TABLE OF CONTENTS
How to create a new task?
Creating Task (assignment to deliver the services) is necessary for tracking the time spent on your projects. Without creating a task, you won't be able to track your team's working hours accurately.
A task can be created in several ways or from various places in Allfred. To create one, always click on the "+ New Task" button.
1) From project details
Hover over the budget item under which you want to create a task
click on + New task
use option Blank or From task template (Learn more about Task templates here)
Name: Fill in the name of the Task
Project/Budget item: When starting from Project details, this field is automatically prefilled. You can assign a task here to a specific budget item (In case of a project without a budget, you can also use the Non-budgeted option).
Working on an internal project without a client budget? Tasks can still be created and tracked under a Non-budgeted item - see "How to create internal project for agency activities" for the recommended setup.
Positions/People: Allfred will automatically pre-fill the number of hours and positions based on how you priced the client in the budget for that item. If you didn't specify the number of hours in the budget, you can enter the hours manually. Add the position and person that will be assigned to the task
Description: Add description and attachments
Duration: Duration is required in case you want to create capacity allocation in Planning for this task. Allfred will divide the Task Total hours by the number of working days set in the Duration range. (e.g. Allfred will plan 2 hours allocations per day for the Task with a total of 10 hours and a duration of 5 days.)
Deadline: Set the deadline for delivering the task if needed.
Priority, Status: choose the priority from Low to Urgent and tasks status
Billing Category: choose whether you will invoice these hours spent on the task to client or the task should stay non-billable (you are not going to invoice it)
Create allocation for this task: check this checkbox in case you want to create Allocation in Planning
Create
How to Create a Subtask?
Creating a subtask follows a similar process to creating a standard task, with one key difference: you must select a parent task during the creation process.
2) From the main menu
Use the "New Task" button on the main bar in the top right corner. As you didn't start from project detail, it is necessary to fill in the project and budget item manually. Then proceed as in first case.
3) From Planning
Another option for creating a task is through Planning. Here, you can plan capacities for yourself or your team members. Press the "+" button in the column of a specific team member. Instead of choosing existing tasks, select the "Create New Task" option.
Task status
For Allfred to serve well, we recommend using task statuses, for better orientation and managing of assigned tasks.
New
Briefed
In progress
In review
Approved
Done
Admins can customize Task statuses in Workpace settings. Here you can find how.
Task details
When viewing a task in detail, you'll have access to all the important information, such as:
related project and budget item
assigned people and positions
planned and tracked hours
task priority
task status
deadline
description
communication
attachments
linked tasks
subtasks
Attachments and assignment details are right at your fingertips. You can communicate with your team within the task, tag colleagues, react to their comments with emojis, or select the required status of task. Allfred will send notifications to keep everyone informed about any changes.
You can organize tasks by duplicating or moving them to another project. Learn more here.
Allfred offers a seamless task-linking feature, allowing users to establish connections between tasks. Whether tasks are related, duplicated, blocked, or caused, this functionality provides clarity and context to your project and tasks workflow.
List of Tasks
In the Tasks section, you can find a list of all tasks. You can switch between "Pinned", "Starred", "Watched", "My tasks", "My created tasks" or "All tasks", view and filter them by client or brand, project, budget item, team, status, priority, assigned people or positions, creator of the task, or task deadline. To find out more how to work with the task tabs more efficiently.
Tasks are sorted based on their status, from New to Done. Done tasks are hidden by default, but you can display them using the "Show Done tasks" option.
Tasks can also be shared with, or created by, clients and partners who have been granted access. See "How to Use Client and Partner Access in Allfred" to learn how client-created and client-visible tasks work, including where they land in your project (Non-budgeted item, pending assignment).