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A task is anything on the schedule that isn’t a job, time off, or a lead activity — a follow-up call, a material pickup, an inspection, an office to-do. You create it right from the Schedule, set when it happens and who owns it, and publish it so it shows up on the calendar for the people involved.
You don’t have to assign a task to someone else. If you can only schedule your own time, the task is assigned to you automatically.

Video: How to Create Calendar Tasks (1:38)

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Open the New Task panel

1

Go to the Schedule

Open Schedule from the main navigation. This is the calendar where jobs, tasks, and time off all live together.
2

Click Create New

Press the Create New button in the top-right corner, then choose Task from the menu. The Schedule New Task panel slides in from the right.
You can also click an empty time slot directly on the calendar and choose Task. The day and time you clicked are filled in for you, so you only have to adjust them if needed.

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Fill in the task

The panel has a short list of fields. Only a few are required — the rest are there when you need them.
1

Pick a Task Type

Choose a Task Type from the list. Task types are the categories your branch uses to group similar work. Use the search box if your branch has a long list. This field is required.
2

Add a Title (optional)

Type a short Title so the task is easy to recognize on the calendar — something like “Pick up materials” or “Call back homeowner.” If you leave it blank, the task shows its task type instead.
3

Link a Client and Project (optional)

If the task relates to a customer, pick a Client, then pick the Project it belongs to. Once both are set, a Project quick jump appears at the top of the panel with an Open project button, so you can jump straight to that project in the Client Summary.
4

Assign the task

Use Assign To to choose who the task is for. As you browse the list, the panel shows who’s available during the time you picked, so you can avoid double-booking someone. If you can only schedule yourself, this just shows your name.
5

Set the dates and times

Set the Start Date, Start Time, End Date, and End Time. If the end ends up before the start, the panel flags it so you can fix it.
6

Answer Create a shift? (when it appears)

If you assign the task to a crew member or crew leader, you’ll see a Create a shift? question with Yes and No buttons. Choose Yes if this task should also become a working shift for that person (so their time is tracked), or No if it’s just a calendar reminder. This only appears for crew assignees, and you must answer it before you can save.If you choose Yes and the linked project doesn’t have a job yet, the panel shows a warning that time clocked on this shift won’t roll up to job reporting — it won’t count toward bonuses or job hours. The shift still saves and the time is still tracked; it just isn’t tied to a job’s numbers until the project has one.
7

Add a Description (optional)

Use the Description box for any extra details the assignee should know.
The Assign To availability check and the Create a shift? question work together to keep the calendar honest: availability stops you from booking someone who’s already busy, and the shift choice decides whether the task counts toward that person’s tracked time.

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Save or publish

The buttons at the bottom of the panel give you two ways to finish:
  • Save Draft keeps the task as a work-in-progress. It’s saved, but treated as not-yet-final.
  • Publish Task makes the task live on the schedule for everyone involved.
1

Choose Save Draft or Publish Task

When the required fields are filled in, both buttons become available. Pick the one you want.
2

Decide who gets notified

A short notifications step appears. When you publish, you can choose to Notify Assigned Users so the person you assigned hears about it. If the task is linked to a client, you can also turn on Email Client and add or adjust the email addresses that should receive it.
3

Confirm

Confirm the notifications and the task is saved. You’ll see a quick confirmation, and the task appears on the calendar.
If publishing would double-book the assignee, the schedule warns you before it saves. You can go back and adjust the time, or continue anyway if the overlap is intentional.

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Edit or delete a task later

Open any task by clicking it on the calendar. The same panel opens with the details filled in, so you can change the type, timing, assignee, or notes and save again. To remove a task, open it and click Delete. Before it’s removed, you can choose to Notify Assigned User and Notify Client so the right people know it’s been cancelled. You can delete a task if you can schedule for others, or if the task is assigned to you.
Each task shows who created it and when, at the bottom of the panel — handy when you’re picking up someone else’s work.

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What’s next

Schedule a job

Tasks are for the smaller to-dos — when you need to put a full job on the calendar with a crew, schedule a job instead.

Resolve a conflict

Learn what the double-booking warning means and how to clear scheduling conflicts.

View the schedule

See how to switch between day, week, and month views and read the calendar at a glance.