Tasks and boards

Keep track of what needs doing on boards - add tasks, move them through columns, and set up boards for your own workflows.

This article is being updated.

Tasks is where your team keeps track of what needs doing. It's on for every business. In Settings → Modules it shows as Always on.

Boards

Tasks are organised into boards. The row across the top of the page lists every board you can see, with the number of tasks on each. A task lives on one board.

• Main Board - every business has one. It can't be renamed or deleted.
• Job boards - if your business uses Jobs, each project gets its own board, named after the job - a quick job gets one when you convert it to a project, or when you first link a task to it. Its pill shows the job number, and selecting the number opens the job. You can see a job's board if you can see the job.
• Custom boards - boards your team makes for its own workflows. A custom board can be seen by its members, and by anyone whose role can manage boards.

Find what you need

• The two view buttons switch between the board, with a column for each stage, and a list. The list is a table you can sort by Task, Status, Priority, Owner or Due. Prevarro remembers the view you last picked.
• Search tasks... finds tasks by their title.
• The filter button narrows the board by Owner and Priority. Reset filters clears them.
• My Tasks shows only the tasks assigned to you. All shows everything on the board.
• The Open, Due today, Overdue and Completed tiles count the tasks shown, and you can add a Total tile. Select a tile to show only those tasks, and select it again to clear it. A task is overdue when its due date has passed and it isn't in a complete column.

Add a task

1. Select New task, or select Add task at the bottom of a column to add the task straight into that column. When the board shows its groups as rows, Add task in a row also puts the task in that group. On a phone, it's the plus sign beside the column button.
2. Enter a Title. Everything else is optional: Description, Owner, Due date, the Column it starts in and its Priority (Low, Medium, High or Urgent). The owner starts as you, priority starts at Medium, and the task starts in the board's default column. Once it has a due date, Repeat can make it come back daily, weekly, fortnightly or monthly. If your business uses Contacts or Jobs, you can link a Contact or a Job - linking a job puts the task on that job's board.
3. Select Create task. To add several in a row, select Save & Add Another instead.

Work on a task

Select a task to open its panel. Select the title or any field to change it.

• Move a task by dragging its card to another column, or by picking a column at the top of the panel. You can also drag cards up and down to put them in order. On a phone, the board shows one column at a time: pick it from the button at the top, open a task to move it, and use a card's menu to Move up or Move down.
• Mark complete moves the task to the board's complete column. Reopen moves it back to the default column.
• Details holds the description, owner, due date, priority, any linked job or contact, the board's custom fields, Tags and attachments. Select Attach file to add a file.
• Notes is for comments. Type in Add a comment... and select Post. If your role can't post comments, you can still read them.
• Activity shows the task's history.
• Use the arrows at the top of the panel, or your left and right arrow keys, to step through the tasks on screen. Escape closes the panel.
• Move to board, in the panel's menu, moves a task to another board. A job board's tasks stay on their job.
• To delete a task, select the bin icon, then Delete.

If your role can view Tasks but not change them, there's no New task button, cards don't drag, and the panel says so. If a task is shared with you only because it's assigned to you, you can work on it and complete it, but you can't change its owner, tags or fields, or delete it.

Create a board

If your role can manage boards, select Board with the plus sign at the end of the row of boards. Enter a Board name, pick a Colour and select Create board. The new board starts with To Do, In Progress and Done columns, and you're its admin.

Manage a board

Anyone whose role can manage boards can manage every board. A custom board's admins can manage that board too. On a board you manage, select Board settings:

• Columns - rename them, drag them into order, add one or remove one. One column is Default, where new tasks land, and one is Complete. A column can't be both, and neither can be removed.
• Board groups (custom boards) - lanes that group tasks across the columns. Turn on Show each board group as its own row to see them. Tasks with no group sit under Unassigned.
• Phases (job boards) - the lanes are the job's phases, which you manage on the job. Turn on Show each phase as its own row to see them.
• Members (custom boards) - Add a member and give them the Admin or Member role on the board.
• Custom fields - add Text, Number, Select, Date or Checkbox fields. They show in the task panel for this board.

On a custom board you can also change the name and colour here. Select Save when you're done.

You can also add and rename columns on the board itself. Select the plus sign after the last column and type a name, or select a column's name to rename it.

To remove a custom board, select Delete board. If it still has tasks, choose Move tasks to Main Board or Delete tasks.

Tasks on jobs and contacts

• A job's Tasks tab shows that job's board, with the same controls. Open in Tasks takes you to it on the Tasks page.
• A contact's or organisation's record has a Tasks tab listing the tasks linked to it. An organisation's tab also lists its people's tasks. Select Add task to create one linked to the record. It goes on the Main Board unless you pick another board.