Creating Tasks

Tasks are the unit of work in PMSuite. A task carries a title, dates, an assignee, a priority and a status, and it feeds the task views (List, Board, Calendar, Whiteboard), time logs and task reporting. Tasks can belong to a project, and whether a project is mandatory is a company-level setting you control.

Who can use it

• Admins — full access to create tasks anywhere in the company.
• Employees / other roles — can create tasks where their role permissions allow it. Task access is governed by the permission level set for the Tasks module in Settings → Roles & Permissions: None, Added (records the user personally added), Owns (records assigned to them), or All.

Prerequisites

• The Tasks module must be enabled for your user type in Settings → Module Settings (modules are toggled independently for Admin, Employee and Client).
• Decide the project rule first: Settings → Task Settings has an Is project required toggle (Yes/No) that controls whether every task must belong to a project. If it is set to Yes, create the project before the task.
• If you want to attach the task to a milestone, create the milestone on the project first.
• Team members must exist so you can assign the task. See Adding Employees.

How to Access

• Task list: go to /account/tasks, then use the add-task action.
• Direct create form: go to /account/tasks/create (also available as the Add Task quick-create shortcut in the sidebar).

Filling in the task form

The task form uses the following fields:

Save the form to create the task. PMSuite assigns it a Code, which is shown as the first column on the task list.

After the task is created

The task detail view has tabs for Files, Sub Task, Comment, Timesheet, Notes and History. A Mark As Complete button is available directly on the task.

• Sub tasks — break the work down further from the Sub Task tab. See Subtasks.
• Comments — discuss the task in the Comment tab. See Task Comments.
• Recurring — set a task to repeat using Recurring Task in the task list toolbar. Two things are required for recurrence to work: the Cycles field must be populated, and the next instance is only generated once the current one is marked Complete — recurrence is completion-triggered, not time-based, so nothing regenerates silently in the background. See Recurring Tasks.

Effect on other features

• Task views: the task appears in the List, Board, Calendar and Whiteboard views.
• Board / Gantt visibility to clients: the project's Public Task Board and Public Gantt Chart toggles are off by default and are set per project — turn them on if clients need to see the task there.
• Time logs: hours can be logged against the task, and Hours Logged is shown alongside Estimated Time on the task list. See Time Tracking.
• Reports: tasks feed the Task Report and the Time Log Report.
• Client portal: clients see the task only through the sections you enabled in Task Settings, and Label/Status client-visibility toggles are respected in the portal.
• Google Calendar: if Google Calendar sync is enabled and verified for your company and the Tasks type is toggled on, the task is pushed from PMSuite out to Google Calendar (one-way). See Google Calendar.
• Slack: if the Slack incoming-webhook integration is enabled with the task-related events selected, task creation/assignment notifications are sent one-way to your Slack channel. See Slack.

Limitations

• Only three priority levels (Low / Medium / High) and three statuses (Incomplete / Under Review / Complete). Workaround: use Labels and Task Category to express finer-grained states such as "Blocked" or "Ready for QA".
• No separate client-facing status labels — clients see the same status values as internal users. Workaround: hide the Status section from clients in Task Settings and communicate progress through comments or a client-visible label instead.
• Tasks are created one at a time. Workaround: for repeatable work, build the structure once and reuse it — save the project as a Project Template or duplicate the project, and use Subtasks to expand a single task into many.
• Google Calendar sync is one-way (PMSuite → Google). Tasks created in Google Calendar will not appear in PMSuite. Workaround: create the task in PMSuite and let it push out.

Troubleshooting

• The form won't save without a project. Is project required is set to Yes in Settings → Task Settings. Either pick a project or switch the toggle to No.
• I can't see Tasks in the menu. The Tasks module is disabled for your user type in Settings → Module Settings, or your role has no task permission. Ask an admin to check both.
• I can't create or edit tasks even though I can see them. Check the Tasks permission level for your role in Settings → Roles & Permissions — Owns or Added limits you to your own records. After any permission change, log out and back in; permission changes don't always apply to an already-active session.
• The task list looks out of order. Use the column sort and the Filter option in the task list toolbar to change the view.
• A recurring task stopped producing new instances. Two likely causes: the Cycles field wasn't populated when the recurring task was set up, or the current instance was never marked Complete — the next instance is only generated once the current one is completed. See Recurring Tasks.
• The task didn't reach Google Calendar. Confirm company Google Calendar sync is active and verified, the Tasks type toggle is on, and the assigned user has their own Google Calendar connection enabled.

Related Articles

• Taskboard
• Task Calendar
• Subtasks
• Recurring Tasks
• Task Details
• Task Comments
• Task Settings
• Creating Projects
• Milestones