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Tasks and task boards

Use Tasks for general to-dos, follow-ups, and other internal work. Use Fulfillment to track editing progress and delivery for projects and mini-session bookings.

Tasks and comments are for your team. Clients cannot see them in the client portal.

Set up a task board

Go to Settings → Task boards. Each step on a board appears as a column on the Tasks page.

New accounts start with a To do board containing To do, In Progress, and Complete. New boards start with the same steps. Add or remove steps, change their names and colors, or drag them into a different order.

Use Actions to rename a board, create another board, or delete a board.

Keep at least one board and one step on each board. Before deleting a board or step that contains tasks, choose where to move those tasks.

If a teammate can use tasks but cannot change board settings, check their role in Settings → Team. Access to tasks and board settings is managed separately.

Tasks page

Go to Tasks and select a board from the dropdown. Each column is one of the board’s steps.

To create a task:

  1. Select the + button in the step where the task should begin.
  2. Enter a name.
  3. Add an optional due date and description.
  4. Choose Low, Medium, High, or Urgent priority.
  5. Confirm the task board and select Create Task. You can’t move a task to another board later.

The task begins in the column where you selected +. If you change the board in the form, it begins in that board’s first step.

Drag a task card to another column to update its step. Moving it to Complete does not archive the task or mark the linked work delivered.

Task details

Select a task card to open its details. From there you can:

  • Edit the name, due date, priority, and description.
  • Change the status beside the task name to move it to another step on its board.
  • Assign teammates or remove them from the task.
  • Under Related to, choose Link project or booking, select Projects or Bookings, and search for the item. Use Change link to choose another item or Remove link to unlink it. You can only link projects and bookings you have access to.
  • Select the linked project or booking name to open it.
  • Add internal comments. Press Shift+Enter to post a comment. Use the pencil icon to edit your own comments, then choose Save comment. Use the trash icon to delete a comment.
  • Choose Archive task to remove it from the active board.

Task changes save automatically.

Tasks and fulfillment

Projects and mini-session bookings appear in Fulfillment when fulfillment starts. You do not need to create a task for them.

Use a task for an extra to-do, such as ordering an album or following up with a client. For steps needed before delivery, use the job’s checklist in Fulfillment. Updating a task does not change the job’s progress or delivery date.