Tasks are the core unit of work in Task Session. Every deliverable, action item, and to-do lives as a task inside a project. This guide covers how to create tasks, fill in the details that matter, assign them to the right team members, set due dates and priorities, use subtasks for complex deliverables, and set up recurring tasks for work that repeats on a schedule.
Who this guide is for: Admins and Staff members who create and manage tasks within projects.
What you will need: At least one project created. Admin or Staff-level access.
How Tasks Fit into Task Session
Every task belongs to a project. When you create a task, you are adding a specific piece of work to a project’s workflow. Tasks appear on the Kanban board (covered in the next article), where your team can track them through stages like To Do, In Progress, Under Review, and Completed.
Tasks connect to nearly every other feature in the platform. You can attach files to tasks, add comments and discussions, link them to milestones, toggle their visibility for clients, and submit them for client review and approval. Getting comfortable with task creation is the foundation for using Task Session effectively.
Creating a New Task
Step-by-Step
- Open the project where you want to add the task.
- Navigate to the Tasks or Kanban Board section of the project.
- Click Add Task or the equivalent quick-create option.
- Fill in the task details (see the field reference below).
- Click Save.
The task is now live and visible to assigned team members. Depending on your notification settings, assignees may receive an email or in-app notification.
Task Fields Reference
| Field | Required? | Purpose |
|---|---|---|
| Task Name | Yes | A clear, concise title describing what needs to be done. Keep it specific — “Design homepage hero banner” is better than “Design work.” |
| Description | Recommended | Detailed instructions, context, specifications, or reference links. The more detail you provide, the fewer follow-up questions your team will have. |
| Assignee | Recommended | The team member responsible for completing the task. You can assign one or more staff members. |
| Due Date | Recommended | When the task should be completed. Must be on or after the start date if a start date is set. |
| Start Date | Optional | When work on the task should begin. Useful for planning and scheduling. |
| Priority | Optional | Urgency level for the task. Helps team members understand what to work on first. |
| Labels | Optional | Colour-coded tags for categorising tasks (for example, by type, department, or phase). |
| Kanban Column | Auto-set | New tasks are typically placed in the first column (such as To Do). You can move them during or after creation. |
| Client Visibility | Important | Toggle between internal-only and client-visible. Internal tasks are hidden from the client’s portal. |
Assigning Tasks to Team Members
Assigning a task tells a specific person they are responsible for it. When you assign a task, the assignee sees it in their personal task list and on the project’s Kanban board.
How to Assign
- Open the task (either during creation or by clicking an existing task).
- Find the Assignee field.
- Search for the team member’s name and select them.
- Save the task.
The assigned team member receives a notification (in-app and/or email, depending on settings) letting them know they have a new task.
Multiple assignees: If your version supports multiple assignees, you can assign a task to more than one person. This is useful for collaborative tasks where two or more people share responsibility. Each assignee sees the task in their own list.
Setting Due Dates and Start Dates
Due dates create accountability and help your team prioritise. When a task has a due date, it appears in date-based filters and can trigger overdue warnings if it passes without being completed.
Date rule: The due date must be on or after the start date. Task Session enforces this validation — if you set a due date earlier than the start date, you will see an error. If you need to change a due date on an overdue task, you may need to adjust the start date first.
For best results, set due dates on every task that has a real deadline. For tasks without a hard deadline, you can leave the due date empty and use priority levels to indicate relative urgency instead.
Setting Task Priorities
Priorities help your team understand which tasks are most urgent. When combined with filtering, priorities let team members quickly see what needs attention now versus what can wait. Use priorities consistently across your team:
| Priority Level | When to Use | Example |
|---|---|---|
| Urgent / Critical | Must be done immediately. Blocking other work or client-facing deadline is today. | Server is down, client presentation is tomorrow. |
| High | Important and time-sensitive. Should be worked on next. | Deliverable due this week, client waiting for review. |
| Medium | Normal work that should be completed on schedule. | Regular project tasks with standard deadlines. |
| Low | Can wait. Nice-to-have or future improvement. | Internal process documentation, non-urgent cleanup. |
Using Subtasks for Complex Work
Some tasks are too large to track as a single item. Subtasks let you break a big deliverable into smaller, trackable steps while keeping everything grouped under one parent task.
