Task Management

The Tasks page is your personal command centre for everything assigned to you. It pulls your work together into a single, prioritised digest so you can see what needs attention now, what’s coming up, and what you’ve recently finished.

Tasks in draft projects, including projects in Planning, stay out of My Tasks and its Dashboard counts. You can plan assignees and dates while you review the project; scheduled work reserves tentative capacity. Activate the project before that work appears in the assignee’s task list. If you return the project to draft, its tasks leave My Tasks again. You can still review and edit them in the project and resource planning.

Complete work without tracking time

When time tracking is off, completing a task saves progress and optional notes without asking for hours or creating a time entry. Tracked and actual-hour summaries are hidden. Estimates and scheduling remain available. The hours workflow below applies when time tracking is on.

What you see

Your tasks are grouped into clear sections so the most urgent work rises to the top:

Section	What it shows
Overdue	Tasks past their due date that still need action.
Due today	Tasks scheduled to be completed today.
Upcoming	Future tasks plus anything not yet scheduled.
Recently completed	A log of work you’ve recently finished.

A set of summary cards across the top gives you an at-a-glance read on your totals, your most urgent focus, what’s due today, and how your tracked time lines up against estimates.

Ru follows the same selected filter and top-to-bottom order you see on this page. You can ask “what is my top task?” or “mark the first task complete” without restating its name. Ru uses the exact first visible task, and the list refreshes after a change so later instructions follow the new order. This does not expose tasks outside the list you are allowed to view. If you then say “undo that”, Ru uses the successful task change and the task’s pre-change state saved in the conversation to identify what it just did. It checks the current task before reversing it. You can also refer to an earlier task Ru changed, for example “move the task you completed earlier back to in progress”. If you send the follow-up while Ru is still finishing the first reply, Runnit handles both requests in order rather than losing the completed change. Your normal task permissions still apply.

Task cards

Each task is shown as a card carrying the context you need to act:

Project and client the task belongs to.
Title, optional description, and a due indicator that changes colour by urgency.
An hours block showing estimated, tracked, and actual hours, plus progress controls with 5 percent steps and an exact whole-number input.
A status switcher and a Mark complete button.
A comment button with a badge showing the comment count.

Select the task title to open the full task editor without leaving My Tasks. Links from the Dashboard and notifications open the same editor directly.

Updating status

Change a task’s status directly from its card using the inline status switcher, or adjust its progress with the slider or exact percentage input. Statuses include pending, scheduled, in progress, cancelled, and completed. Updates apply instantly, with a brief loading indicator while the change saves.

Runnit keeps status and progress aligned:

Setting progress from 1 to 99 starts a pending or scheduled task.
Setting progress to 100 opens the completion confirmation.
Moving work back to pending or scheduled asks you to confirm a reset to 0.
Reopening completed work starts at 95 percent, which you can change before saving.
Completed tasks stay at 100 percent. Cancelled tasks keep their previous percentage but progress stays read-only until the task is reactivated.

Marking a task complete opens a short confirmation dialog rather than changing the status silently.

Create a task from My Tasks

Choose + New → New task to add work to any project you can manage. If you create it from My Tasks and assign it to yourself, the modal closes and this page refreshes in place. If you leave it unassigned or assign it to someone else, Runnit opens the project so you can review the new task in context. The task needs only a name.

Leave Schedule now off to capture a meeting action or backlog idea without an assignee, estimate, or dates. Turn it on when the task should be planned immediately; the estimate then starts at one day of the organisation’s Daily capacity setting.

You can still choose assignees without scheduling the task. It appears in each person’s Upcoming section as unscheduled work.

Assign several people to one task

In New task, the project’s Table view, or the full task editor, open Assignees and select each person who will do the work. Select a chosen person again to remove them, or choose Unassigned to clear the list. Choose Create task for a new task. Changes to an existing task save automatically. Assignment controls require task assignment access or a project owner or admin role. Each selected person must be eligible to work on the project.

Everyone sees the same task, title, description, status, progress, dates and discussion. Completing it completes the shared task for everyone. The estimate applies to each person: a four-hour task assigned to two people reserves four hours each, eight hours in total. Removing someone removes their capacity allocation. A task without a schedule reserves no capacity. When the Table view is grouped by assignee, dragging a shared task into another person’s group hands over only the person it was listed under; everyone else stays on the task.

