Once a project exists, you give it shape with tasks. A task is a discrete piece of work with an owner and, usually, a due date. Group them into the stages or trades that fit your job, and you've got a plan the whole team can work to — on the desktop in the office and the app on site.
Creating tasks
Within a project, add tasks for the work that needs doing. Each task can carry the things that make it actionable:
- An owner — the one person accountable for it.
- A due date — so it shows up before it's late, not after.
- A description and attachments — the drawing, spec or photo that explains the job.
- A status — so progress is obvious without a phone call.
Assigning owners
Every task should have exactly one owner. Shared responsibility tends to mean no responsibility — when a task is owned by one named person, it's clear who to ask and clear who closes it out. Owners see their tasks on their own device, including on site through the mobile app.
Milestones
Milestones are the dates that matter to the client and the programme — handover, a key inspection, a stage completion. Use them to mark the points everything else builds towards, and to anchor your applications against real progress rather than guesswork.
Tasks work best when
- Each has a single named owner
- They're small enough to finish, not vague enough to drift
- Status is updated on site, not reconstructed later
- Milestones mark the dates the client actually cares about
Tracking progress across sites
The real payoff comes when you're running more than one job. Because every task sits on a project, you can step back and see progress across all your live sites at once, instead of opening a dozen separate trackers. Combined with analytics, that turns "how are we doing?" from a half-day of stitching files into a glance.
On site, in real time
Site teams update task status, add photos and capture snags directly from the app — offline if they have to, syncing when signal returns. That means the office is working from what's actually happening on site today, not a status someone re-typed at the end of the week.