Tasks in BuildBook are used for to-do’s that come up in the day-to-day of a job or even to track punch list items toward the end of a job. They are great for managing things that you don’t want to slip through the cracks.
Overview
Tasks are easily created through different areas of BuildBook and can include information like
due date (or date range)
status
subtasks
notes
file attachments
They can be assigned to anyone that you have added to your People tab in BuildBook and those assignees who are invited to the Projects will be able to help manage them!
Clients are not automatically shared on Tasks but they do see Phases! Phases are your high level overview of the Project while Tasks are the more granular to-do's. We've made it easy so you can optionally share Tasks with your Clients to keep them in the loop!
The Task tab in your project contains all of the Task information in one place! It shows you all upcoming Tasks and completed Tasks. You can switch your view from List View to Card View for a more interactive experience when moving through Task Statuses, you can filter for Tasks assigned to your or your team, and even export your Tasks or add to them by coping them from another Project!
Task Views
You can choose between List View or Card View to change the way you organize and view your Tasks.
To switch between views, click the List View dropdown.
Card View allows you to view Tasks organized by status and use drag and drop to quickly change the status of a Task. Here's a bit more information about the Task Status:
Not Started - The Task has been created but the work has not begun.
In Progress - The work has begun on the Task.
On Hold - The work on the Task has stopped for some reason but will resume shortly. E.g. the cabinets for the kitchen are on backorder and we need to get those before we can finalize measurements.
Completed - The Task is completely finished and there is no work remaining.
Once you've moved your Task to the desired status column, you'll notice that the status inside the Task also changes:
Additionally, you can change the status of a Task by opening the Task and changing it through the status drop-down:
Sort and Filter Tasks
Assignee Filter
You can easily filter which team members are assigned to certain Tasks or filter by all unassigned Tasks in order to determine what remaining Tasks need to be assigned using the "Assigned To" filter.
Tags Filter
You can associate Tags with Tasks for a variety of uses to help you filter and view specific kinds of Tasks based on things like category, priority levels, or more specific Tasks like Inspections. Just click the "Tags" filter and select the Tags you want to see.
Sort Tasks
Tasks can be rearranged by hovering over a Task, clicking the ≡ icon, and dragging the Task to the new spot you'd like. This automatically creates a "Custom" sort where you can rearrange Tasks in the order of your choosing.
You can switch back to the "Due Date" Sort option to quickly switch back to seeing all of your Tasks in chronological order.
Task Permissions
Team and Collaborator Permissions
Your Team and Collaborators have a couple of different permissions that can be used for their Tasks on the Projects:
Permission Level | Description |
Everything | User can Read, Comment, Create, Edit, Delete, and Share Tasks. |
Read and Comment Only | User can only Read and Comment on ALL TASKS. They can also mark tasks that are assigned to them complete. |
Ready and Comment on Assigned | User can only Read and Comment on Tasks which are assigned to them. They can also mark these Tasks as complete. |
No Access | User has no access to the Tasks tab. |
Client Permissions
Clients have slightly different permissions for Tasks as they're not automatically shared Tasks. If you need help sharing a Task with your Client, check out our Share Tasks article to check out how! You'll also be able to change the Client Visibility options in bulk if you need to; check out Bulk Editing Tasks to change the permissions for all Tasks!
Within the Project, you can choose to select the check box for Tasks in their permissions so they can see the Tasks tab:
You'll still have to share Tasks with your Clients in order for them to see any Tasks in that tab. If you share that tab without sharing any Tasks, the Clients side will look like this:
Once you've shared Tasks with your Client, that tab will fill up with the Task info including the assignees and the Clients will even be able to see the completed Tasks:
Here's an easy article that goes over everything you need to share a Task with a Client.
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