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Tasks and checklists

A task is a dated to-do, for a client or for the firm itself. Add tasks by hand, or set up a checklist on a client's service so each of its deadlines gets the same tasks.

See your work

In the sidebar, click My work. Your open tasks are grouped by when they're due: Overdue, Today, This week, Next week, then later.

  • Due within shows the next 7, 30, 60 or 90 days, or All. It starts at 60 days, and overdue tasks always show. When more are due later, click Show all.
  • Completed lists your finished tasks, newest first.
  • Search with Search tasks, clients or deadlines, or open Filters to choose Whose tasks and a Client.
  • Deadlines on your clients shows up to 10 open deadlines due in the next 14 days, overdue ones included, for the clients whose team you're on.

A task is yours when it's assigned to you, or when it goes to a role you hold on the client's team, such as Preparer.

Add a task

  1. Click New task, on Today, My work, Deadlines or a client's page.
  2. Type the Task and its Due date.
  3. Choose a Client, or leave None — internal task. You can also pick an Engagement and a Linked deadline. Left without a due date, the task takes the deadline's.
  4. Choose the Assignee: it starts on you, or pick someone else, a role on the client's team (whoever holds it) or Unassigned.
  5. Click Create task.

On a deadline's page, Add a task for this item only adds one to that deadline.

Tip

From any page, press Ctrl+K (Cmd+K on a Mac) and choose New task.

Work through your tasks

  • Click the round tick beside a task to mark it done. On a done task, the same tick reopens it.
  • Not needed closes a task that doesn't apply this time.
  • Click a task's name to change it, see the time logged on it or start a timer.
  • A task you added by hand can be deleted from its page: More actions (⋯) › Delete this task. A checklist task can't: mark it Not needed.

To change several at once, tick them in My work. In the bar that appears, click Mark done or Not needed, or choose someone in Give them to… and click Assign.

Set up a checklist on a service

A checklist gives every deadline of a service the same tasks, each due a number of days before the deadline.

  1. Open the client, then its Engagements and deadlines tab.
  2. Under Services, click Edit beside the service.
  3. Under Checklist, fill in a row per step: the Step, the Days before the due date and Who. When the service has more than one kind of deadline, such as a T2 return and its instalments, choose one under For each.
  4. Click Save. Saving also gives you more blank rows.

To reuse another client's checklist for the same service, choose it under Start from another client's checklist while this one is empty. It's copied once; the two don't stay linked. To drop a step, tick Remove on its row and save.

After you save:

  • Each open deadline of that kind gets one task per step. A date on a weekend or a public holiday moves to the business day before.
  • Tasks whose date has already passed aren't added. To add them, open the deadline and click Add missing checklist tasks.
  • When you change a step, its open tasks follow, unless someone changed them by hand. Finished tasks stay as they are.

Good to know

  • Everyone sees their own tasks and the unassigned ones. Managers, partners, admins and owners can also choose anyone under Whose tasks, or Everyone. For everyone else, the bar for ticked tasks changes only their own.
  • A step's Who starts on the client's Preparer. When nobody holds that role, its tasks say No Preparer on this client: add someone under Team on the client's People tab.
  • Marking a deadline done hides its open tasks. They come back if it's reopened.
  • If you change a checklist task's name, date or who, the checklist leaves it alone. Follow the checklist again on the task's page undoes that.
  • A checklist holds up to 40 steps. My work shows up to 300 tasks at a time.
  • Show tasks on Deadlines puts tasks beside the deadlines.