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Creating a Task

First, navigate to Tasks from the Project Management dropdown.

Click New from the Tasks dashboard.

Create your Task by giving the Task a title.

Once your Task is titled, you can conveniently assign one or more users, set a Due date, and Add subtask(s), from the main Tasks page utilizing the inline editing state. Adding Subtasks to a Task helps break down larger tasks into clear, actionable steps.

For additional Task options, select the arrow button to expand the Task details panel.

From this panel you can:

• Add a Description to provide context
• Upload Attachments, including project files 
• Create new Word or Excel documents
• Set a specific Time in addition to a due date

Tasks can also be created from the All Jobs list view. Tasks created this way are automatically assigned to a 'General' job and can then be reassigned to the correct job later.

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Copying and Importing Tasks

Tasks can be copied to another job or template, making it easy to reuse common workflows across projects without starting from scratch. 

For teams managing larger task lists, Tasks also supports CSV import, allowing you to bring in tasks in bulk rather than creating them one by one. 

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Organizing and Managing Tasks

The Tasks dashboard provides flexible tools that help teams organize work and prioritize what matters most. 

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Built-In Task Views

Tasks include several built-in views that help you quickly focus on specific work. 

The All Tasks tab is the default view. This tab displays any and all created and completed Tasks.

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The My Tasks tab displays all Tasks and Subtasks currently assigned to you, providing you a focused view of the work that requires your attention. 

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For Tasks that function as punch list items, you can categorize them within the Punch list tab. This allows teams to track punch list-specific work separately and maintain clear organization as a project moves toward completion.

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Custom Tabs

In addition to the built-in views, users can create Custom Tabs to organize their Tasks list into dedicated views within the Tasks dashboard. 

Custom Tabs allow you to save groups of tasks as their own tab, making it easy to switch between different workflows or priorities throughout the day. 

For example, you might create tabs for:

• Upcoming Tasks
• Past Due Tasks
• Tasks Assigned to a Specific Team

After making changes to a tab, you can save the current tab or create a new one.

You can also click the dropdown arrow on your Custom Tab to: 

• Rename the tab 
• Duplicate the tab 
• Set it as your default tab
• Remove the tab

Custom Tabs are private by default, keeping your personal views separate from those visible to the rest of your team. When you're ready to share, promote a tab to Shared and instantly give your internal team the same focused view – including its filters and layout. 

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Filtering Tasks

Within each tab (including Custom Tabs), you can apply filters to refine which Tasks appear in the list. 

Standard filtering options include:

• Task title
• Assignee
• Due Date
• Status
• Task Type
• Tag
• Modified on

For more advanced organization, you can create custom Tags within the Task panel to group related work and filter Tasks more easily. 

Filters are saved per tab, so teammates viewing a shared tab will always see the same filtered list. 

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Bulk Actions

Need to update multiple tasks at once? Bulk actions allow you to select several tasks and make changes in one step, saving time and reducing manual updates across your task list. 

With bulk actions you can update:

• Assignee
• Due Date
• Priority
• Tags
• Task Type

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Customizing Your Task Lists

Users can also customize how their Task list appears by adjusting:

• Column order
• Sort order
• Visible Columns

Additional columns can be added, including custom fields, allowing teams to tailor the Tasks dashboard to match their workflows. 

Column order, sort order, and visible columns are all saved per tab. If a tab is private, these settings are only visible to you. If a tab is shared, every teammate viewing that tab will see the same filters and layout automatically.

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Task Linking

Tasks can be connected to other areas of Buildertrend, helping keep project work tied to the activity happening across your job. 

• Schedule Items – Link a Task directly to a Schedule Item to keep project work aligned with your schedule. Once linked, the Task will appear within the Schedule Item as a linked item that follows the associated schedule activity.

• Daily Logs – Create a Task directly from a Daily Log to quickly capture and assign follow-up work without leaving the field report. 
  

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Notifications and Collaboration

Tasks support collaboration through built-in notifications, task watching, and commenting, helping users stay informed about the work that matters to them.

Notification Preferences

You can manage which Task notifications you receive from your Notification Preferences.

Notification preferences are available for: 

• Task assignments
• Rescheduled Tasks
• Completed or reopened Tasks
• Task digests
• Comments

Your notification preferences apply across all Tasks, including Tasks you are watching. 

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Watching Tasks

Watching a Task allows you to receive updates without being assigned to the Task.

Select the Watch button within the Task header to add yourself or another user as a watcher. You can also remove a watcher or unwatch the Task when updates are no longer needed.

Users may also automatically become watchers when they:

• Are assigned to the Task
• Comment on the Task
• Are @mentioned in a comment

Only users who already have access to the Task can be added as watchers. Watching a Task does not provide additional access or permissions.

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Internal Collaboration

Within the Task Panel, users can leave internal comments on Tasks and Subtasks, which are visible directly within the list view through the comment indicator icon. Within comments, you can use @mentions to notify specific team members and highlight important updates. 

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Subcontractor Interaction

Subcontractors can be assigned Tasks and mark them complete, giving builders a clear way to delegate work and track progress without requiring subcontractors to have full access to the platform. 

Subcontractors can remove themselves as Task watchers but cannot add other watchers. 

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Client Collaboration 

Tasks can be included in Client Updates, allowing clients to see what work is in progress or has been completed. Clients can also be assigned Tasks and mark them complete, making it easier to collaborate.

Clients can remove themselves as Task watchers but cannot add other watchers.

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