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Task Management

Task creation, assignment, and workflow management.
By Customer Success Team
• 10 articles

Getting Started with Task Management

Getting Started with Task Management 🎯 Why This Matters Keeping track of daily operations across your facility - from equipment maintenance to harvest prep - can quickly become overwhelming. The Task Management module helps you: - Stay organized - All tasks in one place, visible to your whole team - Never miss deadlines - Due dates, priorities, and status tracking keep work on track - Save planning time - AI-powered task creation and reusable templates - Track costs accurately - Automatic labour and supply cost calculations - Improve accountability - Clear assignments and completion tracking 🚀 Accessing Task Management Find Task Management in the main navigation sidebar. Click Task Management to open the module. You'll see three main areas: - Dashboard - Overview metrics showing pipeline health, time utilization, team workload, and costs - Tasks - Your main task list with filtering, sorting, and bulk actions - Calendar View - See tasks organized by date in month, week, or day format Task Management dashboard showing the main interface with pipeline health, time tracking, and cost analytics 📋 Key Concepts Understanding these core ideas will help you get the most out of Task Management from day one. Tasks A task is any work item that needs to be completed - equipment cleaning, inventory counts, order fulfillment, compliance checks, and more. Each task has a title, description, due date, priority, and status. Task Status Workflow Tasks move through these stages: 1. Open - Task created but not yet assigned to anyone 2. Assigned - Task assigned to one or more team members 3. In Progress - Work has started 4. Pending Approval - Work complete, awaiting review 5. Closed - Task finished and approved Priority Levels - High - Urgent, needs immediate attention - Medium - Important but not urgent - Low - Can wait, complete when time permits Subtasks Break large tasks into smaller pieces. Parent tasks automatically roll up time and costs from their subtasks. Resource Links Connect tasks to specific resources in your facility: - Locations (rooms, areas) - Equipment - Inventory items - Orders and shipments - Consumables and supplies ⚡ Quick Start: Create Your First Task 1. Go to Tasks - Click Task Management in the sidebar, then select Tasks 2. Create a task - Click the + New Task button 3. Fill in details - Enter a title, set the due date, and choose a priority 4. Assign someone - Select team members to work on the task 5. Save - Your task appears in the list, ready to track 💡 Quick Tip Want to create multiple tasks at once? Try the AI Task Planner - just describe what you need in plain English and let the system generate tasks for you. Related Articles - Getting Started with Task Management - Creating and Managing Tasks - Understanding the Task Dashboard - Using the AI Task Planner - Viewing Tasks on the Calendar - Working with Task Templates - Organizing Tasks: Subtasks and Dependencies - Tracking Time and Costs - Assigning Tasks and Collaborating

Last updated on Jan 28, 2026

Creating and Managing Tasks

Creating and Managing Tasks 🎯 Why This Matters Your task list is the heart of Task Management. Learning to create, organize, and manage tasks efficiently means less time on admin and more time getting work done. This guide covers: - Create tasks quickly - Manual creation with all the options you need - Find tasks fast - Powerful filtering and sorting - Stay on top of status - Move tasks through the workflow - Work in bulk - Update multiple tasks at once 🚀 The Tasks View Your command center for all task work - see everything, find anything, act fast. Here's what you'll see: - Task List - All tasks displayed in a grid with sortable columns - Filter Bar - Quick filters for status, priority, assignee, and more - Action Buttons - Create new tasks, bulk update, and other actions - Task Sidebar - Detailed view when you select a task Tasks list view showing task grid with sidebar displaying task details and assignee 📝 Creating a New Task Capture exactly what needs to be done in seconds - no complex forms, just the essentials. 1. Click + New Task - The button is at the top of the task list 2. Enter a title - Be specific: "Clean extraction equipment" is better than "Cleaning" 3. Add a description - Include any details the assignee needs to complete the work 4. Set the due date - When does this need to be finished? 5. Choose priority - High, Medium, or Low 6. Link resources (optional) - Connect to a location, equipment, order, or inventory item 7. Save - Your task is created with status "Open" 💡 Quick Tip Need to create many similar tasks? Use Task Templates to save time, or try the AI Task Planner to generate tasks from a description. ✏️ Editing Tasks Update any task detail instantly - changes save automatically as you work. Click any task to open it in the sidebar, where you can edit all fields. What you can change: - Title and description - Due date and priority - Status (following the workflow) - Assigned users - Linked resources - Tags for categorization Changes save automatically as you make them. 🔍 Finding Tasks Cut through the noise - powerful filters and search help you find any task in seconds. Quick Filters - My Assigned Tasks - Show only tasks assigned to you - Status - Filter by Open, Assigned, In Progress, Pending Approval, or Closed - Priority - Show only High, Medium, or Low priority tasks - Due Date - Filter by overdue, due today, due this week Sorting Click any column header to sort by that field. Click again to reverse the order. Common sorts: - Due Date - See what's coming up next - Priority - High priority tasks first - Status - Group by workflow stage - Hierarchical - Show parent tasks with their subtasks grouped together Search Use the search box to find tasks by title or description. Search looks for matches anywhere in the text. 📊 Understanding Task Status Know exactly where every task stands - status tells you what's done, what's in progress, and what's waiting. Tasks move through a defined workflow. Here's what each status means and when to use it: | | | | | --- | --- | --- | | Status | What It Means | When to Use | | Open | Task exists but no one is assigned | New tasks before assignment | | Assigned | Someone is responsible for this task | After assigning team members | | In Progress | Work has started | When you begin working on a task | | Pending Approval | Work is done, needs review | When you mark a task complete | | Closed | Task is finished and approved | After supervisor approval | Moving Tasks Through the Workflow 1. Select a task to open the sidebar 2. Find the Status dropdown 3. Select the next appropriate status 4. For completion, click Mark Complete to move to Pending Approval ⚠️ Note Once a task is Closed, it cannot be reopened. Make sure work is truly complete before closing. ⚡ Bulk Operations Update dozens of tasks in one click - no more tedious one-by-one changes. 1. Select tasks - Check the boxes next to tasks you want to update 2. Click Bulk Update - Opens the bulk action dialog 3. Choose what to change - Assign to user, change status, update priority 4. Apply - All selected tasks are updated at once Common bulk operations: - Assign multiple tasks to one team member - Change priority on a group of tasks - Update status for completed work ✨ Tips for Task Management - Be specific with titles - "Clean Room A extraction equipment after batch #1234" beats "Cleaning" - Set realistic due dates - Overdue tasks lose urgency if everything is always late - Use priorities consistently - If everything is High priority, nothing is - Link to resources - Connecting tasks to equipment or locations helps with reporting - Check My Assigned Tasks daily - Stay on top of your personal workload Related Articles - Getting Started with Task Management - Creating and Managing Tasks - Understanding the Task Dashboard - Using the AI Task Planner - Viewing Tasks on the Calendar - Working with Task Templates - Organizing Tasks: Subtasks and Dependencies - Tracking Time and Costs - Assigning Tasks and Collaborating

