Using the Task Board and Calendar

Tasks is where your team keeps the work that is not a job: chasing a payment, booking an inspection, preparing paperwork. The same tasks show two ways: on a Board of stage columns and on a month Calendar. A task can stand on its own or belong to a client and one of their projects. It can also have a start and an end (all day or at set times), a due date, a priority and any number of people assigned to it.

The Board

The board is a row of stage columns, for example Backlog, To Do and In Progress. A company that opens Tasks with no columns yet is given those three to start with. Every column is yours to rename, recolour or delete.

• Add Column at the top of the board creates one. Give it a Column Name and a Color: Gray, Red, Orange, Yellow, Green, Blue, Purple or Pink.
• The … menu on a column offers Add Task, Edit Column and Delete Column.
• To reorder the columns, drag a column by the handle next to its menu.
• Deleting a column does not delete its tasks: they move to the end of the first remaining column. The board always keeps at least one column, so Delete Column is greyed out on the last one.

Each card shows the task's title, its priority, its client and project, up to three assignees (then +N) and its due date. The due date turns red once it has passed and amber on the day itself.

To move a task to another stage, open it and choose another Column. It goes to the bottom of that column.

Completing a Task: the Done Column

Tick the box at the left of a card (Mark as complete) when the task is finished. It leaves its stage and appears in Done, the last column on every board. Done is not a column you create or delete. It simply lists the completed tasks, most recently completed first. It shows the latest 50; if there are more, a line underneath says how many.

A completed task keeps the stage it was in. Untick its box in Done (Mark as incomplete), or untick Completed in the task, and it goes back to that column.

Switch on Hide completed above the board to hide the Done column and leave only the work still open. On the calendar, the same switch hides completed tasks.

Creating and Editing a Task

Click New Task at the top of the page, New task at the foot of a column (the task goes into that column) or Add Task in a column's menu. On the calendar you can also click a day. Click any card or calendar entry to open the task again.

Click Create Task or Update Task to save. Delete in an open task removes it after you confirm.

Clients and Projects

A task on a project always belongs to that project's client. Choosing a Project fills in Client with the client who owns the project. For a project the client is only associated with, as a main contractor or managing agent for example, that means the owner takes the place of the client you started from, and you see the change before you save. A project with no client keeps the client you chose, whichever of the two you pick first. If you then change the client to one that does not own the project, the project is cleared, even when the new client is associated with it, so what you see is what gets saved.

If a task's client or project has been deleted, the task opens with that field empty and saving keeps it empty.

Filters

Above the board and the calendar are three filters: All clients, All projects and Everyone (the person assigned). Next to them are Hide completed and, while any filter is on, Clear. The filters apply to the board and the calendar alike. With a client chosen, the project list narrows to that client's own projects and the projects with no client. A project the client is only associated with is not in it: its tasks belong to the project's owner, so filter on the owner to see them.

The filters are part of the page address, so a filtered board can be bookmarked or sent to a colleague. With a client filter on, New Task starts with that client filled in.

Dates and Times

The Start date and End date put a task on the calendar.

• With All day on (the default), the task covers every day from the start date to the end date. Leave End date empty for a single day.
• With All day off, a Start time is needed and an End time is optional. An end time without an end date ends on the start day.
• The end cannot be before the start, and an end date needs a start date.
• Times are saved exactly as you type them, in UK time. Nothing converts them.

The Due date is separate. It shows on the card and turns red when it has passed. On the calendar a task with no start date appears on its due date instead. A task with neither a start date nor a due date is on the board only.

The Calendar

Click Calendar next to Board. The month is laid out in weeks starting on Monday, with today's date (UK time) highlighted. Move between months with the arrows either side of Today, and click Today to come back to the current month.

• Each task is a badge in its priority colour. A completed task is grey and struck through.
• A task that lasts several days shows on each of them. A timed task shows its start time on the day it starts, and all-day tasks come first in a day.
• A day shows three tasks; a +N more link opens the whole day's list.
• Click a task to open it. Click a day's number, or an empty part of the day, to create a task starting that day. The client from the filter is filled in too.

On a phone the calendar becomes a list of the month's days that have tasks.

Adding the Calendar to Your Phone

On the Calendar tab, click Add to your calendar. Subscribe once and new tasks, changes and deletions reach your phone's calendar on their own.

• Apple Calendar (iPhone, iPad, Mac): tap Apple Calendar, then Subscribe. Apple checks for changes about every hour.
• Google Calendar: click Google Calendar and confirm Add. Google decides for itself when to check, and it can take several hours. Once added on the web, it appears on your Android phone too.
• Outlook and others: copy the link and add it as an internet calendar.

The link shows the tasks your filters showed when you created it; the modal says which. Set the filters you want on the page and click Use the filters on this page to change them without changing the link. Completed tasks start with a tick. Your phone's calendar is read-only: changes you make there do not reach dynamik.app.