The task detail is the one place where you can see and manage everything about a task. You can edit most fields inline, including name, status, duration, deadline, billing, priority and assignees: just click the value and change it, no Edit form needed. In the same window, you can also track time, comment with your team, client or partner, and work with files, linked tasks and subtasks.
Opening the task detail
Click a task anywhere in Allfred to open its detail: in the List of Tasks, on a Kanban card, in a project or in Planning. You can view it as a sidebar or maximize it to full screen with the maximize icon in the top-right corner. Learn more in Maximizing Task Details in Allfred.
Status and action buttons
Changing the status
The current status is shown in the top-left corner. Click it (or the arrow next to it) and pick a new status from the list. The change is saved right away.
đĄ Admins can add, rename, recolor or delete statuses. Learn more in How to create, edit or delete Task status?
Action buttons
The buttons in the top-right corner give you one-click access to everything you can do with the task:
Button | What it does |
Star â | Adds the task to your Starred tab. A yellow star means the task is already starred. |
Watch (eye icon) | Adds the task to your Watched tab so you can follow its progress. Learn more in Watched, Starred and Pinned Tasks. |
Copy link | Copies a direct link to the task. |
Duplicate | Creates a copy of the task. Learn more in How to duplicate a task? |
Move (four-arrow icon) | Moves the task to another project. Learn more in Move and Duplicate Tasks Across Projects. |
Delete | Deletes the task. Learn more in How to delete task? |
Edit (pencil icon) | Opens the full Edit task form (see below). |
Start | Starts the timer on the task. |
+ Time | Adds a time entry manually, without running the timer. |
Maximize / Minimize | Switches between the full-screen and the sidebar view. |
Close â | Closes the task detail. |
Task name and where the task belongs
Above the task name you can see:
the task number (e.g. #107)
the project the task belongs to (code and name)
the budget item the task belongs to
Renaming the task
Click the task name, or hover over it and click the pencil icon.
Type the new name.
Click â to save, or â to cancel.
Task fields and inline editing
Under the task name youâll find the key information about the task. To change a value, click it and pick or type a new one.
Field | What you see | What you can do |
Tracked | Tracked vs. planned hours (hh:mm), a progress bar and the share of planned hours already spent (e.g. 2:07 / 4:00, 53% spent). | Click to open the Time report for the task. Planned hours are the sum of the allocated time of all positions. You can change them in the Assignees list or in the Edit task form. Tracked hours change only through time entries. |
Duration | Start and end date of the task and its length in days. | Click, set the Start date and End date and click Save. |
Billing | Whether the task is Billable or Non-billable. | Click and choose Billable (tracked time is charged to the client) or Non-billable (no client charge). |
Assignees | The current assignee first (highlighted), then everyone assigned to the task. | Click + to add a person, or click the arrow to open the full list, where you can assign people to positions and change their allocated time. |
Priority | The task priority (e.g. High). | Click and pick a new priority. |
Deadline | The date the task should be finished. | Click and pick a new date. The deadline canât be before the taskâs start date. |
Created by | Who created the task. | Read-only. |
External | Clients and partners added to the task. | Click + and choose Add client or Add partner. |
Changing the duration
Click the dates next to Duration.
Set the Start date and End date.
Click Save. Click Cancel to keep the original dates, or Clear to remove them.
â ď¸ The deadline canât be before the taskâs start date. If you move the start date after the current deadline, Allfred shows Deadline canât be before the task start date and wonât let you save. Change the deadline first, or pick a different start date.
Adding clients and partners
Click + next to External and choose Add client or Add partner. People you add here can work with the task in their Client or Partner access, and you can talk to them in the Client or Partner comment tab. Learn more in How to Use Client and Partner Access in Allfred.
Managing assignees, positions and hours
Click the arrow next to Assignees to open the full list of positions on the task. Each line shows who works on the position, the time theyâve tracked and the time allocated to them (for example 0:00 / 3:00). The allocated time of all positions adds up to the taskâs planned hours, shown next to Tracked.
Assigning a person to an unassigned position
A position without a person is shown as Unassigned, together with its position name (for example Art Director). You can fill it in right from the task detail, with no need to open the Edit task form:
Click the Unassigned line.
Under User, pick the person who will work on the task.
Check the Position and change it if needed.
Set the Allocated time (hh:mm), meaning how many hours this person has for the task.
Click Save.
Click Cancel to close the window without changes, or Remove to delete the position from the task.
đĄ Changing the allocated time here also changes the taskâs planned hours. For example, positions with 3:00 and 5:00 give the task 8:00 planned hours.
