---
title: Tasks & timesheets
description: Track your team's to-dos and the time they spend — standalone or attached to any record, with checklists, reminders, a kanban board, billable hours and invoicing from timesheets.
product: TSync Intelligence 11.3.6
language: en
canonical: https://docs.tsync.pro/tasks-timesheets/
source: https://docs.tsync.pro/llms.txt
---

# 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](project-management.md)).

## 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](staff-roles-permissions.md)) — 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](staff-roles-permissions.md) 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

- 📋 Tasks inside a project, the Gantt and project profitability → [Project management](project-management.md)
- 👥 Control who can see and log time → [Staff, roles & permissions](staff-roles-permissions.md)
- 🏠 Back to [Getting started with TSync](index.md)