Stay on top of your work with tasks in Dubsado: track client-related to-dos and personal reminders in one place, assign them to your team, and see them wherever you work.
Overview of tasks
Tasks give you a single place to track client-related action items and personal reminders, whether or not they're tied to a project. Click Tasks in the left navigation menu to open the Tasks page. Owner, Admin, and Basic team members can access tasks; Accountant team members don't have task access.
Navigating the Tasks page
The Tasks page opens to a table listing your tasks, with status tabs, search, and sorting so you can quickly find what you need.
For each task, the table shows:
The body of the task
The project it's associated with (if applicable)
The assignee (if assigned)
The due date (if set)
Three status tabs filter which tasks appear: All, To Do, and Completed. The page opens to the To Do tab by default.
To search for a task, click the magnifying glass above the task list and type a keyword from the task's body, project name, or contact name.
To sort or filter your tasks, click the filter icon above the task list and choose to sort by Project, Assignee, or due date.
If a task you're looking for isn't showing up, check which status tab is active. Completed tasks only appear under the Completed tab.
Customizing your task view
You can also change how your tasks are displayed to match how you like to work.
Switching between table and board view
Click Table for the default table view, or click Board to switch to a Kanban-style board view.
Grouping tasks
You can group tasks by No grouping, Assignee, or Status. Toggle Show empty groups to display or hide groups that don't currently have any tasks.
Customizing columns
Toggle the eye icon next to each property (Task, Project, Assignee, Due Date, Comments) to show or hide it on the list. Click Hide all or Show all to manage every column at once, or drag and drop properties to reorder them.
Creating a task
Click New Task at the top of the task list to open the Task Details panel.
In the Task field, describe the task.
To set a due date (optional):
Click the Select due date field
Select a date from the calendar
Optionally, check Include time to specify a time
To associate the task with a project (optional), select one from the Project dropdown.
To keep the task private, toggle Private Task. Private tasks are only visible to you and can't be assigned to others, so this also hides the Assigned to field.
To assign the task to a team member (optional), select one from the Assigned to dropdown.
Click Save at the top of the panel.
Once the task is saved, a Comments & Files tab becomes available for follow-up notes and attachments.
Only tasks assigned to you appear on your Home page Tasks widget, so assign tasks to yourself if you'd like to see them there.
Managing tasks
Once a task exists, you can edit it, add comments and files, or mark it complete.
Editing a task
Click any task in the list to open its Task Details panel. You can edit the task's body, due date, project, private status, and assignee directly from the panel, then click Save. Click the expand icon to switch to full-screen editing, or the collapse icon to return to the side panel.
Adding comments and files
Open a task and click the Comments & Files tab.
To add a comment, type it in the Write a comment field, then click Submit comment.
To add a file, click Upload document or drag and drop the file into the upload area.
Marking a task complete
Click the circular checkbox next to the task to mark it complete. The task moves to the Completed tab.
Where to find your tasks
Tasks show up in several places, so you'll see what's on your plate no matter where you're working:
The main Tasks page
Your Home page, in the Tasks widget
Inside a project, on that project's Tasks tab (only tasks associated with that project appear here, and creating a task from inside a project automatically associates it with that project)
On the Calendar, if the task has a due date
Tasks with a due date can also export to any calendars you've connected. The calendar event is automatically marked as available, so it won't block your scheduling availability. Completing a task removes it from the calendar.
Creating tasks with flows
You can automate task creation as part of a flow with the Create Task action. Add a Task Body for the flow to fill in, choose an assignee from Select an assignee (yourself, the workspace owner, or a team member), and optionally toggle Email the brand owner when the task is created to notify the workspace owner by email as soon as the task is created.
Learn more about using tasks as checkpoints in your flows in Controlling flow automation with approval and tasks.
Sharing tasks with clients via task boards
Individual tasks can't be assigned to a client, but you can share a whole board of tasks with them instead. Set a task board's Privacy setting to Client to make it visible in the client portal, or keep it set to Private to keep it team-only.
See Using task boards for how to create and share a board.
Task notifications
To get notified when a task is assigned to you, go to Settings ➔ Notifications and enable Task assigned to me, then choose email, browser, or both. Each team member controls their own notification preferences, so an assignee is only notified if they've enabled it themselves.
For more on managing your preferences, see Notification settings & the updates panel.
FAQ
Are "tasks" and "todos" the same thing?
Yes, "tasks" and "todos" are the same thing.
Can I create a recurring task?
No. Each task needs to be created individually.
What happens when I assign a task to a team member?
They'll get an email if they have Task assigned to me enabled in their notification settings. Each team member controls their own preferences, so this isn't automatic. See Notification settings & the updates panel for more.
Can I assign tasks to clients?
No, but you can create and share a task board with your clients, which they can view in their client portal.
Which tasks can my team members see?
Basic team members see tasks assigned to them, unassigned tasks in projects they're part of, and unassigned tasks that aren't tied to any project. They don't see unassigned tasks from projects they're not part of. Owner and Admin team members see all tasks except private ones. Accountant team members don't have access to tasks. Private tasks are only visible to the person who created them.
Do I have to assign tasks to myself?
No, assigning a task is optional. Keep in mind that only tasks assigned to you appear on your Home page Tasks widget.
Why can't I assign a task to someone?
Check whether Private Task is toggled on. Private tasks can't be assigned to others, so turn off Private Task to bring back the Assigned to field.
Will I get reminders to complete a task?
Dubsado doesn't send built-in task reminders. If reminders are part of your standard process, automate them with the Create Task flow action, which can send an email as soon as the task is created.
If I set a due date, will it block my scheduler availability?
No. The calendar event created from a task's due date is automatically marked as available.
Why isn't my task appearing in the list?
Check which status tab is active. New tasks appear under All or To Do; completed tasks move to Completed.
Why aren't my comments or files saving?
Make sure you click Submit comment after typing a comment, and that any files finish uploading before you close the task. For other edits, click Save at the top of the panel.