Last updated on Jan 28, 2026

Understanding the Task Dashboard

Understanding the Task Dashboard 🎯 Why This Matters The Task Dashboard gives you instant visibility into your team's work - no digging through spreadsheets or chasing down updates. At a glance, you can see: - What's at risk - Overdue tasks and bottlenecks - Where time goes - Hours logged and active work - Team capacity - Who's overloaded, who has bandwidth - Cost tracking - Labour and supply expenses 📊 Dashboard Overview Four focused views give you the complete picture - pipeline health, time, workload, and costs all in one place. Task Management dashboard showing four metric quadrants: Pipeline Health, Time Utilization, Team Workload, and Cost Analytics 📈 Pipeline Health See the overall state of your task pipeline at a glance. Key Metrics: | | | | | --- | --- | --- | | Metric | What It Shows | What to Watch For | | Total Open Tasks | All tasks not yet closed | Growing number may indicate capacity issues | | Due This Week | Tasks due in the next 7 days | High number needs team focus | | Overdue | Tasks past their due date | Should be as close to zero as possible | Completion Rate Chart The chart shows daily task completions over time. Use the toggle to switch between: - 30 days - Recent performance snapshot - 3 months - Longer-term trends 💡 Quick Tip A healthy pipeline shows consistent completions matching or exceeding new task creation. If open tasks keep growing, you may need to adjust priorities or add capacity. ⏱️ Time Utilization Track how time is being spent across your team. Key Metrics: | | | | | --- | --- | --- | | Metric | What It Shows | What to Watch For | | Hours Logged Today | Total timer hours recorded today | Compare to expected work hours | | Avg Task Duration | Average time to complete tasks (7 days) | Increasing duration may signal complexity or blockers | | Active Timers | Number of timers currently running | Shows real-time activity level | Daily Hours Chart See how many hours are logged each day. Useful for: - Spotting low-activity days - Validating time tracking adoption - Identifying peak work periods 👥 Team Workload Understand how work is distributed across your team. Key Metrics: | | | | | --- | --- | --- | | Metric | What It Shows | What to Watch For | | Active Assignments | Team members with non-closed tasks | Shows team engagement level | | Unassigned Tasks | Tasks without an owner | Should be low - tasks need owners | | Most Loaded User | Person with most active tasks | May need workload rebalancing | Daily Active Users Chart Shows how many team members are actively working on tasks each day. ⚠️ Watch Out High Unassigned Tasks means work is falling through the cracks. Assign owners to ensure accountability. 💰 Cost Analytics Track expenses associated with task completion. Key Metrics: | | | | | --- | --- | --- | | Metric | What It Shows | What to Watch For | | Labour Cost MTD | Total labour costs this month | Compare to budget expectations | | Avg Cost per Task | Average total cost (30 days) | Helps estimate future task costs | | Supply Cost MTD | Consumable costs this month | Track material expenses | Daily Costs Chart Stacked bar chart breaking down costs by type: - Labour - Time worked multiplied by hourly rates - Supply - Consumables and materials used - Other - Miscellaneous expenses 💡 How Costs Are Calculated Labour Cost = Hours tracked x User's hourly rate Supply Cost = Quantity used x Unit cost of consumable Total Cost = Labour + Supply + Other costs 📅 Time Range Toggle Zoom in on recent activity or zoom out for long-term trends - you control the view. Each chart section has a toggle to switch between time ranges: - 30 days - Recent activity, good for weekly reviews - 3 months - Longer trends, good for monthly planning Use shorter ranges to spot immediate issues. Use longer ranges to identify patterns and plan capacity. ✨ Dashboard Best Practices - Check daily - A quick morning glance catches problems early - Watch overdue tasks - Address these first to keep the pipeline healthy - Balance workloads - If one person is overloaded, redistribute tasks - Track time consistently - Accurate data requires everyone using timers - Review costs monthly - Compare actual vs expected to stay on budget Related Articles - Getting Started with Task Management - Creating and Managing Tasks - Understanding the Task Dashboard - Using the AI Task Planner - Viewing Tasks on the Calendar - Working with Task Templates - Organizing Tasks: Subtasks and Dependencies - Tracking Time and Costs - Assigning Tasks and Collaborating

