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Tasks in 2.0

This article explains how tasks work in GUIDE 2.0, including assignees, dependencies, due dates, notifications, subtasks, time tracking, permissions, and best practices for keeping projects organized and on schedule.

Written by Elan Maynez

Tasks are the building blocks of every project. Each task represents a specific unit of work that must be completed to successfully deliver a project.

To keep projects on track, every task should include:

  • Clear instructions on how to complete the work

  • An assignee responsible for completion

  • Dependencies that determine when the task becomes available to be worked on

  • A duration or due date to set expectations

Task Notifications

When a task becomes ready to start (its dependency is met), GUIDEcx automatically notifies the assigned user via email. These are called Task Assignment Emails.

What’s Included in Task Assignment Emails

  • Project name

  • Task name

  • Due date

  • Task instructions (including pre-populated details)

  • Action buttons to update task status directly from email

  • Attachment download links (if included)

  • Option to reply via email

  • Link to reply within the project

Note: Emails are fully mobile-friendly, making it easy for users to stay on top of tasks while on the go. For even more of a mobile experience, your customers can opt into SMS notifications when it’s their turn to complete a task! Learn more on SMS notifications here.

Reminder Notifications

GUIDEcx also sends follow-up reminders to keep projects moving:

  • When task is unlocked → Initial assignment email is sent

  • 1 day before due date → Reminder to complete the task

  • 1 day after due date → Follow-up to re-engage the assignee

Pro Tip: @mention the assignee in task messages and resend the assignment email so they can quickly access instructions without searching their inbox.

Here's how to resend the task assignment email:

Task Card Overview

Collapsed Task Card

From the main project view, you can quickly manage tasks:

  • Status – Update directly by clicking on the status bubble

  • Assignee – Click avatar to change

  • Due Date – Hover to view, click to edit duration

  • Tags – For filtering and organization (adding/removing tags is available on the collapsed view if there are tags already on the task.)

  • Dependencies – View task blockers

  • Checkbox – Select for bulk actions

Task Menu (3-Dot Menu or Right-Click)

Additional actions include:

  • Update assignee

  • Update status

  • Edit Dependencies (Blocked By)

  • Add/Remove Task Tags

  • Track time

  • Copy task link

  • Edit task details

  • Duplicate task

  • Delete task

  • Save as template

  • Resend assignment email (only available once task is active - it's dependency has been met)

Note: If you don’t see certain options, your permissions may limit access.

Expanded Task View

Clicking into a task opens a detailed view with multiple sections. To learn about each section continue reading!

Task Details

  • Description
    ​    Add step-by-step instructions, links, and resources
    ​Tip: Use preview to see what the assignee will see

  • Responsibility

    • Customer

    • Internal

    • Third Party

  • Visibility (for internal tasks)

    • Visible – Customers can see full task details

    • Task Name Only – Customers see the name but cannot expand

    • Hidden – Only internal users can see the task

  • Role
    ​    Assign based on user roles (customer or internal)

  • Assignee
    ​    The person responsible for completing the task

    • Admins, Managers, Guides, and Task Owners can assign

    • Contributors, Customers, and Third Parties can reassign only if assigned to themselves first

  • Dependencies
    ​    Control when a task becomes available by blocking it with another task that happens before it!

  • Estimated Hours
    ​    Used for time tracking and planning effort

  • Start & Due Dates
    ​    Define expected timelines

  • Tags
    ​    Used for filtering and organization

  • Created By
    ​    Shows who created the task

  • Availability
    ​    🔗 Learn more here (insert link)

  • Attachments
    ​    🔗 Learn more here

  • Subtasks
    ​    Break larger tasks into smaller pieces

    • Subtasks function like full tasks but are grouped together

Task Messages

Use this section to communicate about a specific task:

  • Leave internal or external messages

  • Use @mentions to notify specific users - this will trigger email notifications to the users you tag!

Task Time Tracking

Track time directly within the task:

  • Admins, Managers, Guides → Can log time for others

  • Task Owners & Contributors → Can log time for themselves only

  • Customers and Third Parties → Cannot log time

Task Checklist

  • Admins, Managers, Guides → Create, edit, and complete checklists

  • Customers, Task Owners, Contributors → Can complete checklist items (if assigned to the task)

Task Custom Fields

Task-level Custom Fields allow you to store additional details specific to that task.

  • Can be used to personalize task assignment emails

  • Helpful for sharing key information with the assignee

Pro Tip: If using Custom Fields with customers, ensure any sensitive fields are marked Internal Only.

🔗 Learn more about Custom Fields here

Best Practices

  • Write clear, actionable instructions to reduce back-and-forth

  • Use dependencies to automate task flow

  • Leverage @mentions to keep communication centralized

  • Track estimated vs. actual time for better forecasting

  • Use tags and filters to stay organized

Related Articles
6. Verify Your Domain
Create a Task
Assigning Tasks to Users
Event Tasks
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