Adding Tasks to an Existing Project

Summary

Project tasks are the individual units of work that make up a project. Adding tasks to a project serves two core purposes: tasks are what your team schedules on the Project Scheduler and what employees log time against in Employee Time. A project without tasks can't be scheduled and can not accept time entries.

Getting There

1. Open the project from the Project Dashboard.
2. Click the Tasks tab on the project edit page near the bottom.

The tab shows your existing tasks in two views — a DigiBoard (kanban-style by status) and a List view (table). Both add methods are available from this tab.

Quick Add

Quick Add is the fastest way to get tasks onto a project. Use it when you just need to drop tasks in without configuring details upfront.

Adding Individual Tasks

1. Click the task search box on the left side of the Tasks tab.
2. Type to search or scroll to find the task from your Task List.
3. Click one or more tasks to select them — the Add button updates to show the count (Add (2), Add (3), etc.).
4. Click Add to create the tasks on the project.

Tasks added via Quick Add are created immediately using your first status (the status with the lowest order in your status list) and no budget or phase information. You can edit individual tasks after adding them if you need to set those details.

Adding a Task Group

If you have Task Groups set up, you can add an entire group of related tasks at once:

1. Select the group from the Task Groups dropdown.
2. Click Add Group.

All tasks in the group are added to the project in one step, each assigned the default status. This is useful for project types that follow a consistent set of steps — set the group up once, add them all with a single click.

Advanced Add

Advanced Add gives you more control at the time of creation — status selection, phase assignment, and optional quote linking. Use it when tasks need to be configured precisely from the start.

1. Click Add Task(s) on the right side of the Tasks tab.
2. The Advanced Add modal opens.

Fields Available

Linking to a Quote

If you check Link to Quote, three additional dropdowns appear in sequence:

1. Quote — Select the quote associated with this project
2. Quote Line Item — Select the line item within that quote
3. Quote Task (Optional) — Select the specific task from that line item

Linking a task to a quote line item ties the project task back to the original scope and pricing from the quote.

Adding the Tasks

Once your tasks and options are selected, click Save. The modal closes and the task list reloads with the newly added tasks.

Import from Quote

If the project has an associated quote, you can import tasks directly from it using the Import From Quote button on the right side of the Tasks tab.

1. Click Import From Quote.
2. Select the quote from the dropdown — the quote's tasks load as checkboxes.
3. Check the tasks you want to bring in.
4. Select a Status and optionally a Phase.
5. Click Save.

This is the richest way to add tasks — quote-imported tasks carry over budget hours, budget amount, task notes, and due dates from the original quote. This keeps your project budget aligned with what was quoted without re-entering numbers.

After Adding Tasks

All three methods stay on the project edit page — no redirects. The task list reloads automatically and your new tasks appear immediately in the DigiBoard and List views.

Newly created tasks are unassigned — no team member is attached yet. To assign a task to someone, open the task and add an assignment. Assignments are what drive the task's appearance on the individual scheduler and the team member's task list.

What Tasks Enable

Once tasks are on the project, two key workflows become available:

Scheduling — Tasks with a status that has Allow Scheduling enabled can be placed on the Project Scheduler or Crew Scheduler. If a task's status has scheduling turned off (like Completed or Billed), it won't appear in the scheduler at all.

Employee Time — Employees can log time against tasks whose status has Allow Employee Time enabled. Tasks in closed or billed statuses with that flag turned off are invisible in the time entry dropdown — preventing time from being logged to finished work.

See Project & Task Statuses for details on how status flags control scheduling and time entry access.

Quick Add vs. Advanced Add at a Glance

Tips

• Quick Add is fine for most tasks. If you just need tasks on the project so the team can start scheduling and logging time, Quick Add is all you need. Fill in budget and phase details later if required.
• Use task groups for repeatable project types. If your residential projects always have the same ten tasks, put them in a group and add them all in one click every time.
• Import from quote when budget tracking matters. The quote import is the only method that brings budget hours and amounts across — if you're tracking budget vs. actual on the project, import from the quote rather than adding tasks manually.
• Set phases if you have multi-stage projects. The Phase field is visible in the task list and useful for sorting and filtering — Phase 1, Phase 2 keeps large task lists organized.