Last updated on Jan 28, 2026

Using the AI Task Planner

Using the AI Task Planner 🎯 Why This Matters Creating tasks one by one is tedious, especially for recurring workflows or complex projects. The AI Task Planner lets you describe what you need in plain English, and it generates structured tasks for you. This means: - Save hours of planning - Describe a project, get a task breakdown instantly - Consistent structure - AI applies best practices to task organization - Nothing forgotten - AI considers steps you might overlook - Easy bulk creation - Generate dozens of tasks from one description 🚀 Accessing the AI Task Planner Get started in three clicks - no setup, no training required. 1. Go to Task Management in the sidebar 2. Click AI Task Planner tab 3. You'll see a text input area where you can describe your tasks AI Task Planner interface showing natural language input and scratchpad with generated tasks 💬 Writing Good Prompts The better you describe what you need, the better results you'll get. Here's how to write effective prompts: Be Specific About the Work | | | | --- | --- | | Instead of... | Try... | | "Create cleaning tasks" | "Create daily cleaning tasks for the extraction room including equipment sanitization, floor cleaning, and waste disposal" | | "Set up maintenance" | "Create weekly maintenance tasks for HVAC system including filter replacement, duct inspection, and temperature calibration" | Include Timing When Relevant - "Create tasks for Monday through Friday" - "Set up weekly recurring tasks for equipment checks" - "Plan tasks for the next harvest cycle starting January 15" Mention Resources - "Tasks for Room A and Room B" - "Maintenance for the CO2 extraction system" - "Order fulfillment tasks for customer orders this week" 💡 Example Prompts "Create a task list for preparing Room A for a new grow cycle, including cleaning, equipment inspection, and setup" "Generate weekly quality control tasks for the packaging line, Monday through Friday" "Plan harvest tasks for 200 plants in Room B, including cutting, trimming, drying, and curing steps" 📋 Reviewing AI Suggestions You're always in control - review, edit, or remove any suggestion before it becomes a real task. After you submit your prompt, the AI generates a list of suggested tasks. Review them carefully before saving. For each suggested task, you'll see: - Task title - Description - Suggested due date (if timing was mentioned) - Priority level - Parent-child relationships (subtasks) What you can do: - Edit - Change any field before saving - Remove - Delete tasks you don't need - Add more - Include additional tasks manually - Reorganize - Adjust parent-child relationships 💾 Saving Planned Tasks One click creates all your tasks at once - ready for assignment and tracking. Once you're happy with the task list: 1. Review all tasks - Make sure titles, dates, and priorities are correct 2. Click Save Tasks - This creates all tasks in your task list 3. Assign team members - New tasks will be "Open" status, ready for assignment ⚠️ Important Tasks are not created until you click Save. If you navigate away before saving, your suggestions will be lost. 📑 Saving as a Template Turn a good task plan into a reusable template - never recreate the same work twice. If you'll need similar tasks again, save them as a template for easy reuse. 1. Generate and review your AI tasks 2. Click Save as Template 3. Give your template a name (e.g., "Weekly Room Cleaning" or "Harvest Prep Checklist") 4. The template is saved for future use Next time, you can create tasks from your template instead of using AI again. See Working with Task Templates for more details. ✨ Tips for Best Results - Start broad, then refine - Generate initial tasks, then edit details - Include quantities - "Tasks for 50 plants" gives better estimates than "tasks for plants" - Mention your facility - Reference specific rooms, equipment, or processes - Be explicit about timing - "Daily tasks for next week" is clearer than "regular tasks" - Review before saving - AI is helpful but not perfect - always check the output - Save useful results as templates - Don't regenerate the same tasks repeatedly ❓ Troubleshooting AI generates irrelevant tasks Your prompt may be too vague. Add more detail about the specific work, location, or timeframe. Tasks are missing important steps Mention the steps explicitly in your prompt, or add them manually after generation. Due dates don't match expectations Include specific dates in your prompt: "Tasks due by January 20" or "Schedule for next Monday". Related Articles - Getting Started with Task Management - Creating and Managing Tasks - Understanding the Task Dashboard - Using the AI Task Planner - Viewing Tasks on the Calendar - Working with Task Templates - Organizing Tasks: Subtasks and Dependencies - Tracking Time and Costs - Assigning Tasks and Collaborating

Last updated on Jan 28, 2026

Viewing Tasks on the Calendar

Viewing Tasks on the Calendar 🎯 Why This Matters Sometimes a list view isn't enough - you need to see how tasks fit into your schedule. The Calendar View shows tasks organized by date, helping you: - Plan your week - See what's coming up at a glance - Spot scheduling conflicts - Find days that are overloaded - Track deadlines visually - Never miss a due date - Balance workloads - Distribute tasks across available days 🚀 Accessing the Calendar Switch to calendar view anytime to see your tasks laid out by date. 1. Go to Task Management in the sidebar 2. Click the Calendar View tab 3. The calendar opens showing the current month Calendar month view showing December 2025 with tasks distributed across days and holidays highlighted Day View Click any date to see detailed task information for that day: Calendar day view showing all tasks scheduled for December 12 with full details 📅 Calendar Views Choose the right zoom level - month for the big picture, week for planning, day for focused work. Switch between three viewing modes depending on what you need: Month View - See the entire month at once - Tasks appear as compact bars on their due dates - Best for: Planning ahead, spotting busy periods Week View - Seven days displayed with more detail per day - Tasks show titles and status indicators - Best for: Weekly planning, balancing daily workload Day View - Focus on a single day - Full task details visible - Best for: Daily standups, detailed scheduling Use the view selector buttons at the top of the calendar to switch between Month, Week, and Day. 🔀 Navigating the Calendar Jump to any date quickly - past deadlines, future planning, or back to today. Moving Through Time - Previous/Next arrows - Move backward or forward by one period (month, week, or day) - Today button - Jump back to the current date - Click a date - In month view, click any date to see that day's details Understanding What You See - Tasks are displayed on their due date - Color coding indicates status or priority (depending on settings) - Holidays are highlighted so you can plan around them 📌 Working with Tasks in Calendar Click any task to see details or make changes - the same sidebar you know from list view. Viewing Task Details 1. Click any task on the calendar 2. The task sidebar opens with full details 3. View or edit the task from the sidebar Filtering Tasks Use filters to focus on specific tasks: - By assignee - Show only tasks for specific team members - By status - Hide completed tasks or show only in-progress work - Search - Find tasks by name 💡 Quick Tip Filter by your name to see just your assigned tasks on the calendar - great for personal planning. 🎨 Visual Indicators Colors and icons tell you what's important at a glance - no reading required. Task Colors Tasks may be color-coded based on: - Priority - High (red), Medium (yellow), Low (green) - Status - Different colors for open, in progress, pending approval Overdue Indicators Tasks past their due date are visually flagged so you can identify and address them quickly. Holidays Holiday dates are highlighted on the calendar to help with scheduling around non-working days. 📊 Calendar vs List View When should you use each? | | | | --- | --- | | Use Calendar When... | Use List When... | | Planning weekly/monthly schedule | Working through tasks one by one | | Checking workload by date | Bulk updating multiple tasks | | Finding scheduling conflicts | Filtering by complex criteria | | Presenting to team (visual) | Exporting or reporting | ✨ Calendar Best Practices - Set due dates on all tasks - Tasks without due dates won't appear on the calendar - Use week view for planning - Month is too zoomed out, day is too narrow - Check Monday mornings - Review the week ahead and adjust as needed - Watch for overloaded days - If one day has too many tasks, redistribute - Account for holidays - Don't schedule critical tasks on highlighted holidays Related Articles - Getting Started with Task Management - Creating and Managing Tasks - Understanding the Task Dashboard - Using the AI Task Planner - Viewing Tasks on the Calendar - Working with Task Templates - Organizing Tasks: Subtasks and Dependencies - Tracking Time and Costs - Assigning Tasks and Collaborating

