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Project management

How to create a task and subtasks in a project

Under Contacts › Tasks, open the list, click Add task (or + Add Task at the foot of a column), name it, set the assignee, date and priority, and save. Open the task for the description, fields, CRM records and comments; under Subtasks, click Add Task for each step.

Updated on

Before you start

  • A space with at least one list already exists (see "How to create a space, lists and the statuses for a project").
  • Know who owns it, when it's due and which stage it starts in.
  • To link the task to a client, the contact (or opportunity) must already exist in the CRM.
Where to find it

Contacts › Tasks › (list) › Add task

Step by step

Create the task quickly

  1. In the left panel, click the list the task belongs in.
  2. Click Add task in the toolbar; or, in Kanban view, click + Add Task at the foot of the column for the status it should start in (it's created in that status).
  3. Enter a name that says what needs to happen: "Send proposal to Smile Clinic" beats "Proposal".
  4. In the composer itself, use Add assignee, Select date and Priority. Set the assignee right away: an unowned task gets lost.
  5. Click Save. The task appears as a card in the column.

Fill in the detail

  1. Click the card to open the task panel (on the right or as a modal; your preference is remembered). The top shows where the task lives: Space / List.
  2. Confirm the Status.
  3. Write the Description with the rich text editor (lists, bold, images). A good habit: say what "done" looks like.
  4. Open All fields and fill in the space's custom fields; empty ones show a dash.
  5. Under Associated objects, link the CRM records the work relates to (the client's contact, the opportunity).
  6. Click Save (or Cancel to discard).

Add subtasks

  1. Open the parent task.
  2. Scroll to the Subtasks section (the heading shows how many exist).
  3. Click Add Task, enter the step's name and save.
  4. Repeat for each step. Since a task has a single assignee, subtasks are how you split work across several people: assign each subtask to whoever does it.
  5. The parent task's card now shows the subtask count.

Comment and share

  1. At the foot of the panel, type in Write a comment… to keep the discussion attached to the work. Comments support mentions, replies, images and editing.
  2. To send the task to a colleague, copy the browser address while the task is open: anyone with access to the space lands right on it.

Move the task to another list

  1. Open the task and choose the move option.
  2. Pick the destination list (it can be in another space).
  3. If the destination space has different statuses, confirm which status the task takes on arrival. Review it rather than accepting the default.
  4. Confirm. The task no longer appears in the original list: it's a relocation, not a copy.

Tips

  • Prefer names that describe an outcome ("Website approved by client") over names that describe a topic ("Website").
  • For a task two teams both need to see, use Add to another list instead of duplicating it: it stays one task, visible in several lists, and any update shows everywhere.
  • A task added to another list keeps its home list's statuses; someone working in the secondary list can only move it between those statuses.

Common problems

  • I can't find a colleague in the Assignee field → Only people with access to the space appear. Open the space's Settings and add them under Share with.
  • I created the task in the wrong column → Drag the card to the right column, or open the task and change its Status.
  • I want two assignees on the same task → Not possible. Create a subtask per person and keep the parent task as the overall outcome.
  • Saving a task from another list gives a status error → The task belongs to another list and only accepts that list's statuses. Pick a status from its home list or move the task for good.
  • I moved the task and it landed in an unexpected column → The status was remapped when changing space. Open the task and fix its Status.

Frequently asked questions

Can a subtask have subtasks?

Use subtasks as the steps of a task. If a step is so big it needs its own steps, make it a task.

Yes. Under Associated objects you can link several CRM records; the heading shows how many are linked.

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