Adding & Managing Tasks

Dashboard > Select a Project > Tasks

Dashboard > Select a Project > Calendar

Permissions

Always remember to ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.

In order to manage Tasks, users will need Create, Edit, or Manage permissions for Tasks

SiteMax Systems offers a user-friendly way to stay organized and on top of your tasks. By adding and managing tasks within your project, you can easily keep track of progress and ensure timely completion. Let's go through the simple steps to get started.

Adding Tasks

There are several ways you can add Tasks. Within your Tasks module (naturally), but you can also create new tasks within your Calendar. Here's how!

Tasks Module

In the Tasks module, you can manually add one task at a time, or you can add several tasks at once by importing them from a CSV file, or by copying them from another Project.

Manually Adding Tasks

From the dashboard, select a project then click on the "Tasks" on the sidebar.
Within the "Tasks" page, click into the Add Task field and start typing to give the task a title.
Click Enter on the keyboard to save and move onto the next task.
Click onto a task Title to open the Task Details.

Here, you can:

Assign a user
Set a Due Date/Time or Start Date End Date/Time (List Dependant).
Set an Email Reminder for yourself (sending to your email)
Include Subtasks if required
Write out a Description, set a calendar Colour
Add Photos, PDFs.
Save your Task.

Copying Tasks

In your Project's Tasks module, click on the arrow inside the blue "+ Add List" button
Select "Copy tasks from"
A pop up screen will appear where you can enter the Project name from which you wish to copy your Tasks
Select the Tasks and Subtasks you want and click "Copy"

Importing Tasks

In the Tasks module of your project, click on the arrow in the blue "+ Add Lists" button at the top left.
Select "Import tasks"
A pop up screen will appear where you can import your CSV file containing your To Do, or Scheduled Tasks.
1. Click "Browse" to locate and select your CSV file from your desktop
2. Click "Import" to import the selected file.

*Note: Use the sample CSV file to ensure you are using the correct format

Calendar

Adding Tasks in your Calendar is quick and easy.

Open the Calendar module in your Project
Click the blue "+ Add Event" button at the top left of the screen
A pop up screen will appear allowing you to add some details of the Task, including task name, assignees, due date & project
Don't forget to click "Save" to save your new task

To make any edits or additions to the Task, select the new task on your calendar's due date and you can add your description, any necessary photos or PDFs

Creating Lists

Adding Tasks Lists are a great way of monitoring your Tasks. They keep your Tasks neat and organized and allow you to locate them easily.

To start, click on the blue "+ Add Lists" button at the top left of the Tasks module
A new pop up window will appear where you can enter the name of your new Task List and choose to record it by due date, or by duration, as well as choose the colour for easier organization
Click "Save" to create your list.

Editing your List

Once your list has been created, you can make any edits necessary, or delete it entirely.

Click on the pencil icon beside your List and the screen above will appear, allowing you to make your changes or click "Delete" to remove the List
*Note; The number beside the pencil icon tell you how many Tasks are in your List
Adding Tasks to your List
To add Tasks to your list, simply select the List, so that the blue line on the right shows up, and add your Tasks as per the instructions above.

Deleting Tasks

You can remove Tasks individually within the task itself or in bulk using your Actions menu.

Deleting Individual Tasks

Locate and select the Task you wish to delete in either your Tasks or Calendar modules
In the Pop up screen, click on the "Delete" button at the bottom left
In the new pop up window confirming your deletion, click "OK"

*Calendar View

*Tasks View

Deleting Tasks in Bulk

To delete multiple tasks at once, you will need to be in your Tasks module.

Locate and check each of the tasks you wish to delete
Under the Actions dropdown, select "Remove Tasks"
A new message will appear to confirm deletion. Click "OK"

Managing Tasks

Managing your Tasks is easy and efficient. You can assign users, move & duplicate tasks, etc. Here's how!

Assigning Users

Your Actions menu allows you to make adjustments to multiple tasks all at once. To assign users to a group of tasks:

Select the Tasks you wish to assign to your users by checking on the boxes beside each one. Note, you can select Tasks from your list of All Tasks, or a specific List
Under your Actions menu, select "Assign Users"
A pop up window will appear where you can select the users you want assigned to the tasks.
Click "Save" to save your changes

Duplicating Tasks

Make duplicates of your tasks instead of having to recreate them each time.

Select the Task List of the tasks you wish to duplicate, or Show All
Check the Tasks you want to duplicate
Under your Actions menu, select "Duplicate Tasks"
Make edits to the new duplicates (ie: Prefix, Pattern, Names, and what, specifically, you want copied over to the new tasks)
Click "Ok" to set your duplicate Tasks

Reordering Tasks

Reorder your Task list to make them easier to find and save time!

Select the List of Tasks you would like to reorder
Under the Actions menu, select "Reorder Tasks" (no need to select your tasks, as you will be able to reorder all of them)
Click on any Task and drag it to whatever position you like
Changes will automatically be saved

Moving Tasks

Move Tasks from one List to another with our Move Tasks Action!

Select the List of Tasks you wish to move
Select the Tasks you want moved
Under Actions, select "Move Tasks"
A new pop up screen will appear where you can select the List you wish to move your Tasks to
Click "Move" to complete the transfer

Marking Tasks Incomplete

You can always reverse Tasks marked as "Complete" by marking them "Incomplete". Here's how!

Using your Filters, locate your Tasks by "Completed" Status.
Click Apply to set your filters
Your list of Completed Tasks will appear.
Check the Tasks you want to revert back to "Incomplete" Status
Under the Actions menu, select "Mark Tasks Incomplete"
Click "OK"

Marking Tasks Complete

When Tasks have been completed, you can mark them as such, and they will no longer appear in your list of Active Tasks. Here's how to mark your Tasks as Complete

Select the List of Tasks you want to mark completed
Check each of the Tasks you want to mark as complete
Under the Actions menu, select "Mark Tasks Completed"
Click "OK"

Want to learn more?

Tasks in Calendar

Tasks Overview