Last updated on Jan 28, 2026

Working with Task Templates

Working with Task Templates 🎯 Why This Matters Many facility operations repeat - weekly cleaning, monthly equipment checks, harvest prep checklists. Instead of recreating the same tasks every time, save them as templates. This gives you: - One-click task creation - Generate multiple tasks instantly - Consistency - Same tasks, same structure, every time - Best practices built in - Capture what works and reuse it - Training tool - New team members see the right way to do things 📋 What is a Task Template? A template is a saved set of tasks that you can use to create new tasks quickly. Templates include: - Task titles and descriptions - Default priorities - Parent-child relationships (subtask structure) - Relative timing (e.g., "Day 1", "Day 2" instead of fixed dates) When you create tasks from a template, you can adjust dates and assignments for the specific situation. 🚀 Finding Your Templates Access your saved templates anytime from the Tasks view. 1. Go to Task Management 2. Click on Tasks view 3. Look for the Templates button or dropdown 4. You'll see a list of saved templates Template editor showing task selection with Create New Template dialog and Save button 📝 Creating a Template Capture your best workflows once, use them forever - two easy methods to choose from. There are two ways to create templates: Method 1: From Existing Tasks 1. Select the tasks you want to save as a template 2. Click Save as Template 3. Enter a template name (e.g., "Weekly Room Cleaning") 4. Add a description explaining when to use this template 5. Click Save Method 2: From AI Task Planner 1. Use the AI Task Planner to generate tasks 2. Review and edit the suggestions 3. Click Save as Template instead of just saving tasks 4. Name your template and save 💡 Quick Tip Create templates for your most common workflows first - these give you the biggest time savings. ▶️ Using a Template Create tasks from a saved template in just a few clicks: 1. Open the Templates menu 2. Select the template you want to use 3. Review the tasks that will be created 4. Adjust dates - set the starting date and tasks will schedule accordingly 5. Assign team members if desired 6. Click Create Tasks All template tasks are created at once, ready for your team to work on. ✏️ Editing Templates As your processes improve, update your templates to match - keep best practices current. Keep templates current as your processes evolve: 1. Open the Templates menu 2. Find the template you want to edit 3. Click the Edit button 4. Make changes to tasks, descriptions, or structure 5. Save your changes What you can edit: - Template name and description - Individual task titles and descriptions - Default priorities - Subtask structure - Add or remove tasks from the template ⚠️ Note Editing a template does not change tasks that were already created from it. Changes only affect future uses of the template. 🗑️ Deleting Templates Clean up outdated templates to keep your list focused and useful. Remove templates you no longer need: 1. Open the Templates menu 2. Find the template to delete 3. Click Delete 4. Confirm the deletion Deleting a template does not affect tasks that were already created from it. 📚 Template Ideas Not sure where to start? Here are proven templates that work for most cannabis facilities. Common templates for cannabis facilities: | | | | --- | --- | | Template Name | Use Case | | Daily Room Cleaning | Daily sanitation tasks for grow rooms | | Weekly Equipment Check | Routine equipment inspections | | Harvest Prep Checklist | Pre-harvest preparation tasks | | New Grow Cycle Setup | Room preparation for new plants | | Monthly Compliance Review | Regulatory compliance checks | | Order Fulfillment | Steps to process customer orders | | Quality Control Batch | QC testing workflow | ✨ Template Best Practices - Use clear names - "Weekly HVAC Maintenance" beats "Maintenance Template 1" - Add descriptions - Explain when and why to use each template - Keep templates focused - One template per workflow, not everything combined - Review quarterly - Update templates as processes improve - Include subtasks - Break complex work into clear steps - Set realistic defaults - Priorities and timing that usually make sense Related Articles - Getting Started with Task Management - Creating and Managing Tasks - Understanding the Task Dashboard - Using the AI Task Planner - Viewing Tasks on the Calendar - Working with Task Templates - Organizing Tasks: Subtasks and Dependencies - Tracking Time and Costs - Assigning Tasks and Collaborating

