Tasks
The Tasks module is PMSuite's global task list — every task across every project in one place. From it you can switch between four views, filter and export the list, jump to just your own work, and set up recurring tasks. Individual tasks are covered in their own articles; this page explains the list itself.
Who can use it
- Admins and employees with task permissions in Settings → Roles & Permissions. Permission levels are None, Added (records the user personally added), Owns (records assigned to them), and All — so two people can open the same list and see different numbers of tasks.
- Clients see tasks only through the client portal, and only the sections you have made client-visible in Settings → Task Settings.
- These levels are set independently per module and per action (view, create, edit, delete), so a user can be allowed to view tasks without being able to edit or delete them.
If someone reports missing tasks, check Roles & Permissions first, then have them log out and back in — permission changes do not always apply to an already-active session.
Prerequisites
- The Projects module must be enabled for the user type in Settings → Module Settings (modules are toggled independently for Admin, Employee, and Client).
- If Settings → Task Settings → "Is project required" is set to Yes, every task must belong to a project, so at least one project must exist before tasks can be created.
How to Access
- Task list: /account/tasks
- Add a task: /account/tasks/create (also available from the quick-create menu)
- Projects module dashboard: /account/project-dashboard
- Task Report: /account/task-report
The task list
The list shows these columns:
| Column | What it holds |
|---|---|
| Code | The task's identifier |
| Task | Task title |
| Project | Project the task belongs to |
| Completed On | Date the task was completed |
| Start Date | Task start date |
| Due Date | Task due date |
| Estimated Time | Time estimate entered on the task |
| Hours Logged | Time actually logged against the task |
| Assigned To | Assignee |
| Status | Incomplete, Under Review, or Complete |
Priority and status
These are two independent fields:
- Priority — Low, Medium, High. Reflects urgency.
- Status — Incomplete, Under Review, Complete. Reflects where the task is in its lifecycle.
Changing one never changes the other. The default status for a new task is Incomplete (set in Task Settings).
Views
Switch the Tasks module between four views:
- List — the table described above.
- Board — the task board, with tasks grouped into status columns. See Task Board.
- Calendar — tasks placed on their dates. See Task Calendar.
- Whiteboard — a visual view of the task list.
Toolbar
- Filter — narrow the list down before reading or exporting it.
- Export — download the current list. Employee exporting is governed by the "Employee can export data" toggle in Settings → App Settings.
- My Tasks — a one-click filter to only the tasks assigned to you.
- Recurring Task — set up a task that regenerates itself. See Recurring Tasks.
Opening a task
Clicking a task opens its detail screen, which has tabs for Files, Sub Task, Comment, Timesheet, Notes, and History. A Mark As Complete button is available directly on the task.
Effect on other features
- Time tracking — hours logged against a task feed the Hours Logged column, the Timesheet tab, the Weekly Timesheet, and the Time Log Report.
- Milestones and Gantt — tasks can be linked to a milestone, and the project's Gantt Chart and Milestones tabs read from the same task data. Clients only see the Gantt chart if Public Gantt Chart is enabled on that project.
- Client portal — the client's view of a task respects the per-section client-visibility toggles in Task Settings, including the Label and Status sections. If Status is not client-visible, clients do not see it.
- Reports — the Task Report and the Projects dashboard read from the same task data.
- Notifications — task assignment and task comment events can be sent to Slack if the Slack integration is enabled in Settings → Notification Settings → Slack (one-way, PMSuite → Slack).
- Google Calendar — when Google Calendar Settings are configured and verified, tasks are pushed out to the connected Google Calendar. This is one-way: PMSuite → Google Calendar. Items created in Google Calendar do not appear in PMSuite.
Limitations
- No separate client-facing status labels. Clients see the same Incomplete / Under Review / Complete values as internal staff; you cannot show a client a simplified label. Workaround: if a status value would confuse clients, turn the Status section off for clients in Settings → Task Settings and communicate progress through task comments or the project's progress indicators instead.
- Recurrence is completion-triggered, not time-based. A recurring task only generates its next instance once the current one is marked Complete, and only if the Cycles field was populated. Workaround: populate Cycles when creating the recurring task and make sure each instance is actually completed; see Recurring Tasks.
- Google Calendar does not sync back. Tasks created in Google Calendar never appear in the PMSuite task list. Workaround: create the task in PMSuite and let it push out to Google.
- The board's default page length is 10 tasks per column. Workaround: raise Taskboard Default Length in Settings → Task Settings, or use the List view with the Datatable Row Limit set in Settings → App Settings.
Troubleshooting
A user cannot see tasks that clearly exist. Their task permission level in Roles & Permissions is probably Added or Owns rather than All. Change it, then have them log out and back in.
A client cannot see a task's label or status. Those sections are toggled off for clients in Task Settings. Turn the specific sections back on.
Tasks aren't showing on the right dates in Calendar view. Check the Default Timezone and Date Format values in Settings → App Settings, and confirm the task's own start and due dates are set as you expect.
A recurring task stopped producing new instances. Either Cycles was never populated, or the current instance has not been marked Complete. Both are required.
Nothing exports. Check the "Employee can export data" toggle in App Settings and the user's role permissions.