Task Management and Assignments

Where Tasks Live

SupaBook tasks are built for studio execution. Use Tasks for your personal cross-project work queue, and use Project Tasks for project-specific execution.

1. Open Tasks

   Click Tasks in the sidebar to see tasks assigned to you, grouped by timeline (overdue, today, upcoming).

2. Open a project's tasks

   Open any project, then go to the Project Tasks tab to see tasks scoped to that project.

3. Managers: use Team Management when needed

   If you manage multiple people, Team Management includes cross-team task tools. Tasks created in projects still show up in Tasks automatically.

Tips

• Use Tasks as your day-to-day work queue
• Use Project Tasks for production execution inside a specific job
• If you do not see Tasks in the sidebar, ask an admin to enable Tasks access in your Permission Set

Create and Assign a Task

Workspace managers can create and assign tasks in one step. Team members can update their own assignment status.

1. Go to Tasks

   Click Tasks in the sidebar. This is the fastest way to create and assign work across multiple projects.

2. Click Create & Assign Task

   Enter a task title, optional description, due date, priority, and estimated hours.

3. Link the task to a project (optional)

   Choose a project to keep the work scoped and visible in that project's Project Tasks tab.

4. Select one or more assignees

   Pick the team member(s) responsible for the task. You can also create an unassigned task if the project needs a manager decision.

5. Create

   Task assignments appear immediately in Tasks and in the project workspace when linked.

Tips

• Use high priority for time-sensitive deliverables (editing deadlines, delivery prep, client review)
• Use estimated hours to help distribute workload across your team

Important notes

• If you do not see the Create button, ask your workspace manager to check your task permissions.

Manage Tasks Inside a Project

Project Tasks is your execution hub for a booked project. It supports collaboration, templates, and a Gantt-style timeline.

1. Open Project Tasks

   Open a project and go to the Project Tasks tab.

2. Create a project task

   Workspace managers can click Create Task. The project link is locked so the task stays scoped.

3. Open details to collaborate

   Click Open details on a task to add comments, upload attachments, manage dependencies, and (admins) configure recurrence.

4. Assign unassigned work

   Workspace managers can assign a team member to unassigned tasks. Team members can update their own assignment status.

Tips

• Use dependencies to model handoffs (shoot → edit → review → delivery)
• Keep project assets attached directly to the task so the next person can work without hunting through email threads

Starter Task Templates (Booked Projects)

Starter templates generate a production checklist per project type. Templates are studio-defined (not hardcoded). Use role placeholders (Producer, Shooter, Editor) and map them to real people per project.

1. Open Project Tasks → Manage Templates

   Create or edit a reusable workflow for a project type (example: video production).

2. Add template items

   Each item becomes a real task. You can set role placeholders, priority, and relative due days.

3. Apply Template to a project

   Project Tasks → Apply Template. Map each role to a team member or leave it unassigned.

4. Optional auto-apply on booking

   Enable Template Automation to auto-create starter tasks when projects are booked (admins only).

Tips

• Keep templates short and role-based so you can reuse them across projects
• Leave roles unmapped when the assignment decision depends on schedule or workload

Automatic Pipeline Milestones

A project task can move its linked project forward when the task is completed. Use this for clear handoffs such as moving a project to Proposal Sent after the Send proposal task is finished.

1. Create or open a project task

   Create a task linked to a project, or open an existing task from the Project Tasks tab.

2. Choose a pipeline milestone

   Under Pipeline milestone, choose the stage the project should reach when this task is completed.

3. Add milestones to templates

   In Project Tasks, open Manage Templates and set a pipeline milestone on any reusable template item. Tasks created from that template inherit the rule.

4. Complete the task

   When the task is completed, the linked project moves forward automatically. If several people are assigned, every assignment must be completed first.

Tips

• Use explicit milestones for important handoffs such as Proposal Sent, In Production, Client Review, and Delivered
• Automatic milestones only move projects forward, so completing an older task cannot move a project backward
• Reopening a task does not reverse the project's pipeline stage

Important notes

• A task must be linked to a project before a pipeline milestone can be selected.

Project Timeline (Gantt-Style)

The Project Timeline shows tasks on a date-scaled Gantt with dependency connectors. Admins can reschedule due dates by dragging the end handle of a bar.

1. Open Project Tasks → Project Timeline

   You will see tasks laid out by date. Dependencies appear as connector lines.

2. Reschedule (admin)

   Drag the end handle of a task bar to change the due date. The system blocks invalid moves that would violate dependency due dates.

3. Open details from the timeline

   Click a task row to open full details for collaboration.

Tips

• Use the timeline to spot overlaps and bottlenecks early (editing capacity, review cycles)
• If a task is blocked, check its Dependencies in task details to see what needs to finish first

Task Notifications and Reminders

SupaBook supports in-app notifications and email alerts for assignments, mentions, and task deadlines. Studio admins control reminder defaults in Settings → Preferences.

1. Assignment notifications

   When a task is assigned, the assignee receives an in-app notification and (if enabled) an email.

2. Mentions

   Mention teammates in comments using @name to notify them.

3. Due soon and overdue

   When enabled, task reminders send alerts one day before due date (due soon) and one day after due date (overdue).

4. Configure reminders (admin)

   Go to Settings → Preferences → Reminder Preferences to manage Tasks, Company alerts, and scheduler meeting reminders. Unanswered lead reminder emails go to studio owners by default, and you can opt in team members from the Company section.

Tips

• Use in-app alerts as the default, and enable email for high-signal events (assigned, due soon, overdue, mentioned).

Troubleshooting

Common issues when getting started with tasks.

1. Project picker says No projects

   Make sure your studio has projects created, you have access to the correct studio, and your role/Permission Set allows project visibility.

2. I cannot create or assign tasks

   Workspace managers can create and assign tasks by default. Members can update their own assignment status and collaborate in task details.

3. Templates not appearing

   Templates are studio-scoped. Create templates in Project Tasks → Manage Templates, or verify the database migration is applied.

4. Due/overdue emails are not sending

   Verify reminder toggles are enabled in Settings → Preferences and confirm the task reminder scheduler is deployed in your environment.

5. A contractor can still see money amounts

   Remove Financial access from their Permission Set. For dashboard widgets, disable Financial Widgets access as well.