Last updated on Jan 28, 2026

Organizing Tasks: Subtasks and Dependencies

Organizing Tasks: Subtasks and Dependencies 🎯 Why This Matters Complex projects need structure. Breaking large tasks into subtasks and linking related work helps you: - Manage complexity - Big projects become manageable pieces - Track progress accurately - See exactly where things stand - Aggregate data automatically - Parent tasks roll up time and costs from children - Show relationships - Link tasks that depend on or relate to each other 📂 Understanding Task Hierarchy Parent and child tasks let you organize big projects into clear, manageable pieces. Parent Tasks A parent task is a container for related work. It represents the overall goal or project. - Example: "Prepare Room A for New Grow Cycle" - Cannot have timers run directly on them - Automatically aggregates costs and time from subtasks Subtasks (Child Tasks) Subtasks are the individual pieces of work within a parent. - Example: "Clean grow tables", "Inspect irrigation system", "Set up lighting" - Can be assigned, timed, and tracked independently - Contribute to parent task totals Task sidebar showing Create Subtask and Add Dependencies buttons for organizing task hierarchy ➕ Creating Subtasks Add subtasks in seconds - break down complex work without losing the big picture. Method 1: From the Task Sidebar 1. Click a task to open its sidebar 2. Click Create Subtask 3. Fill in the subtask details 4. Save - the new subtask appears under the parent Method 2: When Creating a New Task 1. Click + New Task 2. In the task form, select a Parent Task 3. Fill in the rest of the details 4. Save - the task is created as a child of the selected parent 💡 Quick Tip You can nest subtasks multiple levels deep. A subtask can have its own subtasks, creating a detailed work breakdown structure. 📊 How Data Aggregates See the true cost and time of any project - parent tasks automatically total up all subtask data. Parent tasks automatically roll up data from their children: | | | | --- | --- | | Field | How It Aggregates | | Time Tracked | Sum of all child task timer sessions | | Labour Cost | Sum of all child labour costs | | Supply Cost | Sum of all child supply costs | | Total Cost | Sum of all child total costs | This means you can see the true cost and time of a project by looking at the parent task, even if work is distributed across many subtasks. 👀 Viewing Subtasks Expand any parent task to see what's inside - collapse when you need the big picture. In the Task List - Parent tasks show an expand/collapse arrow - Click to show or hide subtasks - Use Hierarchical Sort to group parents with their children In the Task Sidebar - Open a parent task - Scroll to the Subtasks section - See all direct children with their status - Click any subtask to view its details 🔗 Task Links and Dependencies Connect related tasks across projects - show what depends on what, even outside a hierarchy. Beyond parent-child relationships, you can link tasks that relate to each other. Link Types | | | | | --- | --- | --- | | Type | Meaning | Example | | Depends On | This task cannot start until the linked task is done | "Package product" depends on "Complete QC testing" | | Blocks | This task must finish before the linked task can start | "Clean room" blocks "Start new grow cycle" | | Relates To | Tasks are related but no dependency | "Order supplies" relates to "Inventory count" | 🔗 Creating Task Links Link any two tasks in a few clicks - choose the relationship type that fits. 1. Open a task in the sidebar 2. Find the Links section 3. Click Add Link 4. Search for the task you want to link 5. Select the link type (depends on, blocks, relates to) 6. Save the link Viewing Linked Tasks Linked tasks appear in the Links section of the sidebar. Click any link to jump to that task. ⚠️ Note Task links are informational - they help you understand relationships but don't automatically block work. Team members can still update linked tasks independently. 📋 When to Use Subtasks vs Links Pick the right tool - subtasks for breaking down work, links for connecting separate efforts. | | | | --- | --- | | Use Subtasks When... | Use Links When... | | Breaking one project into pieces | Connecting separate projects | | You want costs to roll up to a parent | Tasks are independent but related | | Work is part of a single effort | One task depends on another | | Same team, same timeline | Different teams or timelines | ✨ Best Practices For Subtasks - Keep hierarchy shallow - 2-3 levels max for clarity - Make subtasks actionable - Each should be a clear piece of work - Use consistent granularity - Subtasks should be similar in size - Don't over-divide - If a task takes 15 minutes, it probably doesn't need subtasks For Links - Use sparingly - Only link tasks that truly depend on each other - Choose the right type - "Depends on" vs "Relates to" mean different things - Keep links current - Remove links that no longer apply Related Articles - Getting Started with Task Management - Creating and Managing Tasks - Understanding the Task Dashboard - Using the AI Task Planner - Viewing Tasks on the Calendar - Working with Task Templates - Organizing Tasks: Subtasks and Dependencies - Tracking Time and Costs - Assigning Tasks and Collaborating

