Tasks & Communication
Keep job-related to-dos, RFIs, defects, and site issues in one place, tied to the project and estimate they belong to.
Who this is for
Builders, estimators, and subbies. Builders use this to run site issues, RFIs, and defect lists on live jobs. Estimators use it to flag open questions on a tender before pricing lands. Subbies see tasks you've assigned to them and respond without needing the full platform.
What this module is for
This is where everything that needs doing on a job lives — from a crack in a hallway wall that needs patching, to an RFI back to the architect, to a punch list of defects before handover. Each task can be tied to a project and an estimate, assigned to someone on your team or a subbie, and tracked from To Do through to Completed. Company tasks work the same way but sit outside any specific project, which is useful for internal admin, quoting deadlines, or follow-ups that aren't job-specific.
Things worth knowing upfront
There are two types of task you can create: Company Task (no project link) and Project Task (tied to a specific project and estimate).
Project tasks also show up inside the Tasks tab of the project they belong to, not just on this central list. You can create them from either place.
Visibility options change depending on the task type. Company tasks can be set to Private & Assigned or My Company. Project tasks can be set to Private & Assigned or All Project Members.
Each task has five sub-tabs inside it: Comments, Checklist, Files, Links, and Saved Views. All five are available on every task.
If someone else on your team opens the same task at the same time, real-time updates come through. You'll see their changes appear without refreshing.
The task types on offer (General, RFI, Issue, Defect) and the default permission level for new tasks are both controlled from Setup > Task Settings. Add custom task types there if the four defaults don't cover what you need.
Deleting a task is permanent. Archiving keeps it around for reference but moves it out of the Active list.
How to get there
Tasks & Communication (top menu) > Tasks (left menu)
Tasks & Communication is one of the five tabs visible from anywhere in the platform, alongside Dashboard, Projects, Contacts, and Setup. Clicking it loads a single item in the left menu called Tasks, which opens the main tasks list.
What you'll see
The tasks list has three status tabs across the top: Active, Completed, and Archived. Active is the default view. Above the list are two buttons for creating new tasks — New Company Task and New Project Task — and a search box.
Each row in the list shows Task, Created By, Visibility, Project, Estimate, Type, Status, Priority, Assigned To, Start Date, Due Date, and Date Created.
Before you start
At least one project and estimate. Project tasks need both — the Estimate dropdown depends on the Project dropdown.
People to assign tasks to. Set up Contacts and External Users so you can pick them in the Assigned To field.
Task types and default permissions sorted. Add custom task types in Setup > Task Settings.
Step-by-step: creating a project task
Click Tasks & Communication in the top menu, then Tasks in the left menu.
Click New Project Task. A panel opens on the right.
Fill in Visibility, Name, Description, Project, Estimate, Contacts, Start/Due Date, Tags, Task Type, Status, Priority.
Click Save. The task appears in the Active list and inside the project's Tasks tab.
Note: The Estimate dropdown only populates after you've picked a Project.
Step-by-step: creating a company task
Company tasks are for work that isn't tied to a specific job — internal admin, supplier follow-ups, quote deadlines.
Click New Company Task. The panel opens with the same fields as a project task, minus Project and Estimate. Visibility options change to Private & Assigned or My Company.
Fill in the fields and click Save.
Working inside a task
Click any row to open it. Each task has five sub-tabs: Comments (running conversation), Checklist (sub-tasks), Files (attached uploads), Links (external URLs), and Saved Views (filtered views).
Note: Real-time updates flow through when multiple people open the same task — no refresh needed.
Worked example
Three-bedroom alteration at 42 Kingston Road. Site super Adam finds a crack in the hallway wall and needs it fixed before the plasterer's Friday visit.
Adam clicks New Project Task, sets Visibility to All Project Members so the plasterer can see it.
Name: Cracking. Description: "Crack in hallway wall, south side near doorway. Needs patching before Friday plaster finish."
Project: 42 Kingston Road Alteration. Estimate: EST 1.
Contacts: Mick — Precision Plastering. Due Date: Friday. Task Type: Defect. Priority: High.
Uploads two site photos to the Files sub-tab. Saves.
Later Mick opens the task, adds a comment, ticks off a checklist item. Adam sees it live. Friday arrives, Mick sets Status to Completed.
Understanding Status
Status | What it means | Where the task appears |
To Do | Raised but not started. | Active tab |
Pending | Waiting on something external. | Active tab |
In Progress | Work is underway. | Active tab |
Completed | Task is finished. | Completed tab |
Archived | Closed out of day-to-day view but kept for reference. | Archived tab |
Step-by-step: editing, archiving, deleting
Edit: click the row, change fields, Save.
Archive: open the task, set Status to Archived, Save.
Delete: hover the row, click the delete icon, confirm.
Warning: Deleting removes the task and all its comments, files, links, and checklist items. This can't be undone. Archive if you want a record.
Tips
Keep task names short and specific. "Crack in hallway wall" beats "Wall issue — see description".
Use Tags consistently. Tag client-related tasks with Client and architect tasks with Architect from day one.
Assign every task. Unassigned tasks get lost.
Set Due Dates. Tasks without due dates don't show urgency.
Archive instead of delete. Keeps the audit trail.
Use Company Tasks for admin. Quote follow-ups, supplier chasers, renewal reminders.
Troubleshooting
Symptom | Cause | Fix |
Can't pick an estimate on a project task. | No project selected yet. | Pick the project first, then the Estimate dropdown populates. |
Task type you want isn't in the dropdown. | Only the four built-in types are available unless you've added custom ones. | Setup > Task Settings > Task Types, click New Task Type. |
Subbie can't see the task. | Visibility is Private & Assigned, or subbie not added as external user. | Check Visibility and External Users on the project. |
Task disappeared from Active. | Status changed to Completed or Archived. | Switch to the relevant tab. |
Comments from someone else aren't appearing. | Real-time channel dropped. | Close and reopen the task. |
Related articles
Setup — Task Settings — add custom task types and set default permissions.
Projects — project tasks also appear inside the project's Tasks tab.
Contacts — the people you assign tasks to come from your Contacts list.
Still stuck?
Reach out through the chat bubble in the bottom right of Core Estimator and we'll give you a hand.