Tasks & timesheets

Tasks are your to-do items — on their own or attached to anything in TSync. Timesheets (the pontaj) are the time your team logs against those tasks, which you can then bill to a customer. This page explains both for the whole system; inside a project they work the same way (see Project management).

My To Do — your personal list

My To Do is your own private to-do list, separate from Tasks. You can now organise it:

  • Colour-coded categories — create your own categories (each with a colour), put a to-do into a category, and filter your list by category. Each item shows its category as a small chip.
  • A colour per item — give a single to-do its own colour stripe.
  • A priority — Normal, Low, Medium or High, shown as a small badge.

You pick the category, colour and priority right in the add/edit box. Existing to-dos stay uncategorised ("General") until you use these — nothing changes automatically.

Open tasks at a glance — the top-bar dropdown

Next to the notifications bell there's a tasks dropdown in the top bar. It lists your open assigned tasks, each with a one-click mark done, plus a See all tasks link.

A small open-count badge appears on the top-bar tasks icon and on the Tasks item in the sidebar, so you can see how many tasks are waiting without opening anything.

Where tasks live

  • A global Tasks area — open Tasks in the sidebar for the full list and the kanban board of everything assigned across the company.
  • On any record — most things have a Tasks tab: a project, a lead, a customer, an invoice, an estimate, a contract… A task created there stays linked to that record, so you always see "what still needs doing for this".

Create a task

  1. Click New task.
  2. Give it a name and (optionally) a description.
  3. Related to — leave it standalone, or link it to a project / lead / customer / invoice / … so it shows on that record's Tasks tab.
  4. Assign it to one or more people, add followers who should be kept in the loop.
  5. Set a start and due date, a priority (Low → Urgent), a status, and any tags.
  6. Attach files if needed, and save.

Tick Public to make a task visible to the customer in their portal — useful when you want them to see progress.

Move tasks along — the board

Each task has a status that moves through clear stages (e.g. Not started → In progress → Testing → Awaiting feedback → Complete). On the kanban board you just drag a card from one column to the next. Filter chips narrow the board to a project, an assignee, a priority or a due window so you see only what matters now.

Break work down — subtasks & checklists

  • Subtasks — split a big task into smaller ones that roll up under it.
  • Checklists — a simple tick-list inside a task ("call supplier", "upload photo"). You can save a checklist template and reuse it on every similar task, so you never forget a step.

Talk, follow, attach

  • Comments — discuss the task in its own thread; mention a colleague to pull them in.
  • Followers — anyone following a task gets its updates.
  • Attachments — drop files (or a link) straight onto the task.

Reminders

Set a reminder on a task — for yourself or a colleague — so TSync nudges you before a deadline. You can add, edit and remove reminders on the task.

Tasks that repeat

For routine work (a monthly report, a weekly check), mark a task recurring — every X days/weeks/months TSync raises a fresh copy automatically, so you set it up once.

Tasks that depend on each other

You can make a task wait for another to finish first — handy when step B can't start until step A is done.

Task board settings

Administrators — and anyone you grant the right to (see Permissions) — can fine-tune how the task board looks from Setup → Tasks — display & behaviour. Every option keeps today's behaviour by default, so nothing changes until you switch it on.

  • Order the Kanban by deadline — sorts each column so the tasks due soonest come first, and adds a coloured stripe down the left of every card by how close its due date is: expired (red), today (green), this week (blue), next week (amber) and later (grey). One glance tells you what's overdue and what's coming up. (On by default.)
  • Hide time-tracking on tasks — for teams that don't bill time, hides the hourly rate, timer and billable controls on the task card so the screen stays focused on the work. The timer in the top bar is left alone. (Off by default.)
  • Colour cards by state — tints each Kanban card by whether the task is still active or completed, using two colours you pick (a soft Active tint and a Completed tint). (Off by default.)

Stage column on the Tasks list

When a task is linked to a lead, the Tasks list can show a Stage column — a coloured badge with the pipeline stage that lead is currently in. It lets you read a task's sales context (which funnel step the lead sits at) straight from the list, without opening it. The badge uses the lead's own stage colour.

Time tracking & timesheets (pontaje)

This is how you record who worked how long on what — and the basis for billing time.

The live timer

On a task, click Start timer to begin counting. The running timer shows in the top bar so you don't forget it; click Stop when you finish. Several people can time the same task at once, each on their own timer. You can see who currently has a timer running.

