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Managing Task Groups

This article explains how Task Groups help streamline project setup by letting you add a predefined collection of tasks to a project in one step. It covers how to create, edit, rename, and delete task groups, how to add or remove tasks from a group, and where task groups can be used when creating or editing projects. It also includes tips for building focused groups around common project types, keeping task sets manageable, and updating groups as your workflow changes.

Summary

Task Groups are named collections of tasks that can be added to a project all at once. Instead of adding tasks one by one every time you start a project, you build a group once and drop the whole set onto any project in a single step. They are especially useful for project types that follow a consistent scope of work — the same set of tasks applies every time.

Managing Task Groups

Navigate to Settings → Task Groups to view, add, edit, and remove groups.

Adding a New Group

  1. Go to Settings → Task Groups.
  2. Click Create New.
  3. Enter a Group Name (required, up to 25 characters).
  4. Click Save.

The group is created empty. Open it to add tasks.

Adding Tasks to a Group

  1. Click the Edit icon next to the group.
  2. Select a task from the Tasks dropdown — it is added to the group immediately. No Save button needed.
  3. Repeat for each task you want in the group.

Tasks appear in a list below the dropdown as they are added. The available tasks come from your Task List — if a task you need doesn't appear, add it to the Task List first and then return here.

Removing a Task from a Group

On the group edit page, click the X next to any task in the list to remove it. The removal happens immediately — no Save needed.

Renaming a Group

On the group edit page, update the Group Name field and click Save.

Deleting a Group

Click Delete next to the group and confirm. Deleting a group removes it and all of its task memberships. Tasks in your Task List are not affected — only the group itself is removed. There is no in-use guard, so the deletion proceeds immediately on confirmation.

Using Task Groups on a Project

Task groups are available in two places:

When creating a new project — On the New Project form, select a group from the Available Task Groups dropdown and the tasks are added to the project's task list before you even save.

When editing an existing project — On the Tasks tab of the project edit page, select a group from the Add Group of Tasks dropdown and click Add Group. All tasks in the group are added to the project at once, each assigned your default status.

See Adding Tasks to a Project for the full task addition workflow, including Quick Add, Advanced Add, and importing from a quote.

Tips

  • Build groups around project types. A Residential Survey group, a Construction Stakeout group, a Home Builder group — each containing exactly the tasks that type of project always needs. When a new project comes in, one click and it's fully loaded.
  • Keep groups focused. A group of 6–12 tightly related tasks is easier to maintain and faster to scan than a group of 30. If a project type has a large scope, consider splitting it into phase-based groups (Phase 1 – Mobilization, Phase 2 – Field Work) and adding them separately.
  • Groups don't lock tasks together. Once tasks are added to a project from a group, they are independent project tasks — you can add, remove, or edit any of them without affecting the group or other projects.
  • Update groups when your workflow changes. If a task is no longer part of every project of a given type, remove it from the group. New projects will get the updated set; existing projects are unaffected.