In hiTask, there are three major types of items that can be added to your to do list. These are: Tasks, Events and Notes. In tthis guide, we will look at how to use Tasks.
Tasks are the primary feature you can use in order to add your to-dos into hiTask. To add a task, simply follow these steps:
First, select any view tab at the top (except Calendar) - Below the tabs, you will see an “Enter item name” field. Click it to begin creating your task.
Next, add your task’s basic information:
- Enter item name - Enter your task name/title.
- Add a Description. Keep the title short and add further details within the description, to make it easier for you to go through tasks when needed.
- Make sure to select the Task tab.
- Select a Start Date and Time. Select All Day if you will need to dedicate an entire day to this task - if this is selected, your End date and Time area will deactivate automatically. Use the calendar and time tools to select your desired date/time or type it in using this format: DD-MM-YYYY / HH:MM.
- Select an End Date and Time. Just like above, use the calendar and time tools to select your desired date/time or type it in using this format: DD-MM-YYYY / HH:MM.
- Use the Repeat option if your task is repetitive - Choose whether your task repeats daily, weekly, monthly or yearly, between the selected start and end dates/times.
- Set a Reminder to allow hiTask to notify you before your task’s due date (if specified) - You may choose to be reminded at the time of the event (on the due date if specified) or at intervals that range between 1 minute and 7 days before your due date.
- Enable Time Tracking - Check the checkbox to enable the time tracker on this task, then enter a time estimation in hours.
Now, configure your task sharing preferences:
Under the Sharing drop down, select who you would like to make this task visible to. The team members you select here will be able to see this task, even if it is not specifically assigned to them. If you do not select anything here, the task will be set to Private. Otherwise, you may choose to share it with everyone in your team or with specific members. Once you have selected who should see your task, you may remove as needed or set specific permissions for each team member:
View and Comment: Users will see the task or project in their hiTask account, they will be able to view the task details and add comments. They will not be able to do anything else with the task, such as to complete, modify or reassign it.
Complete and Assign: Users will see the task, will be able to mark it as completed or un-completed. Users will be able to use Time tracking to log time spent on this task. They will be able to assign it back to you or anyone else who can see the task.
Modify: Users will be able to modify the title, description, dates and other properties.
Everything: Users will be able to do everything, including to Delete and Archive. Users with the Everything permission are also able to change sharing and permissions.
Assign the task to yourself or a team member. The Assignee is the person who takes responsibility for the completion of the task. Click the drop down and select the desired team member.
Select Participants - These are members of your team who contribute to the completion of the task; but are not the primary responsible. This role is fulfilled by the Assignee.
Last, but not least, enter a few more details that will help you be more productive:
- Include your task into a Project - Select one from the drop down or create a new project on the spot. You can create a standalone task if you like - simply select None in the drop down and the task will not be included in any Project.
- Set a Priority - Choose between: Low, Medium and High.
- Add Tags - These are extremely useful when you want to categorise tasks depending on certain criteria or when you would like to work with specific tasks that might be included in different projects
- Add a Color Label to further categorise your tasks, this makes it easier to find them visually. You may associate Color Labels with types of tasks (e.g.: admin, fieldwork, etc.); with Projects or Priorities. The possibilities are endless - you can use the Color Labels in any way you see fit.
That’s it! Now simply click Save My Changes below and your task is created.