Tasks App

As you get things done with Timebook, the Tasks App becomes the central location for your work management.

While you can create tasks using the calendar grid, the Tasks App gives you a complete overview of your work items. Here you can quickly check what was done and what's still to do.

In addition, the Tasks App comes with quick filters that show you work items that are overdue or due today. You can also use a handy shortcut to all your task lists and advanced task-grouping options.

Group, sort & filter tasks

The Tasks App can help you narrow down your focus on what's most important at the moment. You can use several features to change how tasks are displayed in your task lists.

Use the [Group by] dropdown to define the grouping of tasks in your task lists. You can group tasks using the following criteria:

  • Assignee
    Who is the task currently assigned to.

  • Due date
    The date on which the task expires.

  • Owner
    Who created the task.

  • Priority
    How important the task is.

  • Status
    What is the progress on the task.

  • Tag
    Which tags were added to the task.

  • None
    This option removes grouping completely.

You can also sort tasks within the groups by pressing the names of the columns (Task name, Due date, Status, Priority, Assignee).

When viewing the [All tasks] smart list, there are three buttons (or what we call Pills) you can use to filter tasks:

  • [Assigned to me]
    This filter shows only the tasks that others passed to you.

  • [Assigned by me]
    This filter shows only the tasks that you passed to others.

  • [All my tasks]
    This is a combination of the other two filters.

Finally, you can use the [Include completed] toggle to have a better overview of the progress of your work:

  • Set it to "ON" to show both completed and not completed tasks in your task lists.

  • Set it to "OFF" to show not completed tasks only.

Table view vs. Board view

Tasks App comes with two main views that you can use to define how tasks are displayed. This allows you to adjust the Tasks App to your preferred working style. To change between views, use the View Switcher in the top-right corner.

See the following sections for more details on the available views, their advantages, and the working styles they suit.

Table view

This is the "vertical" display of your work items. The main advantage of the Table view is that it offers two levels of data presentation:

  1. Use the [Group by] button and select what to focus on.

  2. You can see all your tasks displayed vertically and organized in selected groups.

  3. Sort the available columns to organize the tasks within the groups further.

The Table view could be helpful in the following scenarios:

  • group tasks by their [Due date] to see what is urgent, and then sort them by [Priority] to decide which urgent tasks to do first

  • group tasks by their [Priority] to see what is important, and then sort them by [Due date] to find out which important tasks need to be completed soon

  • group tasks by [Assignee] to see who is working on your tasks, and then sort them by [Status] to know what progress each person made

Board view

This is the "horizontal" display of your work items. Your groups are shown side-by-side, so this view is perfect when you want to move tasks quickly between groups.

The Board view could be helpful in the following scenarios:

  • group tasks by their [Status] to track progress and move the tasks from "To do" to "Done" quickly

  • group tasks by [Assignee] to compare workloads and reassign the tasks quickly

group tasks by [Priority] to see the "high importance-low importance" balance of your work and quickly change it if necessary

My Lists

This section of the Tasks App holds all your task lists. It consists of the General task list plus all the task lists you created.

[General] is the default task list that stores all the tasks you didn't assign to a specific list. That's why you can't rename or delete it.

To rename or delete any other task list:

  1. Press the [Meatballs] icon.

  2. Select [Rename] or [Delete] to perform the necessary action.

You can also create more task lists:

  1. Press [+New task list] at the bottom of the section.

  2. Give your task list a name.

  3. Your task list is ready. You can start adding tasks to it.

You can reorder tasks within a list or even move tasks between lists. To do so, grab the left edge of the Task Card and move it up and down the list. Or drag and drop it on a different task list.

Smart Lists

Tasks App comes with a set of predefined task filters called Smart Lists. Use them to get quick access to the following:

  • All tasks
    This is the complete list of your tasks. It includes the tasks that others assigned to you and the tasks you assigned to others.

  • Overdue
    This list contains all your tasks that are past their due date.

  • Due today, Due tomorrow, and Due this week
    This list contains all the tasks whose due date is approaching soon. You can see the tasks scheduled for today, tomorrow, or the current week.

  • Top priority
    This list shows all the tasks with the highest priority, regardless of their due date.


You can define which Smart Lists are displayed in this section. Press the [Meatballs] icon next to the section name and then use the toggles to show or hide a specific Smart List.

Create & complete tasks

To create tasks in the Tasks App:

  1. Press [+New task] in the top-right corner.

  2. On the resulting Task Card, give your new task a name.

  3. Use the available options to customize the task.
    See
    Task Card options for more information.

You can also create new tasks directly on the calendar grid. See Tasks (in Calendar App) for more information.

To mark tasks as completed, you can either:

  • select the checkbox to the left of the task’s name (when viewing the task on the list level)

  • or use the status switcher in the top-left corner of the Task Card and select “Done”.

Task Card options

When you create a new task or open an existing one, Timebook shows you the corresponding Task Card. Its tabs contain all the options you might want to use to customize your task.

Below are the general, most common options. See the following sections to learn more about the options you can find in particular tabs of a Task Card.

Status switcher

The switcher is in the top-left corner of the Task Card.

For new tasks, it is set to [To do] but you can choose a different status to track progress.

Priority

This option marks how important the task is.

Press the [Priority] icon below your task’s name and choose one of the available options: Urgent, High, Normal, or Low.

Type

Use this option if you need advanced classification of your tasks. Depending on the scale and nature of your project, you might want to use different task types for different work items.

Press the [Type] icon below your task’s name and choose one of the available options: Bug, Epic, Story, or Task.