Last updated on Jan 28, 2026

Tracking Time and Costs

Tracking Time and Costs 🎯 Why This Matters Understanding where time and money go is essential for running an efficient operation. Task Management's built-in tracking helps you: - Know true labour costs - Automatic calculation based on hours worked - Track supply usage - Log consumables used on each task - Estimate accurately - Compare estimates to actuals for better planning - Control budgets - See costs in real-time, not just at month end ⏱️ Using the Task Timer Track time as you work - one click to start, one click to stop, costs calculated automatically. Starting a Timer 1. Open a task assigned to you 2. Make sure the task status is Assigned or In Progress 3. Click Start Timer 4. The timer begins counting - you'll see elapsed time displayed Stopping a Timer 1. When you're done working, click Stop Timer 2. The time is automatically saved to the task 3. Labour cost is calculated based on your hourly rate Task sidebar showing timer controls and time tracking fields for logging work hours 💡 Quick Tip You can only have one active timer per task. If you need to pause, stop the timer - your time is saved, and you can start a new session later. ⚠️ Timer Rules A few simple rules ensure time is tracked accurately and to the right person. The timer has a few requirements: | | | | --- | --- | | Requirement | Why | | Task must be assigned to you | Ensures time is tracked to the right person | | Status must be Assigned or In Progress | Can't track time on Open or Closed tasks | | Cannot run timer on parent tasks | Time should be tracked on specific work (subtasks) | If the timer button is disabled, check these requirements. 💰 Understanding Cost Calculations Know exactly where money goes - labour, supplies, and other expenses tracked automatically. Task Management tracks three types of costs: Labour Cost Calculated automatically when you use the timer: Labour Cost = Hours Worked x Your Hourly Rate - Your hourly rate is set in your user profile - Each timer session captures the rate at that time - Multiple sessions are summed for total labour cost Supply Cost When consumables are used on a task: Supply Cost = Quantity Used x Unit Cost of Consumable - Link consumables to tasks to track usage - Enter quantity when logging supply use - Cost is calculated from consumable's unit price Other Costs Miscellaneous expenses that don't fit labour or supplies: - Equipment rental - Third-party services - Any other task-related expense Enter these manually in the task's cost fields. Total Cost Total Cost = Labour Cost + Supply Cost + Other Costs 📝 Entering Costs Manually Add supply costs or miscellaneous expenses that aren't captured by the timer. Not everything is automated - you may need to enter costs directly. 1. Open the task in the sidebar 2. Find the Costs section 3. Enter values for: - Supplies Used Quantity - Amount of consumable - Supply Cost - If not auto-calculated - Other Cost - Miscellaneous expenses 4. Save - total cost updates automatically 📊 Estimated vs Actual Time Learn from every task - compare what you predicted to what actually happened. Setting an Estimate 1. Open the task 2. Find Estimated Time to Completion 3. Enter your estimate in hours Tracking Actual Time Actual time is automatically tracked through timer sessions. The Actual Time to Completion field shows total hours logged. Using the Comparison - Actual less than estimate = Task completed faster than expected - Actual more than estimate = Task took longer - investigate why - Over time, this data helps you estimate more accurately ⚠️ Pro Tip If tasks consistently take longer than estimated, your team may need more training, or the tasks may be more complex than they appear. 📈 Viewing Cost Data See costs at any level - individual tasks, rolled-up projects, or organization-wide totals. On Individual Tasks Open any task to see its costs in the sidebar - labour, supply, other, and total. On Parent Tasks Parent tasks show aggregated costs from all subtasks. This gives you the true cost of a project. On the Dashboard The Cost Analytics quadrant shows organization-wide metrics: - Labour Cost MTD (month to date) - Average Cost per Task - Supply Cost MTD - Daily cost breakdown chart ✨ Time and Cost Best Practices - Track time consistently - Use the timer for all work, not just some tasks - Start timer when you start work - Don't estimate after the fact - Stop timer for breaks - Only track active work time - Set estimates on new tasks - Even rough estimates help with planning - Log supply usage immediately - Don't wait until end of day - Review dashboard weekly - Catch cost overruns early - Use subtasks for complex work - Get granular cost data where it matters ❓ Troubleshooting Timer button is disabled - Check that you're assigned to the task - Make sure status is Assigned or In Progress (not Open or Closed) - Verify it's not a parent task (use subtasks for tracking) Labour cost shows $0 - Your user profile may not have an hourly rate set - Contact your administrator to set your rate Costs not aggregating to parent - Ensure subtasks are properly linked to the parent - Check that costs are saved on the subtasks - Refresh the parent task to see updated totals Related Articles - Getting Started with Task Management - Creating and Managing Tasks - Understanding the Task Dashboard - Using the AI Task Planner - Viewing Tasks on the Calendar - Working with Task Templates - Organizing Tasks: Subtasks and Dependencies - Tracking Time and Costs - Assigning Tasks and Collaborating

