Tasks

How to work with tasks

It is best to add new tasks through Action. You can see the complete list of tasks in Data, while Analytics is used to review tasks and track progress.

  • Add new tasks through Action.
  • Open Data to see the complete list of tasks.
  • Use Analytics to review tasks and track progress.

Task statuses

A status shows the current stage of work on a task.

0 — No status An active task with no specified stage.
1 — Planned A scheduled task with a planned date.
5 — Waiting A task waiting for an external decision or action. Moves to the current day without consuming workday time.
2 — In progress An active task currently being worked on.
4 — Failed Ended in error or unable to execute. Excluded from automatic daily rollover.
3 — Completed A successfully finished task.

Task priorities

A priority shows how urgent the task is. The smaller the number, the earlier it is considered.

0 — No priority No special urgency.
1 — Urgent A blocker or urgent task.
2 — Important Important work for the current period.
3 — Non-critical Useful work that can follow higher priorities.

Task autosorting

Task autosorting runs automatically every hour via background CRON, organizing the user’s tasks across their work calendar:

  • Hourly background CRON Autosorting runs automatically every hour in the background. Manual resort triggers or creation checkboxes are no longer required.
  • User profile settings Autosorting is enabled in user profile settings. When the user timezone option is enabled, scheduling uses the user’s local calendar day; otherwise, UTC is used.
  • Queue ordering & rollover Tasks are processed strictly by their stored sort score. Tasks without a scheduled date and overdue active tasks are distributed into available work capacity. In-progress tasks and waiting tasks are scheduled for today.

General sorting rules

  • Occupied time Already scheduled time is preserved. If an active task does not fit into the current workday, it continues into the next available working day.
  • No time estimate A task without a planned duration is calculated as 60 minutes.
  • Score saved on update The sort score is calculated automatically when a task is created or edited based on its status and priority, ensuring fast database queries without recomputing on the fly.

Statuses

How autosorting handles each task status:

  • No status (0) Unfinished task participates in autosorting and is scheduled into available working intervals.
  • Planned (1) Current and future planned tasks strictly preserve their scheduled date and time and are never shifted by autosorting. Overdue planned tasks move to the current date for user review.
  • Waiting (5) Tasks in Waiting status are placed onto the current date (today) so they remain in sight, but strictly do not consume daily working limits and do not push other tasks.
  • In progress (2) High-priority status. Scheduled tasks for today or future are strictly protected from date change. Unscheduled or overdue tasks are placed onto today and never moved to tomorrow.
  • Failed (4) Tasks in Failed status are excluded from automatic sorting and daily rollover.
  • Completed (3) Completed tasks are excluded from the active sorting queue.

Priorities

How autosorting orders tasks by priority:

  • Urgent (1) Scheduled first in available working time.
  • Important (2) Placed right after urgent tasks.
  • Non-critical (3) Placed in the working schedule after priorities 1 and 2.
  • No priority (0) Scheduled last after all tasks with an explicit priority.

User profile settings

  • Workday The user’s workday start time and workday duration define the daily available working interval.
  • Working days Tasks are placed only on the user’s configured working days (weekdays or including weekends).
  • Timezone When «Use timezone» is enabled, scheduling uses the user’s local time; otherwise, UTC is used.

Client settings

  • Work start date The client’s work start date determines when work for that client can begin.
  • Monthly limit The client’s monthly hour limit is checked separately. When full, the task moves to the next client period.

Project settings

  • Monthly limit The project’s monthly hour limit is checked separately and can move the task to a later project period.

Task execution with AI

Assign a task to an AI agent. It starts immediately or at the scheduled time.

If the task concerns a specific website, connect that website as a project. The AI agent can then connect to the site and complete the task. See the website integration guide.