Tasks: create & manage

With Tasks you organise everything that needs to get done around your events — from early planning through the event day to follow-up. Tasks can be assigned to individuals, given deadlines and reminders, and tracked at a glance in a workspace-wide overview.

Tip: If a quote is already linked to the event, you don't have to build the task list by hand — the Plan from quote button on the event's detail page can suggest a first task list using AI. The result stays a draft that you review yourself. More on this in Creating an Event via the Wizard.

Where to find tasks

There are two entry points:

• Event tasks: Open an event and select the Tasks tab. Here you see only the tasks for that event, split into the three phases Preparation, During Event, and Follow-up.
• Workspace overview: Under Tasks in the left menu you see all tasks across your workspace at a glance — spanning every event. The page description shows how many tasks are open, in progress, or done. Each column header shows the total number of tasks in that column; when there are more than fit in one load, the header reads loaded/total and load more at the end of the column fetches the next page.

Creating a new task

1. Click Task (in the event tab) or New Task (in the workspace overview).
2. Enter what needs to be done in the Title field.
3. Optionally add a Description.
4. Choose a Priority: Low, Medium, or High.
5. If needed, enter a Start date and a Deadline.
6. Choose a Phase (event-linked tasks only): Preparation, During Event, or Follow-up. The phase decides which group the task appears in on the event tab. If no deadline is set, the phase also fills in a matching due date.
7. Click Create to save the task.

In the workspace overview you can also assign the task directly to an Event, or create it without any event link.

Assigning people

Under Assignees you can select one or more people from your contacts:

1. Type a name or email address into the Search person ... field.
2. Tick the checkbox next to the person you want. You can select multiple people at once.
3. When multiple people are selected, the option Create one task per person appears. Enable it to create a separate task for each person.
4. If you have crew groups linked to the event, you can use Assign people from lists to add an entire group at once.
5. If the contact doesn't exist yet, click Create person to add a new contact on the spot.

What a task row shows you

Every task row tells you at a glance who is responsible and how urgent it is getting:

• Owners as pictures: Instead of just the name, the profile picture of the responsible person sits in front of the row. If no picture is stored, their initials appear. When several people are responsible, their pictures sit side by side; from the fourth onwards a +N sums up the rest — hover over it to see the remaining names. When nobody is responsible, the spot stays empty.
• Due dates in colour: Tasks past their deadline carry a red Overdue marker together with the date. Anything due today or tomorrow is marked Today or Tomorrow. Everything else shows just the date as before, and completed tasks carry no marker at all.

Profile pictures are maintained in each contact's personnel file — tasks pick them up from there.

Status, phases, and views

Changing status via checkbox: Click the checkbox on the left of a task row to mark the task as done (or reopen it). The status updates immediately.

Progress of the event: At the top of an event's Tasks tab, a bar shows how much is already done — next to it you'll find done/total including a percentage. Hover over the bar to see the split into open, in progress, and done.

Tasks in the event tab: The tab offers three views you can switch between at the top:

• Phases (default view): Tasks are grouped by Preparation, During Event, and Follow-up. The top-right of each phase shows how many tasks are already done. Without an explicit assignment the group follows the deadline (before the event day, on it, after it). You can move a task into another group at any time — either by dragging it onto the phase you want or via the Phase field in the task form. The deadline stays untouched.
• Kanban: Three columns — Open, In Progress, Done. Tasks can be moved between columns by drag and drop.
• Timeline: A horizontal timeline showing all tasks that have a due date.

Workspace overview: Here the Kanban and Timeline views are available. You can also filter by event, staff member, due date, and priority, or use the search to find a specific task quickly.

Reminders and checklists

Reminders: In the task form you can select predefined times under Send reminders — for example 15 min before, 1 hr before, 1 day before, 3 days before, or 1 week before. Use + Custom to enter any interval in minutes, hours, days, or weeks.

The reminder goes to the person the task is assigned to — to everyone assigned if there is more than one. If nobody is assigned, the workspace owner receives it so the reminder isn't lost.

Checklist: Under Checklist you can add multiple individual steps to a task. Click Add item and enter the text. Each item can be ticked off or reopened independently.

Tracking time on a task

There are two ways to book your working time against a task:

• Straight from the row: Click the start icon in the task row. The stopwatch immediately runs on exactly that task. On completed tasks the button is hidden.
• From the top bar: Open the stopwatch at the top. If you are inside an event, you can pick a Task there alongside event and shift before you start. The open tasks of that event are offered. Without an event context the picker does not appear.

If you switch the event in the stopwatch, an already selected task is reset — it belonged to the previous event.

Templates

You can save frequently recurring sets of tasks as a template and reuse them for new events. The two buttons for this live inside a single event, not in the workspace-wide task overview: open the event → Tasks tab. There, at the top, you'll find:

• From template: Select an existing template and apply its tasks with one click. Dates and assignments can be adjusted before applying.
• Create template: Choose which of the existing event tasks should be saved in the template and give it a name.

Comments on a task

Open an existing task and you will find a Comments area at the bottom. Expand it to keep questions, progress notes and decisions with the task itself — instead of digging them out of email or chat later.

• Internal only. Comments are visible to your team and nobody else. Customers in the event portal and partners in EventHub never see them — not even when the task is marked Visible to customer.
• Who can comment? Anyone who is allowed to see the task. So people with read-only access to tasks can still reply.
• You edit and delete your own. Every comment shows its author and time. The pencil and bin icons only appear on your own comments. If you correct a comment afterwards it is marked as “edited”, so the history stays trustworthy.
• The people responsible are notified. When you comment on a task, everyone responsible for that task gets a notification in the employee portal — plus a push notification on their phone if they installed the portal as an app. You do not get one yourself.
• Addressing someone directly. In every comment area you can mention a specific person with @ — only they then get a notification. That also works where there is no defined audience (event, document, inquiry, schedule, function sheet): without a mention, nobody is notified in those places. See Comments & mentions for details.
• Your staff reply from the portal. Anyone the task is assigned to sees the same comments area on their task row in the employee portal and can reply there — with a login just as well as through a portal link without an account. Their reply lands in this thread. See Employee portal: shifts, time tracking & more for details.

The same area exists on the event itself, on the schedule, on quotes, invoices and delivery notes, on inquiries and on function sheets. To see all comments for one event in a single place, open the Communication tab — above the chat you will find a comment box for the event that is already open, and below it a chronological list that shows where each entry was written and takes you there in one click.

Frequently asked questions

Can I create a task without linking it to an event? Yes. In the workspace overview under Tasks, when creating a task you can choose No event in the Event field. The task will then appear only in the overall overview, not in any specific event tab.

Why is there no Phases view in the workspace overview? The Phases view requires an event link in order to calculate due dates relative to the event date. The workspace-wide overview therefore only offers Kanban and Timeline.

What does "Visible to customer" mean? When this option is enabled, the task appears for the customer in their event portal under Tasks. Tasks without this option enabled are visible internally only.

Can I reopen a completed task? Yes. Click the checkbox in the task row again, or open the task and change the status manually.