, subscribe through iCalendar feeds and import Google Calendar events.
How to plan, track, bill and finish work with tasks, including the board, subtasks, materials, time entries, comments and the task lifecycle.
Tasks are the organization's units of work. A task can belong to a customer and one of their assets, link to quotes and invoices, carry the materials and hours spent on it, and end in an invoice through the finish flow.
Tasks live under Workspace, Work, Tasks in the sidebar. The routes are:
| Route | Purpose |
|---|---|
/{orgSlug}/tasks | Board: a Kanban board with one column per status. |
/{orgSlug}/tasks/all | All tasks: a searchable, filterable table. |
/{orgSlug}/tasks/mine | My tasks: open tasks assigned to you. |
/{orgSlug}/tasks/create | Create a task. |
/{orgSlug}/tasks/{taskId} | Task detail. |
| Status | Meaning |
|---|---|
| Todo | Not started. |
| In progress | Work has started. |
| On hold | Paused. Putting a task on hold pauses its lifecycle. |
| Done | Finished. |
Priority is Low, Medium, High or Urgent. Lists sort open work before done work, then by nearest due date and highest priority, unless you sort on a column yourself.
Tasks can also be archived. Archived tasks stay available for reference but disappear from active lists. The All tasks filters can include done and archived tasks again.
Each task gets a per-organization number, shown as #{number}.
Subtasks are child tasks of a root task. They have their own status and can be reordered, edited and deleted from the Subtasks section. Boards and lists show root tasks only, with a {done}/{total} done progress count. Generate subtasks asks AI for suggestions based on the task, and you accept or discard each one.
Materials are products used on the task. Each line has a quantity, a unit that follows the product, a read-only unit price, a billable flag and a stock status:
| Stock status | When it applies |
|---|---|
| Reserved | The product tracks stock and the quantity is held for this task. Reserving more than is available is allowed; the shortfall is backordered. |
| Consumed | The quantity has been taken out of stock. |
| Untracked | The product does not track stock. |
A new material starts as Reserved for tracked products and Untracked for others. Removing a material releases any reserved stock. When the task links a sent or accepted quote, you can add the quote's products and take over the stock the quote still holds. The section flags products that are over the quoted quantity or not on the quote, and offers Order at supplier for products with a preferred supplier. Suggest materials asks AI to propose lines from your product catalog.
See Products for stock tracking and Quotes for quote holds.
The Time tracking section logs hours and minutes per user with an optional note and a billable flag. Time reserved on Planning appears as a draft entry until you confirm or dismiss it. When a quote is linked, the section compares logged hours with quoted hours. Task time also appears in Time.
Time entries and materials are billed per line. Once an invoice bills a line, it is locked and shows a billed icon that names the invoice.
Comments use a rich text composer. Type @ to mention users or teams and # to reference work and customer records. Mentioned users, and active members of mentioned teams, receive a notification. See Notifications.
Select New task on the board or the All tasks page, or pick a task template from the From template menu next to it. Templates are managed under Content. Assistants and integrations can also create tasks through the API and MCP.
The board shows every open task plus tasks completed since the start of last month. Switch the period to All time to see older completed work. Drag a card to another column to change its status, or within a column to change its manual order. Select several cards to change status, priority, assignees or tags in bulk, or to archive or delete them.
Select Finish task on the detail page, or drag the card to Done on the board. Both open the same checks dialog:
Depending on what is still unbilled, the dialog offers one of these actions:
Finishing marks the task Done and consumes its materials. When a quote that was invoiced has no open tasks left, it is archived off the quotes board. See Invoices.
The Danger zone section archives a task or deletes it permanently with its assignees and comments. Deleting a subtask also deletes its related data.
| Key | Grants |
|---|---|
organization.tasks.view | View the board, lists, task detail, comments and the lifecycle. |
organization.tasks.create | Create tasks. |
organization.tasks.update | Edit tasks, status, order, assignees, subtasks, materials and time entries, and finish tasks. |
organization.tasks.delete | Archive and delete tasks. |
organization.tasks.comment | Add, edit and delete comments. |
Finishing with a new invoice also requires organization.invoices.create, and appending to a draft requires organization.invoices.update. Creating a customer or asset from the task form requires organization.customers.create or organization.assets.create. See Access control.
Every root task runs the Task lifecycle from the moment it is created. It tracks In progress, On hold and Done, and the progress shows in the status section on the detail page. The task Options popover shows the lifecycle workflow, which you can change only while the task is Todo. See Workflows.
Automatic workflows email assignees when they are added to a task, remind them when a task is due within 24 hours, and remind assignees and the reporter when it is overdue.
MCP tools for tasks:
| Tool | Kind |
|---|---|
listTasks | Read |
getTask | Read |
createTask | Write |
updateTask | Write |
setTaskStatus | Write |
AI also powers Generate subtasks and Suggest materials on the detail page. See MCP and AI agents.
All paths are relative to /api/v1/organizations/{organizationId}.
| Resource | Operations |
|---|---|
tasks | listTasks (GET), createTask (POST) |
tasks/{taskId} | getTask (GET), updateTask (PATCH), deleteTask (DELETE) |
tasks/{taskId}/status | setTaskStatus (PATCH) |
tasks/{taskId}/assignees | setTaskAssignees (PUT) |
tasks/{taskId}/comments | listTaskComments (GET), addTaskComment (POST) |
tasks/{taskId}/comments/{commentId} | updateTaskComment (PATCH), deleteTaskComment (DELETE) |
tasks/{taskId}/time-entries | listTaskTimeEntries (GET), addTaskTimeEntry (POST) |
tasks/{taskId}/time-entries/{entryId} | deleteTaskTimeEntry (DELETE) |
tasks/{taskId}/lifecycle | getTaskLifecycle (GET) |
tasks/{taskId}/lifecycle/advance | advanceTaskLifecycle (POST) |
tasks/reorder | reorderTasks (POST) |
quotes/{quoteId}/tasks | setQuoteTasks (PUT) |
listTasks filters by status, priority, due date bucket, assignee, customer and tag, and supports q, limit and offset. Materials and subtask editing are not exposed through the REST API. See API and OpenAPI for request and response schemas.
Last updated on
Content
The /content hub for document and task templates with their lifecycles and automations, product brands, the product category tree, and organization tags.
Agenda
How to schedule agenda items in shared and personal calendars, plan task work on the Planning board, subscribe through iCalendar feeds and import Google Calendar events.
