Add Tasks and Checklists to Jobs

Learn how to create task lists for your jobs, assign tasks to team members, set due dates, and track progress as your crew works through each item.

Written by Liam ChenUpdated over a month ago8 min readBeginner

What this guide covers

This guide explains how to use tasks and checklists within JobsiteOn jobs. You will learn how to create task lists, assign individual tasks to team members, set due dates, track completion progress, and use tasks to ensure nothing gets missed on the job site. Tasks turn a job from a high-level record into an actionable, step-by-step plan for your crew.

Before you begin

You need an existing job to add tasks to. If you have not created one yet, see Create and Manage Jobs.
Confirm you have access to the job detail page at /jobs/[slug].
Tasks are available for all jobs regardless of status, but we recommend adding them before the job moves to In Progress.

Why use tasks

A job title and description tell your team what the work is. Tasks tell them exactly what steps to take. Benefits include:

Accountability: Each task can be assigned to a specific person.
Visibility: The progress bar on the job detail page shows how much work is complete at a glance.
Consistency: Standardized task lists ensure every crew follows the same process.
Documentation: Completed tasks serve as a record of what was done and when.

Step 1: Open the tasks section

Navigate to the job detail page at /jobs/[slug].
Scroll down to the Tasks section below the job details.
If no tasks have been added yet, you will see an empty state with an Add Task button.

Step 2: Create a task

Click the Add Task button.
Enter a clear, specific task title. Good examples:
- "Remove existing kitchen cabinets"
- "Install new electrical panel"
- "Run final plumbing pressure test"
- "Take before and after photos"
Press Enter or click the save button to add the task.
The task appears in the task list immediately.

Writing effective task titles

Keep task titles short and action-oriented. Start with a verb and be specific enough that any team member knows exactly what to do:

Too vague	Clear and specific
"Plumbing"	"Replace kitchen sink faucet"
"Check stuff"	"Inspect attic insulation for damage"
"Electrical"	"Wire new outlet in garage wall"
"Cleanup"	"Remove all debris and sweep floors"

Step 3: Set task assignees

You can assign each task to a specific team member so they know what they are responsible for.

Click on a task in the list to expand its details.
Select a team member from the Assignee dropdown.
The assigned person receives a notification about their new task.

The task list also shows Assigned from so managers and crew can see who originally assigned or created the task. Checklist items and subtasks show the same assigned-from context when they appear under a task.

When to assign tasks

Before dispatch: Assign tasks during job planning so the crew arrives knowing their responsibilities.
On site: Reassign tasks in real time if workloads shift or someone finishes early.
Unassigned tasks: Tasks without an assignee are visible to all team members on the job. Any assigned crew member can pick them up.

Step 4: Set task due dates

Due dates help your team prioritize within a multi-day job.

Click on a task to expand its details.
Select a date from the Due Date picker.
The due date appears next to the task in the list view.

Due date tips

Set due dates that align with the job schedule. If the job spans three days, distribute tasks across those days.
Tasks past their due date are visually highlighted so you can spot delays quickly.
Due dates are optional. For single-day jobs, the job completion date may be sufficient.

Step 5: Reorder tasks

Tasks can be reordered to reflect the sequence your crew should follow.

Hover over the drag handle on the left side of a task row.
Click and drag the task to its new position.
Release to drop the task in place.

Ordering tasks in work sequence helps your crew follow a logical progression. For example, demolition tasks should come before installation tasks.

Step 6: Check off completed tasks

As your team completes work, they check off tasks to track progress.

Click the checkbox next to a task to mark it as complete.
The task title shows a strikethrough to indicate completion.
The progress bar at the top of the tasks section updates automatically.
The completion timestamp and the user who checked it off are recorded.

Unchecking a task

If a task was checked off prematurely or needs rework:

Click the checkbox again to uncheck it.
The task returns to its active state.
The progress bar updates to reflect the change.

Step 7: Delete a task

If a task is no longer needed:

Hover over the task row to reveal the delete action.
Click the Delete icon.
Confirm the deletion when prompted.
The task is removed from the list and the progress bar recalculates.

Deleted tasks are removed permanently. If you might need the task later, consider leaving it unchecked rather than deleting it.

Tracking progress

The progress bar

The tasks section shows a progress bar that fills as tasks are completed. The bar displays:

The number of completed tasks out of the total (for example, "4 of 7 tasks").
A visual percentage fill using the primary color.

Progress on the jobs list

The jobs list shows a task progress indicator for each job that has tasks. This lets you scan your full workload and see which jobs are nearly complete without opening each one.

Progress in reporting

Task completion data feeds into your job reporting views. You can analyze average task counts, completion rates, and identify jobs where tasks tend to stall.

Building reusable task templates

If you perform the same type of work regularly, you can build consistent task lists by:

Creating a job with a complete task list for a standard service.
When you create a new job of the same type, duplicate the template job.
Update the contact, property, and schedule details for the new job.
The task list carries over, saving you setup time.

This approach ensures every crew follows the same checklist for recurring job types like annual maintenance visits, standard installations, or multi-phase renovation projects.

Tips

Add tasks before dispatch. The crew should arrive knowing exactly what to do. Last-minute task creation leads to confusion.
Keep task lists focused. Ten to fifteen tasks is usually the right level of detail. Too few and you lose accountability. Too many and the list becomes overwhelming.
Use tasks for safety checks. Include safety inspection items in your task lists to ensure compliance documentation.
Review incomplete tasks at end of day. Before the crew leaves the site, check the task list to confirm nothing was missed.
Pair tasks with photos. Encourage your team to add job photos that correspond to completed tasks for a complete record.

Troubleshooting

I cannot add tasks to a job

Confirm you have edit permission for the job. View-only team members can see tasks but cannot add or modify them.

The progress bar shows the wrong count

Refresh the page. Task counts update in real time, but a stale browser tab may show outdated numbers.

A team member cannot see their assigned tasks

Verify the team member is assigned to the job itself, not just to individual tasks. Task visibility requires job access.

Tasks disappeared after a page refresh

Tasks save immediately when created. If tasks appear missing, check whether another team member deleted them by reviewing the job activity feed.

I want to add the same tasks to multiple jobs

Use the job duplication approach described in the templates section above. Bulk task templates are not available as a standalone feature, but duplicating a job carries all tasks over.

FAQ

Can I add tasks to a completed job?

Yes. You can add tasks to a job in any status. If the job is already Completed, you may want to change the status back to In Progress if new work is required.

Do tasks sync with the schedule?

Tasks belong to the job, not to individual schedule events. The schedule shows when work is planned; tasks show what work needs to happen during that time.

Is there a limit to how many tasks a job can have?

There is no hard limit. However, we recommend keeping task lists under 25 items for practical usability. Break larger scopes into multiple jobs if the task list grows too long.

Can I assign a task to someone who is not on the job?

The task assignee dropdown shows all team members in your workspace. However, only team members assigned to the job receive job-level notifications. Add them to the job if they need full visibility.

Are task completions visible to the customer?

Task details are not shared on the customer portal by default. Customers see the overall job status but not individual task progress.

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