Working with tasks

A task is a scheduled piece of work with a date, an assignee, and a status. Every task is one of two types:

• External (Client Task): work for a client. It requires a client, and you can link it to a project and, when the client has more than one property, to a specific property.
• Internal (Team Task): work for your own team, like a supply run or truck maintenance. No client involved.

Whatever the type, a task moves through four statuses: Pending, In Progress, Completed, or Cancelled.

Tasks are created and edited in a slide-over panel that works the same everywhere. Open it with New Task on the Tasks page, or Add Task on a client or project.

1. Choose the Task Type. For an external task, pick the Client, plus a Project and Property if they apply.
2. Enter a Task Title, and a Description if it helps.
3. Pick the Date. Add a Start Time and End Time if the visit has a set window.
4. Set the Status, and use Assign To to pick who does the work.
5. Click Create Task.

For work that happens on a rhythm, change Repeat from No repeat to Daily, Weekly, Monthly, or Yearly. Once you choose a repeat, a Repeat Until date is required, so every series has a clear end.

1. Open the Tasks tab on a project that belongs to an active recurring series. Create and save the task you want to repeat.
2. Choose Copy on that task’s row to open Copy to future projects?. Review how many tasks will be created, updated or preserved, then choose Copy task.
3. The task appears in Future task setup. OneTool uses that saved version when it creates later visits. Editing the source task alone does not change the saved setup; copy it forward again to publish those changes.

Copies receive fresh Pending status, the saved title, description, times and assignment, and a date shifted relative to each project’s start date. They do not create a second standalone task recurrence. Only eligible later planned visits are populated; started or invoiced work is preserved.

Copying again updates untouched pending copies without duplicating them. Manually created tasks and copies that were edited, started, completed or deleted are preserved. A deleted copy stays deleted.

Use Remove in Future task setup, review the preview, then choose Remove task setup to stop future generation and remove eligible untouched pending copies. This leaves the original task and protected copies in place. Deleting the original task alone does not remove its saved setup; you can still remove the setup from another project in the series.

Task copy-forward requires organization-wide access to projects and tasks, plus permission to modify both. Removing saved setup also requires permission to delete tasks. These built-in recurring-project controls are available on Free and Business.

The Tasks page sorts everything into sections so the most pressing work sits on top: Overdue, Today, This Week, Upcoming, Completed, and Cancelled. Each section is its own small table, and empty sections stay out of the way.

Narrow the list with filters for Status, Client, Project, Assignee, and Date, or use the search box.

Click the circular status icon at the start of a task's row to mark it completed. Click it again to reopen it as pending. There is no need to open the task itself. For bigger changes, the pencil icon opens the task for editing and the trash icon deletes it after a confirmation.