Tasks & follow-ups

A task is a small to-do with a title, an optional due date and an owner. Tasks hang off the work they belong to: a lead has its own Tasks tab, and an open job has a Tasks tile on its board. On top of that, an optional tasks icon in the header and a company-wide list gather everyone's open tasks in one place, so nothing slips between the people who could pick it up. The per-lead and per-job lists are always there; the header icon is the part a manager switches on.

Every lead has a Tasks tab, whether or not the header icon is switched on. The tab counts how many are still open.

1. 1Open the lead and switch to the Tasks tab.
2. 2Type the task in the "Add a task" box.
3. 3Set a due date and an owner with the two chips underneath. Leave the date on No date for something with no deadline, and leave the owner on you or hand it to a teammate.
4. 4Press Enter, or click Add.
5. 5Need to add more detail? Click More options to open the full task window with this lead already attached.

Open projects carry their tasks the same way leads do. The Tasks tile sits on the job board next to Photos, with a count of what is still open.

1. 1Open the job and click the Tasks tile. It opens a panel with the job's tasks and a quick add.
2. 2Add a task exactly as you would on a lead, with a due date and an owner.
3. 3A task added here is filed against this job, and the job cannot be swapped out from this panel. To file one somewhere else, add it from there instead.

The per-lead and per-job task lists are always available. The extra header icon and the company-wide list are optional, and a manager turns them on for the whole team at once.

1. 1An Owner or Operations manager opens Settings → Appearance.
2. 2Under Header, switch on Tasks. It reads "Show the tasks icon in the header, your top five open tasks and a shortcut to the full list."
3. 3The icon then shows for everyone whose role can see Leads: Owner, Operations and Estimator. Crew does not see it.

The icon is a quick look, not the whole list. It shows your top five open tasks, soonest due first, counting the ones assigned to you plus anything left unassigned. A small badge counts how many are overdue or due today.

1. 1Click the icon to see the five. Tick a checkbox to complete a task without leaving the page.
2. 2Click the plus to add one.
3. 3Open the full list from the footer for everything, across every lead and job.

The full list is the company-wide view of open work. Open it from the header tasks icon, or press ⌘J (Ctrl+J on Windows) from anywhere once the icon is switched on.

1. 1Switch between Mine and Everyone at the top. Mine is anything assigned to you or left unassigned.
2. 2Filter by All, Overdue, Today, Upcoming, No date or Done. Done is where completed tasks go.
3. 3Search the box to narrow the list, or type a new task and add it right there.
4. 4A task attached to a job shows the job name underneath, and clicking it opens that job.

A due date is optional: a task with none files under No date and never counts as overdue. Every task has one owner, which starts as you and can be handed to any teammate or left Unassigned. "Mine" anywhere in tasks means tasks assigned to you plus the unassigned ones, so work nobody has claimed still lands in front of someone.

Tick a task's checkbox to complete it, and tick it again to reopen it. On a lead, completed tasks stay on the list and drop to the bottom with a line through them. In the company-wide list they move under the Done filter. Completing a task is instant and never emails anyone.

Two follow-ups appear on their own so the obvious next step is never missed. Every new lead lands with a "Contact within 24h" task, due 24 hours out. And a proposal that has sat unanswered for five days adds a follow-up task on that deal, assigned to whoever owns it. Both behave like any task you added yourself: redate them, reassign them, or tick them off.