Overview
Tasks gives you one place to assign work to your team and subs, track due dates, and see what actually got done. Tasks live inside your projects and schedule, so you don't need a separate spreadsheet, group chat, or printed list to keep track of who's doing what.
You can add tasks by hand, or let Handy build a task list for you from an estimate, a project schedule, or a document.
Tasks is available on the Pro and Scale plans.
Where to find tasks
Tasks in the main navigation shows all tasks across your projects, plus company-wide tasks that aren't tied to a project (like office admin). On mobile, you may find it under More.
Each project has its own Tasks tab, next to Schedule. The project Overview also shows a Tasks card with the project's open tasks.
Add a task
Open Tasks or a project's Tasks tab and click Add task.
Enter a Task name.
Fill in the details you need: Task list, Category, Assignee, Due date, and Description. From the main Tasks page, you also choose the Project (or Company-wide).
Click Add task.
Each task has one assignee. You can assign it to someone on your Team or to a contact under Subs & vendors, or leave it Unassigned.
Tip: On desktop, use the Add task row at the bottom of any list to add tasks quickly without opening the full editor.
Organize tasks into lists
Task lists group related work, like a punch list or a phase of the job. A list can belong to a project or to the whole company.
To create an empty list, click New task list → Manually and enter a List name.
Tasks that aren't in a list appear under General tasks.
Each list shows how many tasks it has and its percentage complete.
Use the list menu to Edit name or Delete list. Deleting a list also deletes every task in it, including tasks assigned to other people, and can't be undone.
Generate a task list with Handy
Handy can read work that's already in Handoff and turn it into a task list.
Click New task list and choose From estimate, From schedule, or From document. Documents include meeting notes.
Choose the project and source, then click Generate task list.
Handy opens in chat, creates the tasks, and shows the new list as a card. Click View task list to open it.
You can also start from the source itself: on an estimate or document, click Convert to → Task list.
Handy saves the tasks right away. Review the list afterward and edit, reassign, move, or delete anything you don't need.
You can also ask Handy directly in chat, for example:
"Create a punch list for the Smith kitchen remodel."
"Move all drywall tasks to Friday and assign them to Mike."
"Split this list into rough-in and finish work."
"Which jobs need attention this week?" or "Who do I need to follow up with?"
Find, sort, and filter tasks
Search by task name.
Sort by due date (soonest or latest first), created date (newest or oldest first), or Manual to drag tasks into your own order. Manual order is available in a project's Tasks tab on desktop.
Filter by project, task list, assignee (including Unassigned), category, or status: Open tasks, Completed tasks, Overdue, or Due soon.
Tasks past their due date show an Overdue badge. Tasks due today or in the next 3 days show a Due soon badge.
Completed tasks are collapsed under Completed at the bottom of each list.
On desktop, switch between List view and Board view. In board view, each list is a column and you can drag tasks between lists. In a project, you can also drag lists to reorder them.
Complete a task
Click the checkbox next to a task to mark it complete. If you checked the wrong one, click Undo. To reopen a completed task, open it and choose Reopen from the task menu.
The task menu also lets you Duplicate or Delete a task.
Update many tasks at once
Select tasks using the checkboxes in list view (on mobile, press and hold a task). Then choose an action:
Assign
Change status (mark as complete or reopen)
Move to another list (from the main Tasks page, you can choose a list in any project)
Category
Due date
Delete (you'll have a few seconds to Undo)
Categories
Categories are shared across all your projects. Every account starts with General, Demolition, Framing, Plumbing, Electrical, Drywall, Painting, and Flooring.
To add a category, type a new name in any category picker and choose Add.
To rename or delete categories, open any category picker and click Manage categories.
When you delete a category, you can pick a replacement. Tasks are never deleted with a category.
Managing categories requires permission to edit company settings.
Tasks on the schedule
Any task with a due date appears on the project schedule and on the company-wide schedule. Use the type filter and choose Tasks to see only tasks.
Mark tasks complete right from the schedule.
On desktop, drag a task in the Gantt or calendar view to change its due date.
Add a new task from the schedule's + menu.
Tasks without a due date don't appear on the schedule.
Assign tasks to subs and vendors
You can assign a task to any sub or vendor in your contacts. Subs and vendors see and complete their tasks in the Sub & Vendor Portal, and they don't need a paid Handoff seat.
The project must already be shared with the sub or vendor in the Sub & Vendor Portal. Assigning a task doesn't send a portal invite.
If the project is shared with them, they get a "New work assigned to you" email with a link to the portal.
In the portal, they see only the tasks assigned to them, including on the portal schedule, and can mark them done.
The Sub & Vendor Portal is available on the Scale plan. On Pro, you can try the portal on one project.
Notifications
You're notified when a task is assigned to you, unassigned from you, or its due date changes.
If you created a task, you're notified when someone else completes it, changes its due date, or deletes it.
The Daily overview email arrives each weekday morning with your overdue tasks, tasks due today, and updates on tasks you created.
You can choose how you receive task notifications (in-app, email, or SMS) or turn them off in your notification settings. See Notifications & Alerts.
Who can see and edit tasks
Admins see and manage all tasks.
Project Managers and Sales see all tasks on projects they're invited to, plus company-wide tasks.
Field Crew see and edit only tasks assigned to them. They can't create or manage lists or reassign tasks.
By default, only Admins and Project Managers can delete tasks.
With custom roles, you can choose whether a role sees all tasks or only tasks assigned to them. When you assign a project task to a teammate who isn't on that project yet, they're added to the project automatically.
Print and export tasks
In a project's Tasks tab, open the Print and export tasks menu to Export as CSV or Export as PDF. On desktop, you can also Print.
Frequently asked questions
Can I assign a task to more than one person?
Answer: Not at the moment. Each task has one assignee.
Can I reuse a task list on every new project?
Answer: Not yet. Task templates aren't available today. In the meantime, you can ask Handy to generate a list from the project's estimate or schedule.
Does my sub need a paid seat to get tasks?
Answer: No. Subs and vendors see and complete their tasks in the Sub & Vendor Portal (Available for the Scale plan).
Does completing a task update my daily log or schedule status?
Answer: No. Completing a task updates its list's progress, but doesn't change daily logs or schedule phases.