Automatic scheduling uses dates that all assignees can work. Hours and dates are shared, so edits update everyone’s allocation. Actual time is recorded per person; completing a shared task does not create time entries for all assignees. If adding a person reveals overlapping work, choose Open conflicting task in the warning to inspect the other task using your project access. The warning identifies the affected people when their details are available. See Updating Tasks for conflicts, scheduling and completion.

Resize your task table columns

In a project’s Table view, drag the divider at the right edge of a column heading to change its width. This works for every column, including Role and custom columns, using a mouse or touch. You can resize columns even if you cannot edit the tasks.

Widths save automatically for you and that project in the current browser. They remain when you reload or return to the project, and other people have their own layouts. Clearing browser site data removes these preferences; they do not automatically follow you to another browser or device.

To use the keyboard, Tab to a column divider and press Left or Right. Hold Shift for larger changes. Double-click the divider or press Home to reset that column; press Escape during a drag to cancel it.

A default saved view keeps your existing widths when the project opens. Explicitly choosing a view from Views applies that view’s saved widths. Use Columns to show or hide fields, including the optional Role column.

Reserve roles before choosing people

Use role places when you know the work and skills needed but have not chosen the people. One task can have several different roles and repeated places for the same role, alongside people you have already chosen. You need permission to assign tasks, and each role must be on the project’s effective rate card.

Open New task, choose the project and use Reserve role places.
Choose a role. Choose it again if you need two people in that role.
Enter Estimated hours per place. A four-hour task with two Designer places plans eight hours.
Leave Schedule now off for a backlog estimate, or turn it on to reserve demand against dates. Create the task.

On an existing task, open Role places, choose a role and select Add role place. Each place saves immediately. The task keeps one name, description, status, estimate and discussion for everyone.

To do this directly in the project’s Table view:

Open Columns and select Role. This optional column stays in your saved layout.
Click the task’s Role cell.
Under Role places, choose a role and select Add role place. Leave the person as Unfilled to reserve the role only.

The Role column first shows each person’s selected project rate-card role. To change it, open the project’s Team tab, expand the person and choose Rate card role. It saves automatically and updates their task labels. This selection also sets their project billable rate.

Without a selected project role, the column uses their saved project title or filled role place. If neither exists, it shows their staff default role or profile title, including people who have tasks but are not formal project team members. To change that default, open Team, edit the person and choose their default rate-card role under Employment, then select Save rate settings. Return to or reload the project to see the updated label. If none is available, the column shows No role.

Shared tasks show every assignee’s role, plus any unfilled places. Displaying a role does not add a team member, reserve another place or change saved rates. Role sorting and CSV export use the same labels. On a narrow screen, scroll the table horizontally to reach the column.

To staff a place, choose a person under that role. This transfers the planned hours to the person and keeps the role’s saved rate. It does not add another place. Select Unfilled to release the person while retaining the role, or Remove to remove the place entirely. Removing a filled place also removes its personal booking.

For example, a four-hour task with two Designer places, one Writer place and one directly assigned producer plans 16 hours. Filling a Designer place assigns that place’s four hours to the chosen person; the total stays 16 hours. The filled person is counted once, not as an extra assignment. All four places share the same task status, dates and discussion.

You can mix named people and role places, up to 50 places altogether. A person can fill only one place on a task. Scheduled staffing also requires schedule management access. Leave and working patterns may require a schedule change first. Review overlapping tasks before choosing Fill despite overlaps.

See role demand in Capacity and updating task assignments.

Completing a task

When you complete a task, the completion dialog helps you record an accurate result:

Hours are pre-filled with the task’s recorded actual hours, tracked time, or estimate, using the first of these that is above zero.
Adjust the hours with the number input or the plus/minus buttons in 0.25-hour steps.
A callout compares your hours against the estimate, highlighting overruns and underruns.
Add optional completion notes, then confirm.

Confirming with zero actual hours completes the task without recording a time entry.

After you confirm, a brief completion animation plays and the dialog closes on its own. Click anywhere on the dialog to skip the animation.

Use the full task editor

Open the task editor when you need more than a quick status or progress change. The responsive editor is the same from My Tasks, a project, and Schedule. It keeps the task in context while you work.

