Tasks

Flowtly Editorial Team3 min

The Tasks module in Flowtly enables teams to organize, assign, and track work items across projects and departments. It serves as a central workspace where individual contributors and managers can manage day-to-day activities, ensuring that nothing falls through the cracks.

Tasks can be organized into task lists, grouped by project, and filtered by status, assignee, priority, or due date. Each task supports detailed descriptions, comments, and activity logs so that all relevant context stays in one place. Team members can collaborate directly within a task through threaded comments. Tasks have four priority levels: low, normal, high, and urgent.

Flowtly supports recurring tasks for repetitive activities such as weekly reports, monthly audits, or periodic maintenance. Recurrence rules support daily, weekly, and monthly frequencies with configurable intervals, weekday/monthday selection, and optional end dates. New task instances are generated automatically on the defined schedule. A rule is checked when it is saved: the frequency must be daily, weekly or monthly, the interval and the maximum number of occurrences must be at least 1, the weekday must be 1 (Monday) to 7 (Sunday), the day of the month 1 to 31, and the time zone a recognised one such as Europe/Warsaw. A rule that breaks one of these is refused with an error rather than saved. If a rule saved before these checks cannot be scheduled, it is skipped on its own and every other recurring task keeps being generated.

Task statuses are fully configurable per project to match your team's workflow. Tasks also support templates — you can mark a task as a template to reuse its structure when creating similar work items. Subscribers (watchers) can follow tasks to receive updates without being directly assigned.

Besides the individual statuses, the status filter offers Open, which shows every task whose status is not a closed one. The tasks widget on the dashboard opens the list this way: its View all and Upcoming buttons show your open tasks in the due range they counted, so the list holds the same tasks as the number on the button.

Example use cases

  • Create and assign tasks with deadlines, priority levels (low/normal/high/urgent), and multiple assignees.
  • Set up recurring tasks with weekly or monthly frequency for regular operational activities.
  • Use task lists to break down a large deliverable into manageable steps and track progress.
  • Subscribe to tasks as a watcher to stay informed without being the assignee.
  • Create task templates for repeatable processes like client onboarding checklists.

Connection map

Planned vs actualRefers toDerived fromPart of
Documented hereDocumented elsewhere
purchase-order-line estimated against time-entry. budget covers project. counterparty defaults to project. invoice billed from project. project is of type project-type. project identified by project-reference. project staffed by person. project-rate rates person. project-rate applies on project. time-entry tracked against project. task belongs to project. project-folder groups project. project linked to budget. project-template creates project. project measured by project-kpi. project-phase is a child project of project. project needs role. booking planned vs actual time-entry.estimated againstcoversdefaults tobilled fromis of typeidentified bystaffed byratesapplies ontracked againstbelongs togroupslinked tocreatesmeasured byis a child project ofneedsplanned vs actualOOrder line — One line of a purchase order: a role priced by the hour with the hours estimated for it, or a deliverable priced as an outcome. A deliverable carries no hours at all.Order lineTTime entry — What actually happened — work time logged against a project.Time entryBBudget — The financial envelope an engagement is measured against — what was planned, versus what has actually been spent.BudgetPProject — The core organizational unit for a business initiative, client engagement or internal work. Everything tracked — time, cost, invoicing, profitability — hangs off one.ProjectCCounterparty — The other side of a financial document — a client billed, or a supplier owed.CounterpartyIInvoice — A sales document issued to a client: line items, dates, tax. It is created, reviewed, previewed and then sent — or, when it went out some other way, recorded as delivered.InvoicePProject type — Fixed-price, Time & Material, Non-billable or Internal. It decides how the project's tracking and reporting behave.Project typePProject reference — An optional key a project carries so systems outside Flowtly can name it. Unique within the organisation, and never reused once it has been given to a project.Project referencePPerson — An employee. The central record the rest of the workforce data hangs off — profile, documents, leave, benefits, rates.PersonMMember rate — A team member's billing or cost rate on a project. Rates are per member, so the same person can cost differently on two projects.Member rateTTask — A unit of work inside a project.TaskPProject folder — A grouping of projects, for organisations running more than a handful.Project folderPProject template — A reusable blueprint for a project: its phases, task lists and tasks, with timings held as day offsets rather than dates. It carries no client, no team and nothing financial.Project templatePProject KPI — A measure attached to a project, either filled in by hand as dated readings or computed from the project's finances, optionally compared with a target.Project KPIPPhase — A stage a project runs through. A phase is itself a child project, so everything true of a project is true of a phase.PhaseRRole — One job to be done on a project. It may be open, partly filled, filled or over-filled, and it exists whether or not anyone is booked on it.RoleBBooking — One person committed to a role, or directly to a project, for a stretch of time — at a percentage of their time, or for a number of hours on each chosen day. A booking is a plan, not a record of work done.Booking

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