Subtasks

Subtasks are the individual work items that make up a task. They’re assigned to team members, scheduled with dates, and tracked through completion.

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What are subtasks?

Subtasks break down task requirements into actionable work:

• One subtask per work type per requirement
• Assigned to individual team members
• Scheduled with start and end dates
• Tracked through phases
• Linked to time entries

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Subtask types

Subtasks are organized by phase:

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Design Phase

• Design - Creating visual designs, mockups, prototypes
• Client Design Feedback - Incorporating client feedback (created dynamically)

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Development Phase

• Development - Writing code, building features
• Internal QA Fixes - Fixing issues from internal QA (created dynamically)
• External QA Fixes - Fixing issues from client QA (created dynamically)

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QA Phase

• Internal QA Review - Team testing the work
• External QA Review - Client reviewing the work

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Deployment Phase

• Deployment - Deploying to production

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Subtask statuses

Subtasks progress through statuses:

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Subtask estimation

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T-shirt sizing

Estimates are based on t-shirt sizes:

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80/20 split

Estimates are split between core work and feedback fixes:

• 80% goes to initial subtask (e.g., “Design”, “Development”)
• 20% reserved for feedback/fix subtasks
• XS tasks (≤15 min) have no split - all time goes to core work

Example:

• Requirement: M size Development (270 minutes average)
• Development subtask: 216 minutes (80% = 3.6 hours)
• Feedback budget: 60 minutes (20% rounded up to nearest 15 min = 1 hour)

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Scheduling subtasks

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Assigning work

Project Managers and CSMs schedule subtasks:

1. Open the task’s Subtasks tab
2. Click Schedule on a subtask
3. Select:
   • Assignee - Team member to do the work
   • Start date - When work begins
4. System auto-calculates end date based on:
   • Estimated minutes
   • Assignee’s daily capacity (default 6.5 hours)
   • Working days (excludes weekends)

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End date calculation

End dates are calculated automatically:

• Takes estimated minutes
• Divides by assignee’s daily capacity
• Excludes weekends and bank holidays
• Accounts for existing scheduled work
• Rounds up to nearest full day

Example:

• Subtask: 390 minutes (6.5 hours)
• Daily capacity: 390 minutes (6.5 hours)
• Start: Monday
• End: Monday (same day)

Example 2:

• Subtask: 780 minutes (13 hours)
• Daily capacity: 390 minutes (6.5 hours)
• Start: Monday
• End: Tuesday (2 days)

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Conflict detection

When scheduling, the system:

• Checks for existing scheduled work
• Warns if assignee is over-capacity
• Can push conflicting subtasks to later dates
• Shows capacity utilization

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Working on subtasks

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Starting work

When you’re ready to begin:

1. Navigate to your assigned subtask
2. Click Start
3. Subtask status changes to “In Progress”
4. Work begins counting against schedule

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During work

While working on a subtask:

• Log time incrementally - Add time as you work
• Update handoff info - Add branch name, preview URL
• Add notes - Document progress or blockers

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Theme information (Development only)

For development subtasks, record:

• Theme name - Which theme you’re working in
• Theme URL - Admin or preview URL
• Theme notes - Technical details

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Completing subtasks

When work is finished: What happens:

• Subtask marked complete (or awaiting review)
• Time entry created automatically
• Task phase updated if needed
• Notifications sent to reviewers

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Logging time on subtasks

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During completion

The easiest way is to log time when completing:

• Enter duration in the completion dialog
• Time entry created automatically
• Always billable (linked to task)

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Separate time entry

You can also log time separately:

1. Click Log Time on subtask row
2. Pre-fills: client, task, subtask, activity type
3. Enter: date, duration, notes
4. Submit

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Time tracking

Time logged on subtasks:

• Counts toward task budget
• Used in billing formula
• Tracks actual vs estimated
• Links to specific work

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Handoff information

Different subtask types require different handoff info:

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Design subtasks

• Handoff URL: Figma/design file link
• Notes: Design decisions, component details

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Development subtasks

• Branch name: Git branch for code review
• Handoff URL: Preview/staging URL
• Theme info: Theme name and URL

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QA subtasks

• BugHerd points: Number of issues found (if using BugHerd)
• Notes: Testing notes, edge cases found

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Deployment subtasks

• Handoff URL: Production URL
• Notes: Deployment notes, any issues

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Reviewable subtasks

Some subtasks require review before completion:

• Design
• Client Design Feedback
• Internal QA Review
• External QA Review
• Deployment

Review workflow:

1. Assignee completes subtask
2. Status becomes “Awaiting Review”
3. Reviewer approves or requests changes
4. If approved: subtask marked complete
5. If changes: fix subtask created

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QA subtasks

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Internal QA Review

When QA testing internal work:

1. QA person clicks Complete on QA subtask
2. Marks as Passed or Failed
3. If Passed:
   • QA subtask marked complete
   • Task moves to External QA (or Deployment)
   • Notifications sent to CSM/PM
4. If Failed:
   • Creates “Internal QA Fixes” subtask
   • Auto-assigned to original developer
   • Task returns to Development phase
   • Iteration count increments

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External QA Review

When client tests work:

1. CSM/PM sends work to client via portal
2. Client reviews and provides feedback
3. If Approved:
   • External QA subtask marked complete
   • Task moves to Deployment phase
4. If Changes Requested:
   • Creates “External QA Fixes” subtask
   • Auto-assigned to original developer
   • Task returns to Development phase
   • Goes through Internal QA again

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Iterations

Subtasks track iterations for feedback loops:

• Iteration 1: Initial work
• Iteration 2: First round of fixes
• Iteration 3+: Additional fix rounds

High iteration counts indicate:

• Unclear requirements
• Communication issues
• Estimation problems
• Scope creep

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Priority and ordering

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Display order

Subtasks can be reordered within each phase:

• PM and CSM can drag-and-drop to reorder
• Determines display sequence
• Helps organize work logically

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Scheduling priority

The scheduling system uses priority to determine order:

• Lower priority number = scheduled first
• Help desk tickets always highest priority
• Affects automated scheduling recommendations

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Subtask permissions

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Who can do what

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Best practices

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Next steps