Update status and progress from the band at the top of the editor.
Use Schedule & daily plan directly below that band to change the start, total effort, calculated finish, and daily spread without opening another panel.
Choose Auto spread to let Runnit fill the available days. Choose Set daily hours to edit each date and its hours directly, add another day, or use the even split, front-load, and one-day shortcuts.
Edit the task name in the header and the description in the main panel. You can add a link to the description.
Read and add comments directly below the description, so the discussion stays in view while you edit.
Review or change the priority, assignee, and tags in the supporting details panel when your access allows it. When Finance is on, the same panel has a Budget line field: the line that time on this task counts against (see Budgets).
Expand Additional info when a task has extra custom details. Runnit keeps internal planning data out of this panel and formats structured details so they remain readable.
See a clear saving, saved, or error state in the header. Most changes save when you commit the control or leave the field. If a name, description or priority update fails, the error includes Retry and Discard changes. Saving another field does not remove that error or your unsaved text.

Task start, calculated finish, actual dates and conflict times use the organisation’s timezone. An automatic Daily plan shows saved scheduled hours per person in that same timezone. It needs an assigned person and schedule-view access. If the read fails, choose Reload daily hours. Missing schedule entries are shown as unavailable rather than as an estimated saved plan.

Custom daily rows keep the calendar dates you entered. Changing the organisation timezone does not edit those rows or move saved bookings. Start and finish show the existing bookings in the current timezone; deliberately editing a custom row reschedules it in that timezone. Read-only viewers cannot change those rows.

Controls are read-only when you do not have permission to change that part of the task. Task creation, general editing, assignment, scheduling, and deletion use separate permissions. An assignee may update their own work without gaining assignment or deletion access. Organisation task permissions apply on every project you can access, even if you are not listed on that project’s team.

When an authorised user deletes a task, Runnit removes it from My Tasks, the Dashboard, Schedule, and Capacity. Any calendar bookings derived from that task are removed with it.

Changing the planned start rebuilds the daily schedule and recalculates the planned end. Changing estimated hours on a task with a custom daily plan keeps its planned window: each day’s hours are rescaled in proportion so they add up to the new estimate. If the new estimate no longer fits the window at the organisation’s daily capacity, or the task uses an automatic schedule, Runnit rebuilds the schedule from the start date and recalculates the planned end. When you edit hours inline in a project’s Table view, a warning appears if the change releases a pinned window this way; the task editor keeps hour editing and the daily plan in one panel, so the recalculated dates are visible as you save. Work may extend beyond the project’s target date and be marked overdue; that target does not lock an authorised edit.

An undated task stays unscheduled when you add only an assignee or estimate. Give it a start date when you are ready for it to appear in Schedule and Capacity. In Project Gantt, undated work remains available under Unscheduled without a made-up timeline bar.

For automatic schedules, select Include Saturdays and Sundays when weekend days may be used. Runnit saves that choice with the task. The daily plan, project Table, Gantt, Capacity, and later schedule rebuilds all follow it. Organisation closure dates and days the assignee has blocked out as unavailable remain unavailable, and partially blocked days hold fewer hours. In a custom plan, select the exact weekend date in a daily row instead. Task changes refresh those views automatically, so you don’t need to reload the browser.

Runnit does not show confirmation toasts for successful task changes. Toasts appear only for conflicts, warnings, or errors. Inline saving and progress states remain visible while an action is running.

Comments

Every task has its own chat, using the same messaging system as project chat. Open the comments panel on any task to read the discussion: each message shows the author and a timestamp, and you can reply to a specific message or @mention someone to bring them in.

When you post, the task’s assignee and the project owner are notified, along with anyone else in the conversation. A mention always notifies that person directly. Notifications link straight back to the task’s chat, so people can answer from their inbox and the whole exchange stays with the task.

You can also ask the Chat Assistant to bring someone in. Tell it who you need and what for, and it posts your request into the task’s chat with a mention of that person. The person must already have access to the task’s project.

Scheduling across multiple days

A task that spans several days stays a single task in your lists, while calendars render it as one segment per day. This keeps your task view tidy even for longer pieces of work.

On smaller screens

The page is fully responsive. Summary cards collapse to a single column and task cards stack. In the task editor, the schedule stays directly below status and progress. Its controls and daily plan sit side by side at smaller desktop widths, then stack in the same order on mobile. All controls support both light and dark mode.

Check a task’s budget line

When Finance is enabled, the Budget line field shows the same saved mapping as the project task table and Money tab. Changing or clearing the line updates those views. If a save succeeds but a refresh fails, use Refresh views to read the current values without saving again. See mapping tasks to budgets.

Role places follow your current project and client staffing access. If a role change is refused or needs overlap confirmation, Changes not saved remains visible until you resolve it. See Updating Tasks for save feedback and Resource Planning for unfilled demand.