Last updated on Jan 28, 2026

Assigning Tasks and Collaborating

Assigning Tasks and Collaborating 🎯 Why This Matters Tasks don't complete themselves - they need owners and communication. Effective assignment and collaboration ensures: - Clear accountability - Everyone knows who's responsible - Better communication - Discuss tasks right where the work is tracked - Faster resolution - Questions and updates in context - Team visibility - See who's working on what 👤 Assigning Tasks Give every task an owner - clear accountability means nothing falls through the cracks. Single Task Assignment 1. Open a task in the sidebar 2. Find the Assigned To field 3. Click to open the user selector 4. Choose one or more team members 5. Save - the task status changes to "Assigned" Task collaboration features showing comments section and activity tracking Multiple Assignees Tasks can have multiple people assigned when work is shared: - Select multiple users in the assignment dropdown - Each assignee can track their own time - All assignees see the task in "My Assigned Tasks" 💡 Quick Tip Even with multiple assignees, consider having one "primary" owner who's responsible for completion. This avoids confusion about who drives the task forward. ⚡ Bulk Assignment Distribute work in seconds - assign dozens of tasks to someone with a few clicks. 1. In the task list, select multiple tasks using checkboxes 2. Click Bulk Update 3. Choose Assign to User 4. Select the team member 5. Click Apply All selected tasks are now assigned to that person. Common bulk assignment scenarios: - Assigning a new employee their first batch of tasks - Redistributing work when someone is out - Assigning all tasks for a specific project or area 💬 Task Comments Keep all discussion in one place - questions, updates, and decisions stay with the task. Adding a Comment 1. Open a task in the sidebar 2. Scroll to the Comments section 3. Type your message in the comment box 4. Click Post Replying to Comments Click Reply under any comment to start a thread. This keeps related discussion together. Editing and Deleting - Click the menu on your own comments to edit or delete - Edited comments show "Edited" indicator - Deleted comments are removed from view 😊 Reactions Say "got it" or "nice work" without cluttering the thread - quick emoji reactions do the job. Available Reactions | | | | --- | --- | | 👍 | Thumbs up - agree or acknowledge | | 🙌 | Celebrate - great work | | 💯 | Perfect - exactly right | | 😂 | Laugh - something funny | | 👀 | Looking - I'll check this out | | 🎉 | Party - celebrate completion | Click the reaction button under any comment, then select your reaction. 📌 Pinning Comments Make critical info impossible to miss - pinned comments always appear first. 1. Find the comment you want to pin 2. Click the menu (three dots) 3. Select Pin Comment Pinned comments always appear first, regardless of when they were posted. Use this for: - Important instructions - Key decisions - Reference information ⚠️ Use Sparingly If everything is pinned, nothing stands out. Reserve pins for truly important information. 🔔 Staying Informed Never lose track of your work - quick filters and activity logs keep you in the loop. My Assigned Tasks Use the "My Assigned Tasks" filter to see only tasks assigned to you. Check this regularly to stay on top of your work. Activity History Every task has an activity log showing all changes: - Who made changes and when - Status updates - Assignment changes - Field edits Find the Activity section in the task sidebar to see the full history. 👥 Team Workload Visibility See who's overloaded and who has capacity - balance work before it becomes a problem. Managers can see how work is distributed: Dashboard Metrics - Active Assignments - How many people have work - Most Loaded User - Who has the most tasks - Unassigned Tasks - Work that needs an owner Filtering by Assignee In the task list, filter by assignee to see one person's workload. This helps with: - One-on-ones - review someone's tasks before meeting - Load balancing - identify who has capacity - Coverage planning - see what's affected when someone is out ✨ Collaboration Best Practices - Assign tasks promptly - Unassigned tasks don't get done - One owner per task - Even with multiple assignees, designate a lead - Use comments for context - "Why" is as important as "what" - Keep comments on-topic - Discuss the task, not general chat - React to acknowledge - A thumbs up shows you've seen something - Pin sparingly - Only truly important information - Check "My Tasks" daily - Stay on top of your assignments - Balance workloads - Watch the dashboard for overloaded team members Related Articles - Getting Started with Task Management - Creating and Managing Tasks - Understanding the Task Dashboard - Using the AI Task Planner - Viewing Tasks on the Calendar - Working with Task Templates - Organizing Tasks: Subtasks and Dependencies - Tracking Time and Costs - Assigning Tasks and Collaborating