A quick timer without a task (pontaj)

Sometimes you just want to clock some time without tying it to a specific task. Open the timer menu in the top bar and click Start timer with no task selected — a blank timer starts running. When you're done, click Stop: you'll get a small box to type a comment, and saving logs the time with only that comment — no task required. Handy for general work, phone calls or errands that don't map to one card.

Log time by hand

No timer running? Just log time manually — enter the start and end (or a duration), pick the person it's for, add a note, and save. Useful for work done away from the screen.

The timesheet

Every timer stop or manual entry becomes a timesheet line: the person, the task, start, end and total time. You can edit a line (fix a wrong time) or delete one. The lines roll up to show total time per task, per person and per project.

Bill the time you logged

  1. Mark a task billable and give it (or the project) an hourly rate.
  2. The hours logged on that task add up automatically.
  3. When you invoice the customer, pull the billable tasks / logged hours onto the invoice — TSync turns the time into invoice lines at the rate, so you bill exactly what was worked.

Non-billable time is still tracked (for your own reporting) but never added to an invoice.

See the picture

The detailed overview and the task tracking stats show time logged and progress across staff, tasks and projects — your answer to "where did the hours go this week?".

Who can see a task

This matters when you don't want to give someone the view-all-tasks right but still need them to see the right things. A staff member who only has view (own) — not the global view — sees a task only when one of these is true:

  • they created it, or
  • they are an assignee, or
  • they are a follower, or
  • the task is on a project they're a member of and the setting "Show all tasks for project members" is on (Setup → Settings → Tasks), or
  • the task is marked Public.

Anyone with the global view right (and administrators) sees every task regardless.

Keep a task off shared calendars — mark it Private

On the task form there's a Private task checkbox (next to Public / Billable). A private task still behaves normally for the people working on it — it shows on their own calendar and task lists — but it is hidden from any "view another member's calendar" and department calendar view. Use it for a personal to-do you'd rather not surface when a manager or admin browses your calendar. (Default is off, so existing tasks are unaffected.)

View another member's calendar (admins)

Administrators can look at a colleague's calendar without any add-on: open Calendar, click Filter, and pick a member from "View a member's calendar". The calendar then shows that member's tasks, reminders and public events — their private tasks and personal private events stay hidden. This is admin-only: a regular staff member never gets the selector and can only ever see their own calendar.

Right below it there's a "View a department's calendar" selector: pick a department and the calendar shows the combined tasks, reminders and public events of everyone in that team (private items still hidden). Handy for a team lead's overview.

Wall display / kiosk. Add ?monitor=1 to the calendar URL for a read-only, auto-refreshing view with the menus hidden — ideal on a screen in the office. Combine it with a department for a live team board, e.g. /admin/utilities/calendar?department=4&monitor=1 (add &every=90 to refresh every 90 seconds). It still needs an admin login.

On the dashboard too. The main dashboard's Agenda tile (upcoming tasks + reminders) has the same admin scope dropdown — switch it from My agenda to a member or a department to see their upcoming items right there (private tasks stay hidden, same as the calendar).

Let a manager monitor a team member's tasks — without giving global access

You don't have to hand a team lead the "see everything" right just so they can keep an eye on their people. Two clean ways, both scoped:

  • Follow the tasks — add the manager as a follower on the tasks they should watch. They'll see those tasks and their updates, and nothing else. Good for following specific work.
  • Scope it to a project — put the manager (and the team) on a project as members, and turn on "Show all tasks for project members". Now every project member sees all of that project's tasks — so a manager monitors their team's work within that project, but still can't see unrelated tasks elsewhere. This is the usual way to give a team lead oversight of just their area.

Create a task for an employee so you both see it

When a manager raises a task for an employee, both see it automatically:

  1. The manager creates the task (as the creator, they can always see it).
  2. They assign it to the employee — the employee now sees it as an assignee.

That's it — creator + assignee both have visibility even without the global view right. Want more people in the loop (another manager, a reviewer)? Add them as followers or extra assignees. So a task can be assigned to the employee, followed by the manager, and visible to both — with no global permission involved.

Who can do what

Permissions decide the rights themselves: some people get only view (own), others view (global), plus create / edit / delete. Combined with the visibility rules above, this lets you give a manager oversight of their team (via following or project membership) while keeping everyone else's tasks private. Time a person logs is theirs; someone with the broader rights can see and adjust the team's.

Where to go next