> ## Documentation Index
> Fetch the complete documentation index at: https://docs.charle.agency/llms.txt
> Use this file to discover all available pages before exploring further.

# Project Tasks

> Managing tasks within project phases

Project tasks are individual work items within phases. They track specific deliverables, assignments, schedules, and progress through the project workflow.

## What are project tasks?

Tasks represent discrete work items:

* Assigned to specific team members
* Scheduled with dates
* Tracked through workflow statuses
* Time logged against tasks
* Client sign-off tracking

<Info>
  Project tasks are different from retainer tasks. They're part of fixed-scope projects with defined budgets.
</Info>

## Task components

### Basic information

Every task includes:

* **Title** - Task name
* **Description** - Rich text details (optional)
* **Phase** - Parent phase (Design, Development, etc.)
* **Assignee** - Team member responsible
* **Status** - Current workflow state
* **Estimate** - Time estimate in hours or days

### Schedule information

For planned tasks:

* **Start date** - When work should begin
* **End date** - When work should complete
* **Started at** - When work actually began
* **Completed at** - When work actually finished
* **Late reason** - Required if completed late

### Client sign-off

For UAT tracking:

* **Pending** - Not ready for client review
* **In Review** - Client currently reviewing
* **Approved** - Client has approved

## Task statuses

Tasks progress through these statuses:

| Status              | Description                    | Actions Available                      |
| ------------------- | ------------------------------ | -------------------------------------- |
| **Not Scheduled**   | Created but not planned        | Assign, schedule, delete               |
| **Scheduled**       | Dates assigned, ready to start | Start work, edit schedule              |
| **In Progress**     | Work has begun                 | Complete (submit for review), log time |
| **Awaiting Review** | Submitted for PM approval      | Mark complete (PM only), log time      |
| **Complete**        | Finished and approved          | View, log time                         |

<Tip>
  Status automatically changes from "Not Scheduled" to "Scheduled" when dates are assigned.
</Tip>

## Creating tasks

### Quick creation

Add tasks directly in list view:

* Click "+ Add task" row in any phase
* Enter task title
* Press Enter to create
* Created as "Not Scheduled"

### Full task details

After creation, click task to add:

* Description (rich text)
* Assignee
* Estimate
* Schedule dates
* Client sign-off status

### Who can create

Users who can create tasks:

* Project Managers
* Managers
* Admins

## Assigning tasks

### Setting assignee

Assign tasks to team members:

* Click assignee avatar
* Search for team member
* Select from list
* Can also unassign

### Bulk assign

Assign multiple tasks at once:

* Select tasks with checkboxes
* Click "Assign" in action bar
* Choose team member
* All selected tasks assigned

<Note>
  Only users on the project team can be assigned to tasks.
</Note>

## Scheduling tasks

### Adding dates

Schedule tasks with start and end dates:

* Click task to open detail
* Set start date
* Set end date
* Status changes to "Scheduled" automatically

### Bulk operations

Schedule multiple tasks:

* Select tasks
* Actions apply to all selected
* Useful for batch planning

### Date changes

Reschedule as needed:

* Update start/end dates
* No restrictions on changes
* Helps track original vs actual timeline

## Working on tasks

### Starting work

When ready to begin:

<Steps>
  <Step title="Open task">
    Click task to view details
  </Step>

  <Step title="Start work">
    Click "Start Work" button
  </Step>

  <Step title="Status updates">
    Task moves to "In Progress"
  </Step>

  <Step title="Started timestamp">
    System records when work began
  </Step>
</Steps>

### Logging time

Record time spent:

* Click "Log Time" on task
* Enter hours worked
* Select date (defaults to today)
* Add notes (optional)
* Time aggregates to phase budget

### Submitting for review

When work is complete:

<Steps>
  <Step title="Complete work">
    Finish all task deliverables
  </Step>

  <Step title="Click Complete">
    Opens completion dialog
  </Step>

  <Step title="Log final time">
    Enter hours for final work session
  </Step>

  <Step title="Late reason">
    Required if completed after end date
  </Step>

  <Step title="Submit">
    Task moves to "Awaiting Review"
  </Step>
</Steps>

## PM review and approval

### Reviewing work

PMs review submitted tasks:

* Task status: "Awaiting Review"
* Review deliverables
* Test functionality
* Check against requirements

### Marking complete

If work is satisfactory:

* Click "Mark Complete"
* Confirm approval
* Task moves to "Complete"
* Completion timestamp recorded

### Requesting changes

If work needs revision:

* Add comment describing changes needed
* Team member addresses feedback
* Logs additional time
* Re-submits when ready

## Late task handling

### When is a task late?

Task is late if:

* Completed after scheduled end date
* Late reason is required
* Helps track project delays

### Providing late reason

When marking task complete after end date:

* "Late reason" field becomes required
* Explain delay (e.g., "Blocked by client feedback")
* Helps improve future estimates
* Tracked for project reporting

## Task management

### Reordering tasks

Within each phase in list view:

* Drag tasks up or down
* Affects display order only
* Does not change workflow
* Available to PMs/Managers