Last updated on Jan 28, 2026

AI Task Planner - Prompts and Best Practices

AI Task Planner - Prompts and Best Practices 🎯 What Can AI Task Planner Do? The AI Task Planner transforms plain English descriptions into organized task lists. Instead of creating tasks one by one, simply describe what needs to be done and let the AI handle the structure. The AI excels at: - Breaking down projects - Describe a goal, get a step-by-step task breakdown - Creating recurring workflows - Daily checklists, weekly maintenance, monthly audits - Planning ahead - Harvest prep, facility upgrades, compliance deadlines - Ensuring completeness - The AI considers steps you might overlook - Saving templates - Turn good task plans into reusable templates The AI works best when you tell it: - What work needs to be done - Where the work happens (rooms, equipment, areas) - When it should be completed (dates, frequencies) - Any quantities involved (number of plants, rooms, batches) 💡 Quick Tip Think of the AI as a helpful coworker. The more context you provide, the better the suggestions. You can always edit or remove tasks before saving them. 💬 Example Prompts by Scenario Copy and customize these prompts for your facility. Replace the specifics with your room names, dates, and quantities. Daily Operations Routine tasks that keep your facility running smoothly. | | | | --- | --- | | Prompt | What You Get | | "Create a daily opening checklist for the cultivation team - equipment checks, environmental readings, IPM scouting, and plant health assessments" | Morning routine tasks with logical order | | "Generate end-of-day closing tasks for the production floor including equipment shutdown, cleaning, waste disposal, and security checks" | Closing procedures in proper sequence | | "Set up daily inventory verification tasks for Monday through Friday - checking stock levels, recording discrepancies, and updating the system" | Weekday inventory tasks with consistent structure | Cultivation Tasks Plant care, environment management, and grow room operations. | | | | --- | --- | | Prompt | What You Get | | "Create tasks for transplanting 500 clones from the propagation room to Veg Room A - include prep work, transplanting, cleanup, and documentation" | Complete transplant workflow with quantities | | "Generate a weekly fertigation schedule for the flower rooms - nutrient mixing, pH testing, system checks, and runoff monitoring for Rooms B1 through B4" | Fertigation tasks organized by room and day | | "Plan room turnover tasks for Flower Room C after harvest - cleaning, sanitization, equipment maintenance, and environmental calibration before the next cycle" | Complete room reset checklist | 💡 Include Your Room Names Mentioning specific rooms (Veg A, Flower B2, Dry Room 1) helps the AI create tasks that make sense for your facility layout. Harvest Planning Pre-harvest preparation, harvest execution, and post-harvest processing. | | | | --- | --- | | Prompt | What You Get | | "Create harvest prep tasks for Flower Room A with 300 plants - include final flush, trichome checks, equipment staging, and team scheduling for harvest on January 20" | Pre-harvest checklist with date context | | "Generate tasks for a harvest day workflow - cutting, initial trim, wet weight recording, hanging in dry room, and waste documentation" | Harvest day task sequence | | "Plan drying and curing tasks for 50 pounds of flower - daily environmental monitoring, rotation schedules, moisture testing, and cure jar management over 3 weeks" | Extended drying/curing timeline | Processing Tasks Trimming, packaging, labeling, and production workflows. | | | | --- | --- | | Prompt | What You Get | | "Create trimming workflow tasks for processing 20 pounds of dried flower - sorting, hand trimming, machine trimming, quality grading, and packaging prep" | Trimming process broken into stages | | "Generate packaging line tasks for fulfilling 200 pre-roll units - label printing, filling, sealing, weight verification, and quality checks" | Production line checklist with quantities | | "Plan order fulfillment tasks for shipping 50 customer orders - picking, packing, labeling, manifest creation, and carrier scheduling" | Order processing workflow | Compliance Tasks Audits, inspections, documentation, and regulatory requirements. | | | | --- | --- | | Prompt | What You Get | | "Create monthly compliance audit tasks - inventory reconciliation, METRC verification, waste documentation review, and security system checks" | Monthly audit checklist | | "Generate tasks to prepare for a Health Canada inspection - document gathering, facility walkthrough, staff briefing, and record verification" | Inspection prep with all requirements | | "Plan quarterly SOP review tasks - cultivation procedures, security protocols, waste handling, and transportation documentation updates" | Documentation review schedule | ⚠️ Compliance Note Always verify AI-generated compliance tasks against your jurisdiction's current regulations. Requirements vary by region and change over time. Maintenance Tasks Equipment upkeep, facility maintenance, and preventive care. | | | | --- | --- | | Prompt | What You Get | | "Create weekly HVAC maintenance tasks for the grow facility - filter checks, duct inspection, temperature calibration, and humidity sensor verification" | HVAC maintenance routine | | "Generate monthly equipment maintenance tasks - irrigation system flush, lighting inspection, CO2 system calibration, and extraction equipment servicing" | Equipment care schedule | | "Plan facility upkeep tasks for the quarter - deep cleaning schedule, pest control treatments, safety equipment inspections, and exterior maintenance" | Quarterly facility maintenance plan | 📋 Working with Generated Tasks The AI gives you a starting point - you are always in control of the final result. Editing Tasks Before Saving Review every suggestion before clicking Save. For each task, you can: - Edit the title - Make it clearer or match your naming conventions - Update the description - Add details, instructions, or links - Change the due date - Adjust timing to fit your schedule - Set the priority - High, Medium, or Low based on urgency - Remove tasks - Delete suggestions that do not apply Organizing Subtasks The AI often creates parent tasks with subtasks underneath. You can: - Drag subtasks to different parent tasks - Promote subtasks to standalone tasks - Demote tasks to become subtasks of another - Add your own subtasks manually Assigning Team Members After saving, tasks are created with "Open" status. Assign team members based on: - Skills required for the work - Current workload and availability - Location or department Saving as Templates If you will need similar tasks again, save them as a template before creating the tasks: 1. Generate and refine your task list 2. Click Save as Template 3. Give it a descriptive name (example: "Weekly Fertigation Schedule") 4. Reuse the template anytime from the Templates section 💡 Template Strategy Save templates for recurring workflows: weekly room cleaning, monthly equipment maintenance, harvest prep checklists. This saves time and ensures consistency. ✨ Tips for Better Results Get more accurate task suggestions by following these guidelines. Be Specific About What, Where, and When | | | | --- | --- | | Less Effective | More Effective | | "Create cleaning tasks" | "Create daily cleaning tasks for the extraction room including equipment sanitization, floor mopping, and waste bin replacement" | | "Make harvest tasks" | "Create harvest tasks for 200 plants in Flower Room B, starting January 15, including cutting, trimming, and drying steps" | | "Set up maintenance" | "Generate weekly maintenance tasks for the CO2 system - tank level checks every Monday, regulator inspection every Wednesday" | Include Quantities and Timeframes Numbers help the AI estimate task complexity: - "Tasks for 500 plants" is better than "tasks for plants" - "20 pounds of dried flower" helps scope trimming tasks - "Schedule for next Monday through Friday" sets clear timing - "Monthly equipment checks" defines frequency Use Your Facility's Naming Reference your actual room names, equipment, and processes: - "Tasks for Veg Room A and Flower Room B2" - "Maintenance for the Apeks Supercritical extractor" - "Packaging tasks for the Futurola Knockbox" Build On Previous Results If the first result is not quite right, add to your request: - "Add tasks for cleaning up after harvest" - "Include documentation steps at the end of each major task" - "Break down the trimming task into more detailed steps" Start Broad, Then Refine For complex projects, generate initial tasks first, then edit details: 1. Describe the overall goal: "Plan room turnover for Flower A" 2. Review the generated tasks 3. Edit individual tasks with specific requirements 4. Add missing steps manually 5. Remove tasks that do not apply ❓ Common Questions Can I regenerate tasks if I do not like the results? Yes. Simply type a new description or refine your original request. Nothing is saved until you click the Save button. Will the AI remember my previous requests? The AI considers your current conversation but does not remember past sessions. For recurring needs, save good results as templates. How detailed should my prompts be? More detail generally produces better results. Include the work type, location, timing, and quantities when relevant. You can always edit the output. Can the AI create recurring tasks automatically? The AI creates a one-time task list based on your description. For true recurring tasks, save the result as a template and apply it on your schedule, or set up task recurrence after creating the tasks. What if the AI misses important steps? Add missing tasks manually after generation. You can also refine your prompt to mention specific steps: "Include cleanup and documentation at the end." Can I use the AI for compliance-critical tasks? The AI is a helpful starting point, but always verify compliance tasks against your jurisdiction's current regulations. Requirements vary and change over time. How do I get better at writing prompts? Practice with simple tasks first. Notice which details produce the best results for your facility. Over time, you will develop prompts that work well for your workflows. What happens if I navigate away before saving? Generated tasks are lost if you leave the page without saving. If you want to keep the task list, click Save Tasks or Save as Template before navigating away. Related Articles - Getting Started with Task Management - Creating and Managing Tasks - Using the AI Task Planner - Working with Task Templates - Organizing Tasks: Subtasks and Dependencies - Assigning Tasks and Collaborating

Last updated on Jan 28, 2026