Each task type comes with its distinctive icon.

Due date

Define the time by which this task should be completed.

To do that, press the [Due date] icon and select a specific date.

Tasks with a defined due date will show in some of the Smart Lists (“Overdue” and “Due today”). This way you can control what needs to be done first.

Assignee

This is the person currently assigned to work on the task. By default, you are the assignee of all new tasks you create.

You can then reassign your tasks to someone else. To do so, press the button with your name on it and start typing the name of the person you want to assign the task to.

Add tags

Use tags to categorize your tasks. Timebook tags speed up your work management as you can identify tasks before you open Task Cards.

To add a tag:

  1. Press the [Add tags] icon below the task’s name.

  2. Choose an existing tag from the list.

  3. You can also create a new tag just by typing in the text box. Then select the background color for the tag. Press [Create] to save your new tag.

Copy link to task

You might want to quickly share task details with others.

You can do it by pressing the [Copy link to task] icon in the top-right corner. The link to your task is now copied and you can paste it as text in your messages or emails.

Delete

To delete your task permanently:

  1. Press the [Trash bin] icon in the top-right corner.

  2. Press [Delete] to confirm.

You can also delete your tasks while viewing your lists in the Tasks App. Press the [Meatballs] icon to the right of the selected task, select [Delete], and confirm your decision.

Info tab

Location

Use this option to move your task to a different task list.

  1. Press the area to the right of [Location]

  2. On the resulting screen, select one of the available task lists.

  3. Press [Change location] to confirm your decision.

By default, new tasks are assigned to the list you are currently viewing in the Tasks App.

Add to calendar

Press [+Add time slot] to book some time in your Calendar for working on this task.

Select a suitable date using the date picker. Then press [Add time] to choose a specific time slot.

Parent task

This option helps you to link your task to another by turning it into a subtask (also called a “child task”).

  1. Press the [Not selected] button.

  2. On the resulting screen, use the [List name] dropdown to choose one of your task lists.

  3. Select a specific task from the list. It is now considered the parent of the task you are customizing.

  4. Press [Link] to save your selection.

See Subtasks tab for more information.

Workstream

Workstream is a widget you can use in your Planners to track work progress. Tasks are key parts of workstreams and this option lets you quickly move tasks between workstreams.

  1. Press the area to the right of [Workstream].

  2. On the resulting screen, select one of the available workstreams.

  3. Press [Move to workstream] to confirm your decision or press [Remove from workstream] to detach the task from its current workstream.

Color

Press [Color] and pick one of the available colors.

The block representing this task in your Calendar will change its background color to match your selection.

Owner

This field is purely informational; it simply states the name of the person who created the task.

Description

Here you can add a brief description of what the task is about. You can style the description with a set of text-formatting tools available in the editor.

Add a checklist to tasks whose completion requires a detailed procedure.

Press [+New item] to add an element to the list of actions that need to be performed to complete the task. At any stage, the task’s assignee can check the box next to an item to mark progress.

Subtasks tab

Consider using subtasks if you have several work items that are parts of a bigger job. In such cases, just create a task to serve as a "parent" to all related subtasks ("children").

The [Subtasks] tab lists all subtasks attached to the task you are currently working on. In this tab, you can quickly access all linked subtasks or change their status. Each subtask also has the [Meatballs] icon that lets you do the following:

  • [Copy link] to the subtask to share it with others

  • [Unlink from parent] to remove the connection between the current task and the selected subtask

  • [Delete] to completely remove the subtask from the system

Finally, you can use two extra options to add more subtasks:

  • [Create subtask] lets you build a new subtask from scratch

  • [Link existing subtask] lets you pick one of your existing Timebook tasks and add it as a subtask here

Notes tab

Timebook comes with the Notes App, where you can use many text-formatting tools to create your notes. And you can reuse these notes to boost your tasks with detailed descriptions.

The [Notes] tab lists all notes attached to the task you are currently working on. Open a note in this tab to quickly access the text editor. You can change the contents of the attached notes without leaving the Tasks App.

Also, you can use two extra options to add more notes:

  • [Create note] lets you write a new note from scratch

  • [Link existing note] lets you pick one of your existing Timebook notes and attach it to your task

Attachments tab

The [Attachments] tab is here for you to supplement your tasks with various files. Images, videos, audio files, and more - you can attach them all, regardless of the source.

In this tab, you can quickly access all attached files. Each file also has the [Meatballs] icon that lets you do the following:

  • [Pin item] to stick an attachment to the top of the attachment list

  • [View reference] to see what other tasks also use this file as an attachment

  • [Remove] to remove this file from the list of attachments

You can also add more attachments in this tab:

  1. Press [+ Upload new file(s)] at the bottom of the Task Card.

  2. Select one of the upload options:

    • [From Timebook] to add a file that you uploaded to Timebook before

    • [From your device] to add files from your laptop or mobile device

    • [From Google Drive] to add files stored on your Google Drive

  3. Select all the files that you want to upload and press [Add] to confirm.

Comments tab

This tab is where you can discuss the details of the task with others. Or you can use it to add “notes to self” to track your own progress.

The [Comments] tab is a log of all comments added to a task. It comes with:

  • a simple text editor for adding new comments

  • the [Add file] button you can use to add attachments to your comments

  • the [Mention] button you can use to notify others about your comment (they will receive a system notification in Timebook)

You can use the [Meatballs] menu to the right of your own comment to edit or delete it.

Also, press the [Add emoji] button to add reactions to a comment.