How to create tasks and task lists

To start tracking time in Operating, you need to define the tasks your team will log time against. This article covers how to:

• Create individual tasks

• Organize tasks into reusable task lists

• Add tasks or task lists to projects

1. Creating Tasks

1. Go to Settings

2. Click on Time Tracking → Tasks

3. Click “Add New Task”

4. Give the task a clear, descriptive name (e.g. Design, Client Meeting)

5. Choose if the task is billable or not by default

6. Click Create

You can create as many tasks as needed. These can later be reused in multiple projects via task lists.

2. Creating Task Lists

Task lists help you group related tasks and reuse them across projects.

1. Still under Settings → Time Tracking → Tasks

2. Click “New Task List”

3. Give the list a name (e.g. Product Development Tasks)

4. Select existing tasks to include in the list

5. Click Create Task List

You can edit a task list later to add or remove tasks.

3. Adding Tasks or Task Lists to a Project

To make tasks available for time logging on a specific project:

1. Go to the Project Details page

2. Navigate to the Tasks section

3. Click “Tasks for time tracking”

   • Option 1: Add individual tasks from the global task library

   • Option 2: Add a task list to import a full set of tasks at once

4. After adding, click on any task to:

   • Set whether it’s billable or non-billable for this project

   • You can also set Note requirement on a Task on a Project — either when adding the Task in the Add task dialog, or by clicking the Task in the Project's task

     list to open the popover. The options are Default (inherit from the Project), Required, or Not required. This is the most specific level of three:

     organization → Project → Task. See How to require notes and tasks on time entries

     for how the levels combine.

Best Practice

Use task lists when multiple projects share the same structure. It ensures consistency and speeds up project setup.