Tasks
Tasks with due dates, reminders, subtasks, comments and a Kanban board, linked to the plan, projects and documents.
You will find Tasks in the menu under Planning → Tasks, and in the mobile app under More → Projects & planning → Tasks. They are used to assign and keep track of specific work: who has to do what, by when, and what state it is in. A task can be standalone, belong to a project, or be attached to an event in the Calendar.
Who sees and edits tasks
Access to the module is controlled by the Role (module Tasks): with čtení (read) you can only view tasks, with editace vlastních (edit own) or editace (edit) you create and edit them. External diary participants (investor, technical supervisor) have no access to tasks.
Within the module, the following applies:
- Everyone sees the tasks they created, the tasks they are assigned to, and the tasks of plan events they are assigned to.
- An administrator additionally sees other people's tasks, but only those that are not private.
- Editing a task is allowed for its author and the assigned people, and for a non-private task also for the administrator. Anyone who may edit a task may also tick off its subtasks.
- Deleting a task is allowed only for its author, and for a non-private task also for the administrator. An assigned person completes the task but does not delete it.
- The Nový úkol (New task), Upravit úkol (Edit task) and Duplikovat úkol (Duplicate task) buttons are shown only to someone whose Role allows editing Tasks; Smazat úkol (Delete task) only to the author and the administrator. With the čtení (read) level, you only view tasks.
A new task is a Privátní úkol (Private task) by default - only the author and the assigned people see it, not even the administrator. If the company management should see the task too, turn the switch off when creating it. Tasks created on a plan event are always non-private. If you attach an existing private task to an event, it stops being private (the administrator and everyone assigned to the event will see it), and it stays non-private even after it is detached from the event.
List and Kanban
At the top right you switch between the list and the Kanban board.
The list shows for each task its status, name, project, number of completed subtasks, number of comments, priority, due date and assigned people. An overdue task has a red background. Clicking the status icon on the left completes the task with a single click (or reopens it); clicking the row opens the detail.
The Kanban board has the columns K řešení (To do), Rozpracováno (In progress), Ke kontrole (In review) and Hotovo (Done). You drag a card to another column or to another position in the column, or move it with the Přesunout do (Move to) arrows. Cancelled tasks are not shown in Kanban.
Filters and export
Above the list there are the filters Hledat úkoly (Search tasks), Stav (Status), Priorita (Priority), Projekt (Project), Osoba (Person) and the date range Od (From) / Do (To). Completed and cancelled tasks are hidden - you display them with the Zobrazit dokončené (Show completed) and Zobrazit zrušené (Show cancelled) switches (if you select statuses manually in the Status field, they take precedence).
With the CSV and XLSX buttons you download the tasks according to the current filters.
New task
- Click Nový úkol (New task).
- Fill in the Název (Title) and optionally the Popis (Description).
- Set the Stav and the Priorita (Nízká = low, Střední = medium, Vysoká = high, Urgentní = urgent).
- Enter the due date in the Trvání (Duration) field - a single day or a from-to range, optionally with a time (the Celý den (All day) switch). A task can also be Bez termínu (No due date).
- Optionally set a Připomenutí (Reminder) (date and time), Opakování (Repeat) and Projekt (the project).
- In Přiřazené osoby (Assigned people), select at least one person and a role for each of them. The creator is prefilled as the responsible person.
- Check the Privátní úkol switch and click Vytvořit (Create).
The assigned people receive a notification.
Roles of people in a task
- Zodpovědná osoba (Responsible person) - handles the task,
- Kontrolor (Reviewer) - verifies completion,
- Pozorovatel (Observer) - follows the task but does not handle it.
Roles are used to distinguish who does what in the task. All assigned people can see and edit it regardless of their role (edit only with permission to edit tasks).
Task statuses
| Status | Meaning |
|---|---|
| K řešení | A new task on which work has not started yet |
| Rozpracováno | The task is being worked on |
| Ke kontrole | Done, waiting for review |
| Hotovo | Completed |
| Zrušeno (Cancelled) | The task will not be done |
Recurrence
For a task with a due date you can set Opakování (Denně, Týdně, Měsíčně, Ročně = daily, weekly, monthly, yearly) and Opakovat do (Repeat until). When the task is completed or its due date passes, the next occurrence is created automatically.
Reminders
The assigned people receive reminders: at the time set in Připomenutí, on the due date and after the due date. The Utišit připomínky (Mute reminders) switch (in the form, or the bell icon in the detail) turns these reminders off. Notifications about comments and status changes keep coming.
Task detail
Clicking a task opens the detail with its status, priority, description, due date, project, author and assigned people. If the task belongs to a plan event, there is an Událost (Event) link to the Calendar. With the icons at the top you mute the task, duplicate it, edit it or delete it.
The detail has four tabs:
- Komentáře (Comments) - the discussion about the task. A comment can be deleted by its author or an administrator.
- Podúkoly (Subtasks) - add a subtask quickly by typing its name and pressing Enter, tick it off and delete it. Subtasks take over the project and privacy of the parent task.
- Doklady (Documents) - linking a related record: you select the Typ dokladu (Document type) (work report, trip, purchase invoice, order, construction diary, delivery note, inquiry) and the specific Doklad (Document).
- Historie (History) - an automatic record of changes (creation, edits, assignments, comments, completion, linked documents, recurrence, muting).
Tasks in other parts of the app
- Calendar - tasks with a due date are shown in the Calendar with the ☑ mark. On a plan event you can create tasks or attach existing ones, see Tasks on an event.
- Plánovací okno (Planning board) - on a project card you can add a task with a single line; it takes over the people from the card. See Planning board.
- Dashboard - the For approval section has a Tasks tab with the number of your open and overdue tasks. It shows Moje úkoly (My tasks) and Po termínu (Overdue); you can tick off a task right there, and the arrow takes you to the Tasks agenda.
- Poptávky (Inquiries) - a task can also be created from the detail of an inquiry.
Notifications
Everyone sets up their task notifications in My profile → Notifikace (Notifications), row Úkoly (Tasks). They are sent when a task is assigned, for a new comment, for a status change and for due dates, by e-mail and to the mobile app. Notifications in the mobile app are on automatically; everyone has to turn e-mail notifications on themselves. In the mobile app, in the notification settings, you turn off the individual kinds separately (assignment, comment, status change, due date), including the e-mail switches for comment and status change. The button in the e-mail opens the task detail directly (for the summary e-mail about tasks added to an event, the list of that event's tasks). Clicking a task on the Dashboard opens its detail.
Tasks in the mobile app
In the mobile app you will find the task list with filters, the detail with comments and subtasks, creating and editing tasks, and ticking them off. Linked documents are only displayed in the mobile app; linking them is done on the web. Kanban is only on the web.
Kanban is well suited to a short meeting: you can see at a glance what is in progress, what is waiting for review and what is done. Tasks are moved by dragging.