Overview
The Tasks tab within a project is where your team can create, assign, and track all project-related tasks in one place, including upcoming, past due, and completed items.
How to Access
Open your ProLine account.
Click into the project you want to work in.
Click the Tasks tab (alongside Activity, Workflows, Events, Files, Subscriptions, Measure, Quote, Order, Jobs, Billing, and Budget).
You'll now see all tasks for that project, including upcoming, past due, and completed tasks.
Understanding Task Status
In the task list, the due date (not the whole task) is color-coded to show status:
Red Date: The task is past due.
Green Date: The task is upcoming and not yet due (ex: Tomorrow).
Once a task is marked complete, it's removed from the main list and moves into the View Completed Tasks list, covered below.
Click on any task in the list to expand it. This opens a Task Overview panel showing:
Assigned To
Created By
Created Date
Project
Contacts — with quick-access call, message, and contact-card icons
Below the Task Overview, you'll also see the task's Description and, if applicable, its Checklist.
Viewing Completed Tasks
Click the View Completed Tasks checkbox at the top of the Tasks tab. This opens a My Completed Tasks window showing every completed task for that project.
Tasks that display a lock icon next to the date had Lock Project Until Completed enabled.
From this window, click on any task to expand it — this uses the same Task Overview layout as active tasks, plus two extra fields:
Assigned To
Completed By
Completion Date
Created By
Created Date
Project
Contacts — with quick-access call, message, and contact-card icons
Description
Checklist — if the task was created from a template that included one
Creating a New Task
To add a new task manually:
Click the gray "New Task" button.
In the pop-up window, choose the Manual tab.
Fill out the task details:
Task Name
Description – What needs to be completed
Due Date
Project – The project this task is linked to
Contacts – Any related contacts
Assignee – The team member responsible for completion
Lock Project Until Completed (Optional) – a feature that doesn't allow non-admin users to manually drag the project. If for any reason the project is set to move due to an automation, it will still move around.
Once saved, your task will appear in the list with its status color.
Using Task Templates
If your company uses Task Templates, you can quickly add prebuilt tasks without retyping repetitive information.
To create a new task from a template:
Click New Task.
Select the Template tab.
Use the Task Template dropdown to choose from your available templates.
Assign the:
Due Date
Project
Contacts
Assignee
Lock Project Until Completed option (if applicable)
Note: Templates are managed under Company Settings → Tasks. See our linked article for setup instructions HERE.
Templates are ideal for routine processes, such as initial inspections, final walkthroughs, or quality checks, ensuring your team follows consistent steps across all projects.
Editing or Deleting Tasks
You can manage any task by expanding it and using the available controls:
Edit – Modify task details or update the assignee.
Delete – Permanently remove the task from the project.
Note: If a task displays a lock icon next to its due date, that means Lock Project Until Completed was enabled for that task, preventing non-admin users from manually moving the project until the task is completed.
Viewing All Your Tasks
In addition to the Tasks tab within a project, you can view every task assigned to you across all projects from the global Tasks section.
In the left-hand navigation menu (alongside Dashboard, Boards, Events, Messages, and Calls), click Tasks.
This opens My Tasks, listing every task assigned to you along with its due date.
Check View Completed Tasks to include completed tasks in this list as well.
Click on any task to expand and review its details.
Automated Tasks via Workflows
Tasks can also be automatically created and added to projects through a Workflow's Create Task step.
For example, when a project moves into a certain stage, a workflow can automatically generate a follow-up task (ex: Call homeowner for inspection confirmation).
To automate tasks:
Click the hamburger menu (☰) in the top-left corner of your ProLine account.
Click Workflows.
Click the pencil icon on an existing workflow to open it, or click Create Workflow to create a new one.
Add a Create Task step to the desired point in the workflow.
For full configuration details, see Workflows: Step - "Create Task".
This helps ensure no steps are missed in your workflow and reduces manual task creation.
Summary
The Tasks tab helps you manage project to-dos by organizing tasks by due date and status. You can create tasks manually, use task templates for repeatable workflows, edit or delete tasks as needed, view completed task history and details, check on all your assigned tasks from the global Tasks section, and even automate tasks through workflows and stage triggers.
Need Help?
If you encounter difficulties or have further questions, contact our support team at [email protected] or through the chat in the lower corner of your screen. We're here to help you with any issues or concerns.