When to Use Subtasks
Use subtasks when a single task involves multiple distinct steps that different people might work on, or that you want to track individually. For example, a “Launch new website” task might have subtasks for design, development, content, testing, and deployment.
How to Create a Subtask
- Open the parent task.
- Look for an Add Subtask option within the task detail view.
- Enter the subtask name, assign it, and set a due date if needed.
- Save.
Subtasks appear nested under the parent task. You can track their individual completion while the parent task gives you an overall view of progress.
Setting Up Recurring Tasks
For work that repeats on a regular schedule — weekly reports, monthly invoices, daily standups, quarterly reviews — recurring tasks save you from creating the same task manually every time.
How Recurring Tasks Work
When you set a task as recurring, Task Session automatically creates a new instance of the task at the interval you specify. Each instance is a separate task with its own status, assignee, and due date.
How to Set Up
- Create a new task or open an existing one.
- Look for the Recurring or Repeat option in the task settings.
- Choose the frequency: daily, weekly, monthly, or custom interval.
- Set the start date and (optionally) an end date for the recurrence.
- Save.
Tip: Recurring tasks work best for predictable, repeating work. For one-off tasks that just happen to be similar to past tasks, it is faster to duplicate an existing task rather than setting up recurrence.
Controlling Client Visibility on Tasks
Every task has a visibility toggle that determines whether the client can see it in their portal.
Internal-only — the task is visible to your team (Admin and Staff) but completely hidden from the client. Use this for behind-the-scenes work, internal coordination, and draft deliverables.
Client-visible — the task appears in the client’s portal. Use this for deliverables the client needs to track, review, or approve.
Important: When you make a task client-visible, the task name and description are seen by the client exactly as you wrote them. Avoid internal jargon, shorthand, or notes you would not want the client to read. Write client-visible task names as if the client is reading over your shoulder.
Best Practices for Task Creation
1. Write clear, specific task names
A good task name tells the assignee exactly what to do without opening the task details. “Write blog post about Q1 results” is better than “Blog post.” “Review contract Section 3.2 and send feedback” is better than “Contract review.”
2. Always include a description for complex tasks
If the task requires more than five minutes of explanation, put the details in the description. Include specifications, reference links, file attachments, and any client requirements. The goal is to give the assignee everything they need to start working without asking questions.
3. Assign tasks to one person whenever possible
When a task has multiple assignees, accountability becomes unclear. If a deliverable requires work from several people, create subtasks and assign each subtask to one person.
4. Set due dates on all deadline-driven tasks
Due dates make it easy to filter overdue tasks and manage workload. If you do not set a due date, the task will not trigger any overdue warnings and may slip through the cracks.
5. Use labels consistently
Agree on a labelling convention with your team and stick to it. For example, labels for task type (design, development, content, admin) or project phase (research, production, review, delivery). Consistent labels make filtering and reporting much more useful.
6. Default to internal-only for new tasks
Start every task as internal-only and switch to client-visible only when the task is ready for the client to see. This prevents clients from seeing work-in-progress items, internal discussions, or tasks that might change before delivery.
Frequently Asked Questions
Can I move a task from one project to another?
This depends on your Task Session version. Some versions support task migration between projects. If not available, you can recreate the task in the new project and archive the original.
Can clients create tasks?
By default, no. Clients view and interact with tasks your team has created. They can comment on client-visible tasks and participate in the review/approval workflow, but they cannot create new tasks.
What happens to a task when the assignee is deactivated?
The task remains in the project with its existing status and history. It stays assigned to the deactivated user but that person can no longer log in to work on it. Reassign the task to an active team member.
Can I duplicate a task?
If your version supports task duplication, look for a duplicate or copy option in the task menu. This creates a new task with the same name, description, and settings, which you can then modify as needed.
Is there a limit to how many tasks a project can have?
No. Task Session does not impose a limit on the number of tasks per project. However, for very large projects with hundreds of tasks, using labels, filters, and subtasks will help keep things manageable.
