> ## 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.

# Overview

> Managing tasks and delivery work in CharleOS

Tasks are the primary way to manage client work in CharleOS. They break down work into phases and subtasks, track progress, and manage billing.

## What are tasks?

Tasks represent client work created from approved quotes. Each task:

* Contains requirements (design, development, etc.)
* Breaks down into subtasks by phase
* Tracks time and budget
* Follows a structured workflow from design through deployment

<Info>
  Tasks are different from Projects. Tasks use retainer hours and value-based billing, while Projects are fixed-scope with phase budgets.
</Info>

## Task workflow

Tasks follow a structured flow through phases:

<Steps>
  <Step title="Created from quote">
    Task generated when quote is approved
  </Step>

  <Step title="Backlog">
    Task starts in backlog, not yet scheduled
  </Step>

  <Step title="Planned">
    Added to monthly roadmap, subtasks scheduled
  </Step>

  <Step title="Work phases">
    Progresses through Design → Development → QA → Deployment
  </Step>

  <Step title="Complete">
    All subtasks finished, work deployed
  </Step>
</Steps>

## Task components

### Requirements

Requirements define what needs to be built:

* **Design requirement** - Visual design work
* **Development requirement** - Code and functionality

Each requirement has:

* Client brief and scope
* T-shirt size estimate (XS through XXL)
* Min-avg-max hour ranges

### Subtasks

Subtasks are individual work items within a task:

* One subtask per type per requirement (e.g., "Design", "Development")
* Assigned to team members
* Scheduled with dates
* Tracked through completion

### Phases

Tasks progress through phases:

* **Backlog** - Not yet planned
* **Planned** - Scheduled for work
* **Design** - Visual design
* **Development** - Building features
* **Internal QA** - Team testing
* **External QA** - Client review
* **Deployment** - Production deploy

## Task information

Each task displays:

### Task details

* **ID** - Sequential #123 format
* **Title** - From quote
* **Description** - Rich text description
* **Client** - Client name and link
* **PM** - Assigned Project Manager
* **CSM** - Client Success Manager

### Scheduling

* **Target month** - Planned delivery month
* **Date range** - From first to last subtask
* **Phase** - Current work phase
* **Status** - Scheduled, in progress, complete

### Budget tracking

* **Quoted hours** - From requirements
* **Actual hours** - Time logged
* **Billable hours** - After billing formula
* **Banked/overage** - Efficiency tracking

## Who can access tasks

| Role                 | View Tasks | Create Tasks | Schedule | Assign Work |
| -------------------- | ---------- | ------------ | -------- | ----------- |
| **Delivery Team**    | ✅ Assigned | ❌ No         | ❌ No     | ❌ No        |
| **Project Managers** | ✅ All      | ❌ No         | ✅ Yes    | ✅ Yes       |
| **CSMs**             | ✅ All      | ✅ Yes        | ✅ Yes    | ✅ Yes       |
| **Managers**         | ✅ All      | ✅ Yes        | ✅ Yes    | ✅ Yes       |

<Note>
  Delivery Team members see tasks they're assigned to via subtasks. PMs and CSMs see all tasks.
</Note>

## Navigating tasks

### Tasks list

Access from the sidebar:

* Navigate to **Tasks**
* View all tasks you have access to
* Filter by client, phase, status
* Sort and search

### Task detail page

Each task has tabs:

<Tabs>
  <Tab title="Overview">
    * Task description
    * Requirement cards with scope
    * T-shirt sizing and estimates
  </Tab>

  <Tab title="Subtasks">
    * All subtasks grouped by phase
    * Schedule, assign, and complete work
    * Track progress
  </Tab>

  <Tab title="Comments">
    * Internal team comments
    * Quote comments (linked)
  </Tab>

  <Tab title="Attachments">
    * File uploads and downloads
    * Design files, documents
  </Tab>

  <Tab title="Time & Budget">
    * Progress breakdown by phase
    * Time entries table
    * Budget vs actual tracking
  </Tab>

  <Tab title="Activity">
    * Full audit trail (managers only)
  </Tab>
</Tabs>

## Creating tasks

### From quotes (primary method)

Tasks are automatically created when quotes are approved:

1. Quote approved by client or internally
2. Task created and assigned an ID
3. Requirements copied from quote
4. Subtasks auto-generated
5. Task starts in backlog phase

### Manual creation

Managers and CSMs can create tasks manually:

1. Navigate to **Tasks** → **New Task**
2. Enter title and client
3. Add requirements with estimates
4. Task created, subtasks generated

## Task lifecycle

<CardGroup cols={2}>
  <Card title="Backlog" icon="inbox">
    Task created, not yet scheduled
  </Card>

  <Card title="Planned" icon="calendar-check">
    Added to roadmap, subtasks scheduled
  </Card>

  <Card title="In Progress" icon="spinner">
    Work actively happening
  </Card>

  <Card title="Complete" icon="circle-check">
    All subtasks finished
  </Card>
</CardGroup>

## Best practices

<CardGroup cols={2}>
  <Card title="Schedule early" icon="calendar-days">
    Schedule subtasks at the start of each month to ensure capacity
  </Card>

  <Card title="Assign consistently" icon="user-check">
    Keep the same team member throughout a phase for continuity
  </Card>

  <Card title="Review promptly" icon="eye">
    Review QA and design work quickly to avoid blocking progress
  </Card>

  <Card title="Log time accurately" icon="clock">
    Log time as you work or immediately after for accurate billing
  </Card>

  <Card title="Complete on time" icon="calendar-check">
    Aim to finish subtasks by scheduled end date
  </Card>

  <Card title="Track iterations" icon="rotate">
    Monitor feedback loops to identify problematic requirements
  </Card>
</CardGroup>

## Next steps

<CardGroup cols={2}>
  <Card title="Task Phases" icon="bars-progress" href="/user-guide/tasks/task-phases">
    Understand the workflow phases and transitions
  </Card>

  <Card title="Subtasks" icon="list-check" href="/user-guide/tasks/subtasks">
    Learn how to work with subtasks
  </Card>

  <Card title="Reviews & Sign-offs" icon="circle-check" href="/user-guide/tasks/reviews-signoffs">
    Understand the review and approval process
  </Card>

  <Card title="Quotes" icon="file-text" href="/user-guide/quotes">
    Learn how quotes become tasks
  </Card>
</CardGroup>