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How to Manually Create Tasks

When to Create Tasks Manually​

Most tasks are created automatically when the project is created (see task-population.md). All tasks for all stages are generated at once.

You should manually create a task when:

  • Something unique comes up that's not in the standard templates
  • You need to track a one-off item (e.g., "Meet with architect about change order")
  • A subtask needs more subtasks
  • Client requests something specific to this job

Don't manually create tasks that should be automated - talk to your PM if standard tasks are missing.

How to Create a New Task​

Step 1: Go to the Tasks App​

  1. Open the Tasks app from your Podio workspace
  2. Click "Add new task" (usually a + button or "New" button)

Add task button in Tasks app

Step 2: Fill Out Required Fields​

Task Name (Text)

  • Clear, specific description
  • Good: "Submit electrical permit application"
  • Bad: "Permit stuff"

Status (Category)

  • Pending - not started yet
  • In Progress - actively working on it
  • Complete - done
  • Most new tasks start as either Pending or In Progress

Responsible (User)

  • Who's doing this task?
  • Pick from the dropdown of PSS team members
  • If you're creating it for yourself, pick your name

Linked Stage (Relationship)

  • Which stage does this belong to?
  • Pick from the 5 stages: Pre-Construction, Mobilization, Construction, Demobilization, or Retainage
  • Important: This links the task to the stage so it shows up in that stage's Task Overview

Linked Project (Relationship)

  • Which job is this for?
  • Pick the project from the dropdown
  • This connects the task to the overall job

Task creation form showing required fields

Step 3: Fill Out Optional But Helpful Fields​

Due Date (Date)

  • When does this need to be done?
  • Helps with sorting and urgency

Ind or Dep (Category)

  • Independent - can be started right away
  • Dependent - waits for another task first
  • If you pick Dependent, fill out Dependencies field (see below)

Dependencies (Relationship to Tasks)

  • Only needed if this is a Dependent task
  • Click into the field and search for the task(s) that must be completed before this one can start
  • You can link to multiple prerequisite tasks

Type (Category)

  • Task - standard one-time task (most common)
  • Recurring - repeats on a schedule (e.g., weekly safety meetings)
  • Subtask - a smaller task under a parent task
  • If Subtask, fill out Linked Parent Task field

Notes (Text multi-line)

  • Add context, instructions, or background
  • Super helpful for whoever is responsible

Attachments (Files)

  • Upload relevant docs, photos, contracts, etc.
Screenshot needed

Task creation form showing all optional/advanced fields would be helpful here.

Step 4: Save​

Click Save or Create button.

Your task now appears in:

  • The Tasks app
  • The Task Overview for the stage you linked it to
  • The responsible person's task list

Creating Subtasks​

If you need to break a task into smaller pieces:

Step 1: Create the Main Task First​

Follow the steps above. Let's say you create "Install formwork system" as the main task.

Step 2: Create Subtasks​

  1. Create a new task (same as above)
  2. Give it a clear name, like "Set up form panels - Grid A1"
  3. Set Type = Subtask
  4. In Linked Parent Task field, search for and select "Install formwork system"
  5. Fill out Responsible, Status, Linked Stage, and Linked Project (subtasks need these too)
  6. Save

Repeat for each subtask.

What This Does​

  • Subtasks appear as linked items under the parent task
  • You can complete subtasks independently
  • The parent task can track overall progress by seeing subtask completion

[NEEDS VERIFICATION: Does parent task completion % auto-calculate from subtasks, or is it manual?]

Creating Recurring Tasks​

For tasks that happen regularly (daily reports, weekly meetings, etc.):

  1. Create a task as normal
  2. Set Type = Recurring
  3. Fill out all fields like normal
  4. Save

What happens:

  • When you mark this task Complete, a new copy automatically gets created (usually weekly on Mondays)
  • The completed task stays in the system for record-keeping
  • This keeps repeating until you delete the recurring task or the stage becomes inactive

[NEEDS VERIFICATION: What's the exact recurrence schedule? Weekly on Mondays? Configurable? Only during Construction?]

Tips for Creating Good Tasks​

✅ Do:

  • Use clear, action-oriented task names ("Submit permit" not "Permit")
  • Assign to a specific person, not "TBD"
  • Set realistic due dates
  • Add notes with context - future you will thank you
  • Link to the correct Stage and Project (required for it to show up in the right places)

❌ Don't:

  • Create duplicate tasks that already exist in templates
  • Create tasks without linking to a Stage and Project (they'll be orphaned)
  • Forget to set Ind or Dep - this affects workflow automation
  • Leave Responsible blank - every task needs an owner

Editing Tasks After Creation​

Made a mistake? No problem:

  1. Open the task
  2. Click Edit (or fields might be directly editable)
  3. Change whatever needs fixing
  4. Save

You can edit any field at any time - Status, Responsible, Due Date, Dependencies, etc.

Deleting Tasks​

If you created a task by mistake:

  1. Open the task
  2. Click the Delete or Archive option (usually in a menu)
  3. Confirm

Warning: Deleting a task that other tasks depend on might break dependency chains. If unsure, check with your PM.

Common Scenarios​

Scenario 1: Client Requests Special Inspection​

  1. Create new task: "Coordinate special geotechnical inspection"
  2. Type = Task, Ind or Dep = Independent
  3. Responsible = Project Manager
  4. Linked Stage = Construction
  5. Linked Project = [Your job]
  6. Due Date = [When client needs it]
  7. Notes = "Client requested soil testing on grid lines A3-A5 per email 1/15"
  8. Save

Scenario 2: Breaking Down a Complex Task​

Main task: "Complete utility connections"

Subtasks:

  • "Call utility company for schedule" (Type = Subtask, Linked Parent = main task)
  • "Coordinate utility crew site access" (Type = Subtask, Linked Parent = main task)
  • "Walk utility crew through site" (Type = Subtask, Linked Parent = main task)
  • "Inspect connections after installation" (Type = Subtask, Linked Parent = main task)

Each subtask has its own Responsible person and Due Date.

Scenario 3: Creating a Dependency Chain​

Task A: "Finalize concrete mix design" (Independent, In Progress) Task B: "Order concrete materials" (Dependent, Pending, Dependencies = Task A)

When Task A is marked Complete, Task B will automatically change to In Progress.

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