### Deleting tasks

Remove tasks no longer needed:

* Single task: Click delete icon
* Multiple tasks: Select and bulk delete
* Confirmation required
* Time entries remain

<Warning>
  Deleting tasks is permanent. Time logged against the task is preserved but task details are lost.
</Warning>

### Editing tasks

Update task details anytime:

* Click task to open
* Edit any field
* Changes save automatically
* History tracked for audit

## Task views

### List view

Table format showing:

* All task details in columns
* Grouped by phase
* Sortable and filterable
* Drag to reorder
* Bulk actions available

**Best for:**

* Detailed planning
* Schedule management
* Bulk operations
* Full overview

### Board view

Kanban-style columns:

* Column per status
* Drag tasks between statuses
* Visual workflow
* Avatar and metadata visible

**Best for:**

* Workflow visualization
* Status updates
* Quick assignments
* Focus on progression

## Comments and collaboration

### Adding comments

Discuss work on tasks:

* Click task to open detail
* Add comment in Comments tab
* Rich text formatting
* Mention team members with @

### Notifications

Users are notified when:

* Assigned to task
* Mentioned in comment
* Task status changes
* Task schedule changes

### Activity log

Managers can view full history:

* All field changes
* Who made changes
* When changes occurred
* Previous values

## Best practices

<CardGroup cols={2}>
  <Card title="Descriptive titles" icon="text">
    Write clear, specific task names
  </Card>

  <Card title="Right-size tasks" icon="scissors">
    Keep tasks to 1-3 days maximum
  </Card>

  <Card title="Assign upfront" icon="user-plus">
    Assign tasks during planning phase
  </Card>

  <Card title="Estimate realistically" icon="calculator">
    Include time for testing and fixes
  </Card>

  <Card title="Log time daily" icon="clock">
    Record time as you work, not later
  </Card>

  <Card title="Use descriptions" icon="file-text">
    Add context, links, and requirements
  </Card>

  <Card title="Update status promptly" icon="refresh-cw">
    Keep task status current
  </Card>

  <Card title="Provide late reasons" icon="message-square">
    Help improve future estimates
  </Card>
</CardGroup>

## Common workflows

### Scenario 1: New feature task

<Steps>
  <Step title="Create task">
    PM creates "Build user profile page"
  </Step>

  <Step title="Add details">
    Description with requirements, links to designs
  </Step>

  <Step title="Assign">
    Assigned to developer
  </Step>

  <Step title="Schedule">
    Start: Monday, End: Wednesday
  </Step>

  <Step title="Developer works">
    Starts work Monday, logs time daily
  </Step>

  <Step title="Submit">
    Completes Wednesday, submits for review
  </Step>

  <Step title="PM approves">
    PM tests and marks complete
  </Step>
</Steps>

### Scenario 2: Design iteration

<Steps>
  <Step title="Initial design">
    Designer completes mockups
  </Step>

  <Step title="Submit for review">
    Moves to Awaiting Review
  </Step>

  <Step title="Client feedback">
    Changes requested via comments
  </Step>

  <Step title="Designer revises">
    Updates designs, logs additional time
  </Step>

  <Step title="Re-submit">
    Back to Awaiting Review
  </Step>

  <Step title="Approved">
    PM marks complete
  </Step>
</Steps>

### Scenario 3: Late task

<Steps>
  <Step title="Task overruns">
    Work takes longer than scheduled end date
  </Step>

  <Step title="Complete with reason">
    Developer provides late reason: "API integration more complex than estimated"
  </Step>

  <Step title="PM reviews">
    Marks complete after review
  </Step>

  <Step title="Learn">
    Use insight for future API estimates
  </Step>
</Steps>

## Troubleshooting

<AccordionGroup>
  <Accordion title="Can't start task">
    Only tasks in "Scheduled" status can be started. Ensure dates are assigned first.
  </Accordion>

  <Accordion title="Can't complete task">
    Task must be "In Progress" to complete. Start the task first, then mark complete.
  </Accordion>

  <Accordion title="Can't mark task complete">
    Only PMs, Managers, and Admins can mark tasks complete after review. This is the final approval gate.
  </Accordion>

  <Accordion title="Task estimate doesn't match time logged">
    Estimates are guidance. Actual time will vary. Track both to improve future estimates.
  </Accordion>

  <Accordion title="Can't find my task">
    Check you're looking in the correct phase. Use board view to see all statuses at once.
  </Accordion>
</AccordionGroup>

## Next steps

<CardGroup cols={2}>
  <Card title="Progress & Budgets" icon="chart-line" href="/user-guide/projects/progress-budgets">
    Track time against budget
  </Card>

  <Card title="Project Phases" icon="layer-group" href="/user-guide/projects/project-phases">
    Learn how phases organize tasks
  </Card>

  <Card title="Time Tracking" icon="clock" href="/user-guide/time-tracking">
    Log time entries
  </Card>

  <Card title="Projects Overview" icon="folder-kanban" href="/user-guide/projects">
    Back to projects overview
  </Card>
</CardGroup>