The Edit task form
For bigger changes, such as the project, the budget item or the parent task, click the Edit (pencil) icon in the top-right corner. The Edit task form opens with all task settings in one place:
Name
Project and Budget item
Parent task: turn the task into a subtask of another task
Positions / People: the planned hours (Total hrs), Position and Person for each assignee. Click + Add to add another position, or the bin icon to remove one. The sum of all hours is the taskâs planned hours.
Description, with text formatting, checklists, links, emojis and attachments
Duration (from - to) and Deadline
Status, Billing category and Priority
Create allocation for this task: plan the task hours in Planning. Learn more in How to create allocations in Planning when creating a task.
Click Save to apply the changes, or Cancel to close the form without saving.
Description, files, linked tasks and subtasks
Below the fields youâll find four tabs:
Description: what needs to be done.
Files: all attachments in one place, including files uploaded to the task and files from the description and comments.
Linked tasks: connect the task with other tasks that are related, duplicated, blocked or caused by it.
Subtasks: see and open the subtasks of the task. When youâre in a subtask, you can go back to the parent task from here. Learn more in Subtasks.
Comments: Internal, Client and Partner
The right side of the task detail is for communication. Comments are split into three tabs, so you always know who can read them:
Tab | Who can see the comments |
Internal | Only people from your agency. |
Client | Your agency and the clients invited to Allfred. |
Partner | Your agency and the partners invited to Allfred. |
The number next to a tab shows how many comments it contains.
Writing a comment
Choose the tab: Internal, Client or Partner.
Write your comment in the field at the bottom. Type @ and a name to mention a colleague, and theyâll get a notification.
Click the send arrow.
You can also react to comments with an emoji and edit your own comments. Edited comments are marked Edited.
â ď¸ Always check the tab before you send a comment. Comments in the Client or Partner tab are visible to people outside your agency.
Learn more in Notifications in Allfred.
Tracking time from the task detail
Using the timer
Click Start to track time in real time. Stop the timer when youâve finished working on the task, and the tracked time is saved as a time entry.
Adding time manually
If you forgot to run the timer, add the time afterwards:
Click + Time.
Pick the date. Todayâs date is filled in by default.
Enter the time you worked (h:mm).
Optionally, add Notes about what you worked on.
Click Create.
đĄ A short note makes your time entries much easier to understand later, for you, your project manager and in reports.
You can track time only if you have a position on the task and time tracking is turned on for its budget item. Canât track time? Check Why am I unable to track hours for some tasks?. To change or delete a time entry, see How to edit or delete tracked time?
Quick edits on the Kanban board
If you work with tasks on the Kanban board, you can make the most common changes right on the card, without opening the task detail:
rename the task
change the status, priority or deadline
add assignees or change the current assignee
star the task
start or stop the timer
You can also drag a card to another column to change its status, priority or assignee. For everything else, such as the description, duration, billing, files, comments, linked tasks and subtasks, click the card to open the task detail. Learn more in How to use the Kanban board for tasks.
FAQ
Do I still need to click Edit to change a task?
Not for everyday changes. You can change the name, status, duration, deadline, billing, priority, assignees and their allocated time directly in the task detail. Use the Edit (pencil) icon for changes to the project, budget item or parent task.
How do I change the planned hours of a task?
Click the arrow next to Assignees, click a position and change its Allocated time. The taskâs planned hours are the sum of the allocated time of all positions. You can also change them under Positions / People in the Edit task form.
Why canât I save the new duration?
The deadline canât be before the taskâs start date. Move the deadline first, or choose an earlier start date.
How do I see all time tracked on the task?
Click the tracked hours next to Tracked. The Time report for the task opens.
I forgot to start the timer. Can I add time later?
Yes. Click + Time, pick the date, enter the time and click Create.
How do I make a task non-billable?
Click Billable next to Billing and choose Non-billable.
How do I add a client or partner to a task?
Click + next to External and choose Add client or Add partner.
Will my client see my comment?
Only if you write it in the Client tab. Comments in the Internal tab are visible only to your agency.
Why canât I start the timer?
You need a position on the task, and time tracking must be turned on for its budget item.
Where can I find a file someone sent in a comment?
In the Files tab. It collects all attachments from the task, its description and its comments.
What does âUnassignedâ mean in the assignee list?
The task has a position, for example Art Director, with hours allocated to it, but no person is assigned yet. Click the line to pick a person.
How do I assign someone to an unassigned position?
Open the Assignees list, click Unassigned, pick the person under User, check the position and allocated time and click Save.
Why canât I find the position I need when adding an assignee?
The list shows only positions available for the task. In a Fixed price project, these are the positions in the budget for the taskâs budget item. In a Time & Materials project or on a not-budgeted item, they come from the rate card in the projectâs Settings tab, or from the brandâs default rate card if none is selected there.