Add checklist to a task

You can add multiple checklists to a task by click on “Add checklist”. Each project member can add checklists to a task, no matter what role they have.

Working with checklists

Each checklist item can be assigned to one person of the project.

Also, checklist items can be converted to a new task/card and can be deleted.

On the checklist itself you can hide items that are completed.

On the checklist’s progress bar you can see how many percentage of the checklist items are complete.

Attach a file

You can attach several files to a task but ach file must not be bigger than 10MB. Each project member can attach a file to a task, not matter what user role they have.

To attach a file you can click on “Attach file” and select a file from your computer or you could drag and drop the file into the card and it’ll upload.

Managing attachments

Each attachment can be downloaded or deleted.

1 Task Actions
1.1 Mark task as complete
1.2 Copy task
1.3 Move task to another project
1.4 Delete task
2 Task attributes
2.1 Task rate
2.2 Task budget
2.3 Task due date
2.4 Billable and non-billable tasks

Add task to a project

On both the board and list view you can add a task for each section by clicking on “Add task”.

You can either create a new task and insert the task name or select one from your task templates.
Learn more about task templates ➜

Task Actions

For each tasks there are actions that can be performed.

Mark as complete

Each task can be complete or incomplete. You can change the status by clicking on “Mark as complete” or “Completed”. If a task is completed no time can be tracked on this task.

Copy task

Every task on zistemo can be copied by clicking on the copy task icon. When copying a task you select if the following should be copied:

• Checklists
• Tags
• Assigned staff
• Attachments

Further you can decide the destination project and section the task should be copied. by default, the task will be on the first position in that section.

If attachments will be copied, they will appear as not completed in the other task.

What wont be copied?

Timesheets, comments and the task history wont be copied to the other task.

Move task to another project

On zistemo you can move a task to another project by click on the move task icon. When moving a task you can select project and section the task should be moved. By default, the task will be on the first position in the new section.

Delete task

You can delete a task by click on the trashcan icon

You must not delete a task if somebody already tracked time to that task or if the task was billed.

Task attributes

Each task has attributes that can be used to specify the task and provide more details to your team.

Task rate

If the project billing method is “hourly task rate” you can set the rate for each task.
Learn more about project billing methods ➜

Tasks rates are visible for project managers and admins only. Even in the collaboration mode regular project members (role team member and team leader) can not see the task rate.

Task budget

If the project budget is hours per task you can set the budget for each task.
Learn more about project budget methods ➜

When a task budget is set you can see for each task the progress of the task by comparing actual tracked time to the budgeted time. Further, you see the total project progress as well.

Task due date

A due date, or deadline, is a specific date or time by which a task must be completed. On zistemo you can set for each task a due date.

If a task is not complete by the due date project members will see the task with a red due date.

Currently, there are no notifications about overdue tasks yet.

Billable and non-billable tasks

A task can be either billable or non-billable. That means that all tracked time to that task will be either billable or non-billable. On zistemo, you can’t mark single timesheet as billable or non-billable. So, for your project you cold consider to add tasks to it that might not billable to your clients but time tracking should be possible. To mark a task billable or non-billable you can check the box on “Billable”.

Only project managers and admins can mark a task as billable or non-billable. Regular project member don’t see this checkbox.

Task Description

You can add a description to a task that is visible to all assigned persons. The max. length of the description on a task is 5000 characters including markup tags for formatting.

That might be also interesting

Task templates ➜

Tags on tasks ➜

Track time to a task ➜

Mentoin project members on comments ➜

Managing tags

Tags on zistemo are global. That means that you have the same tags for all your projects and you don’t need to create new tags for each project. To add a tag to a task click on “Add tag” and select the tags.

Create a new tag

To create a new tag just go to any task, add a tag and click on the button “+ Add tag”. When creating a new tag you can insert the name and select the color. As soon as you save the tag you can use it for your projects.

Edit and delete tag

On each project you can edit and delete tags. Go to any task, click on “Add tag” and click on the edit icon for the tag you want to edit or delete. On that view you can either edit this tag or delete it. if you delete the tag it will be removed from all projects where it’s used, not only the current project.

General

Each project member can track time to the tasks he/she is assigned. You can either start and stop the timer or adding time manually to the task.

By default all project members can see tracked hours from colleagues. If you don’t want that, you can hide tracked hours for team members and data captures. More here ➜

Add time to a task

To add time to a a task you could start your timer or add time manually.

Add time with the timer

You can start the timer directly from the board or list view…

…or you can start the timer directly on the card

Add time manually

To add time manually to a task you need open the card/task. Then, click on “+ Add time”. Now you can insert hours, start and stop time, date and notes.

Edit time

To edit your time directly in a task go to the task click on “Edit time”. Now you can edit time records for the current and last week.

You could also continue writing the person’s name to limit the suggested user list according to the person’s name.

The person that have been mentoined on a task will receive an email and can see it on their inbox. To receive the note on Slack, you have to enable the slack integration for that project. Here’s how to add a project to Slack ➜
Please note that it could take up to 10 seconds to receive the notification on Slack and emails are sent every 10 minutes (e.g. 12:10, 12:20, 12:30…).

Here’s more about inbox for mentoins ➜ 

Assign all users to a new project

If you want that all users are assigned to a new project automatically just check-off “Do not assign automatically all users to a new project”.

Assign all project members to all tasks in a project

If you want that all project members are assigned to all tasks in a project just check-off “Do not assign all employees in a project to all project tasks”.

Assign all future tasks to all project members

On each project under staff settings you can enable that all new tasks are assigned to all project members automatically.

Assign one user or all project members to all tasks

On project settings/staff you can assign either a specific project member or all project members to all project tasks.

Assign all users to all tasks:

Assign/un-assign a specific users to all tasks

If there’re any unread mentions you’d see a red circle at the menu point “My Task” as well as the number of unread mentions on the inbox header

A mention will be marked automatically as read if you open the task on the inbox or you can mark a mention manually as read by clicking on the button on the inbox.

Learn more about mentions on tasks ➜

Global Settings on Preferences

On settings/preferences/projects you can hide tracked hours to team members on projects. If active, they can’t see tracked hours of colleagues even they can collaborate on the projects.

Hide tracked hours for team members active:

Hide tracked hours for team members inactive:

User Settings

On the user settings you can generally allow user to do the following actions to tasks in a project where they’re project member (not project manager).

• create, copy, delete and move all tasks to another project
• edit names from all tasks
• create, update, copy and delete sections in a project
• add and edit budget and due date from all tasks (if budget per tasks)
• manage staff assignments on all tasks

In any case, a user (team member and team leader) can:

• view all tasks
• move all tasks to other sections
• write and read all comments to all tasks
• manage tags on all tasks
• attach and remove files to all tasks
• create, read, update and delete checklists on all tasks

As capture date a user can in any case:

• view tasks where user is assigned (own tasks) only
• move own tasks to different sections
• manage tags on own tasks
• attach and remove files to own tasks
• create, read update and delete checklists on own tasks