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When you’re working on a subtask and realise it will take longer than the scheduled estimate, use the Running Behind feature to flag it, request additional time, and automatically adjust the schedule.

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When to Use It

Scope was underestimated

The requirement is larger than originally sized

Technical complexity

Unexpected technical challenges have emerged

Blockers

Something is preventing normal progress

Client dependency

Waiting on client input that was expected sooner

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How It Works

1

Flag as running behind

From your in-progress subtask, select Running Behind from the actions menu. You’ll see:
  • The scheduled estimate (read-only)
  • Time spent so far (pre-populated from logged time, editable)
  • Calculated remaining time
  • Additional time needed beyond the remaining estimate
  • A reason and optional notes
2

Delayed subtask created

The system creates a new Delayed subtask with your requested additional time. The original subtask is marked as Running Behind to show it consumed its full estimate.
3

Schedule cascade

All of your future subtasks are automatically pushed forward to make room for the delayed work. Your PM is notified with a summary of the impact.

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What Happens to the Schedule

When you flag a subtask as running behind:
  1. The delayed subtask is scheduled immediately after the original (same day if there’s remaining capacity, next working day if the day is full)
  2. All your other scheduled subtasks are pushed forward by the requested time
  3. If any subtasks move outside their block date range, a warning is included in the PM notification

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Need More Time

If you’ve already flagged a subtask as running behind but need even more time, use the Need More Time action on the delayed subtask. This:
  • Adds additional minutes to the delayed subtask
  • Pushes the schedule forward by the additional amount
  • Notifies your PM

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False Alarm

If you flagged a subtask as running behind but then completed it within the original estimate, your PM can mark it as a False Alarm. This:
  • Marks the original subtask as complete (not “completed late”)
  • Removes the delayed subtask
  • Reverts the schedule push, bringing everything back

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Impact on Billing

When a task has delayed subtasks and one requirement goes over its budget cap while another has surplus, the system applies cross-requirement borrowing. The surplus from one requirement offsets the overage in another, preventing unnecessary agency cost since the client agreed to pay up to the combined maximum.
The delay cap is 200% of the original estimate. If a subtask is estimated at 3 hours, the maximum delay you can request is 6 hours (across all extensions).
You can only have one delayed subtask active at a time. Complete or resolve the current one before flagging another subtask as running behind.