Task Management

What is Task Management?

Task Management includes two tools to help you organize work:

Whiteboard

Whiteboard helps you organize work with simple, visual task lists. Use it to:

• Track what needs to be done: Create lists of tasks for projects or daily work
• Assign work: Share lists with team members
• Stay organized: Drag and drop to prioritize
• See progress: Track completed vs pending tasks

Task Lists

Task Lists are containers that hold related tasks. Think of them like folders or projects.

Creating a Task List

1. Go to Whiteboard in the sidebar
2. In the "Create Task List" panel on the right
3. Enter a List Name (e.g., "Website Redesign", "Daily Tasks")
4. Choose a Color to help identify the list
5. Optionally check Share With Company to make it visible to your team
6. Click the + button to create

List Colors

Colors help you quickly identify different lists. Choose from: Blue, Gray, Green, Red, Yellow, Pink, Purple, Teal, and Dark.

Editing a List

1. Click the menu icon on the list header
2. Select Edit
3. Update the name, color, or sharing settings
4. Click Update

Deleting a List

1. Click the menu icon on the list header
2. Select Delete
3. Confirm the deletion

Creating Tasks

Add individual tasks to track work items.

Adding a Task

1. In the "Create Task" panel on the right
2. Enter the task description in the Task Item field
3. Click the + button
4. The task appears in the Unassigned Tasks area
5. Drag it to any task list to assign it

Completing Tasks

1. Click the checkbox icon next to the task
2. The task moves to the "Completed" section at the bottom of the list

Organizing Tasks

Whiteboard uses drag-and-drop for organization:

• Reorder tasks: Drag tasks up or down within a list
• Move between lists: Drag a task from one list to another
• Delete tasks: Drag a task to the trash area that appears when dragging

Personal vs Shared Lists

Whiteboard supports both personal and shared lists.

Personal Lists

• Only you can see them
• Great for personal to-dos, notes, reminders
• Default setting for new lists

Shared Lists

• Visible to everyone in your company
• Great for project tasks, team checklists, handoffs
• Anyone can add tasks, complete tasks, and reorder
• Only the list owner or administrators can delete the list

How to Share a List

1. When creating a new list, check Share With Company
2. Or edit an existing list and enable sharing

Heads Up

Heads Up is a reminder system for time-sensitive tasks. Unlike Whiteboard's simple task lists, Heads Up adds:

• Due dates: Every reminder has a specific due date
• Priority levels: Mark items as Normal, Important, or Critical
• Recurring reminders: Set up daily, weekly, monthly, or yearly repeats
• Snooze: Defer reminders to a later time
• Multiple views: Agenda, List, and Calendar views
• Smart filters: Quickly find overdue, upcoming, or snoozed items

Creating Reminders

1. Go to Heads Up in the sidebar
2. Click New Reminder
3. Fill in the reminder details:

   Field	Description
   Title	What needs to be done (required)
   Description	Additional details or notes
   Due Date	When it's due (required)
   Priority	Normal, Important, or Critical
   Scope	Personal (only you) or Company (can assign to others)
   Category	Optional category for filtering
   Link to Job	Connect to a job (if Job Costing is enabled)

4. Click Save Reminder

Company-Wide Reminders

Administrators can create company-wide reminders and assign them to specific team members:

1. Set Scope to "Company"
2. The Assign To field appears
3. Click Add Person to select assignees
4. Assigned users will see the reminder in their Heads Up

Recurring Reminders

Set up reminders that repeat automatically:

1. Check Recurring reminder
2. Select the repeat pattern:
   • Daily: Every X days
   • Weekly: Every X weeks, on specific days
   • Monthly: Every X months
   • Yearly: Every X years
3. Set when it ends: Never, after X occurrences, or on a specific date

Views & Filters

Heads Up offers three ways to view your reminders:

Agenda View

The default view groups reminders by urgency:

• Overdue: Past due date (highlighted in red)
• Due Today: Due today (highlighted in yellow)
• This Week: Due in the next 7 days
• Later: Due more than a week out

List View

A table view showing all reminders with sortable columns. Sort by due date, priority, title, or created date.

Calendar View

A monthly or weekly calendar showing reminders on their due dates. Click a date to create a new reminder for that day.

Smart Lists

Quick filters in the sidebar:

• Upcoming: Active reminders not yet due
• Overdue: Past due date
• Due Today: Due today
• This Week: Due within 7 days
• Snoozed: Reminders you've deferred
• Assigned to Me: Company reminders assigned to you
• Created by Me: Reminders you created
• All Reminders: Everything

Categories

If your company has set up categories, you can filter by category to see only related reminders.

Snoozing Reminders

Snooze a reminder to hide it until a later time:

1. Click the clock icon on a reminder, or open it and click Snooze
2. Choose a snooze option:
   • 1 hour
   • Tomorrow morning
   • Next week
   • Custom date/time
3. The reminder moves to the Snoozed list
4. When the snooze time arrives, it reappears in your active reminders

To clear a snooze and see the reminder now, click the snooze button again and select Clear snooze.

Completing Reminders

1. Click the checkmark icon on a reminder, or open it and click Complete
2. Optionally add completion notes (useful for documenting what was done)
3. Click Complete Reminder

Completed reminders are saved in the history and can be viewed from the reminder detail panel.