Skip to main content

Subtasks and assignees

Subtasks break a task into parts, each with its own hours, due date and people. This article shows you how to add subtasks, how hours work with them, and how people get assigned.

Add subtasks when you create a task​

  1. On the New Task Request or Create & Assign Task form, scroll to Subtasks and click Add Subtask.
  2. Type the subtask's name.
  3. Enter its hours, for example 4h or 2h 30m.
  4. Optionally pick a due date and add a description.
  5. Choose who will do it.
  6. Repeat for each part of the work. Drag a subtask by its handle to change the order, or click the bin icon to remove it.

By default every subtask needs a name, hours and at least one assignee. Your workspace may also require a due date, or may not require hours.

Screenshot

The Subtasks section of the request form with two subtasks, each with its name, hours, due date and assignee.

How hours work with subtasks​

A task without subtasks carries its own hours. When you add subtasks, the hours move to the subtasks:

  • By default, the subtasks carry all the hours. The main task's hours box is hidden, and the form says "Hours are set per subtask. Main-task hours are disabled while this task has subtasks." Time is then logged on each subtask.
  • If your workspace turns on main-task hours with subtasks, you can also enter hours on the main task, for coordination and review. They're added on top of the subtasks.

The Total Requested in the summary is the main task's hours plus all the subtasks.

Hours for the whole thing, or per person​

Next to the hours of the main task and of each subtask there are two small icon buttons. Hover over them to see what they do:

  • The one-person icon (whole task or subtask): the hours are one shared amount for everyone on it.
  • The group icon (per assignee): the hours are given to each person. TaskFlow multiplies them by the number of assignees, for example 2h × 3 assignees = 6h total.

Assignees​

  • Members: on New Task Request, the people you pick under Assignee and on each subtask are a suggestion. On the task page they appear under SUGGESTED until the task is approved. The approver can keep or change them, and every row must have someone before it can be approved.
  • Managers: on Create & Assign Task, the people under Assign To are assigned straight away.

After approval, the ASSIGNED TO column of the Subtasks & Assignments table shows who is on each row.

Work with subtasks on the task page​

The Subtasks & Assignments table on the task page shows each subtask with its due date, hours requested, approved and logged, and the people assigned.

  • Click the circle at the start of a row to mark a subtask complete. Click it again to undo.
  • Use All, Open and Completed above the table to filter the list.
  • Start a timer on a single subtask with the timer button on its row. See Run a timer.

Once the task is completed, cancelled or rejected, subtasks can't be ticked off any more.

Add or change subtasks later​

Members:

  1. Open the task and click the pencil next to the title.
  2. Click Add Subtask, or change the names, hours or people on existing rows.
  3. Click Submit for Approval, then Submit Request.

Depending on your workspace's approval settings, the change waits for an approver or applies right away.

Managers: click Add Subtask under the table, fill in the title, hours and assignee, and click Save.

Checklist items don't have subtasks. If something needs breaking down, make it a task. See Checklists and checklist items.