Tasks turn the next steps in your studio workflow into clear, trackable actions. They can support a Project—such as sending a contract or checking an album proof—or stand alone for general studio work.
When to create a Task
Create a Task when an action needs a date, a reminder or work that cannot be completed immediately. Useful examples include:
- Gather pricing or prepare a tailored proposal before replying to an enquiry.
- Build a mood board or collect references for a consultation.
- Confirm a shoot location.
- Send a questionnaire, quote, contract or invoice.
- Prepare equipment for an Event.
- Upload a Gallery.
- Review client favourites.
- Check an album approval or product order.
You do not need to create a Task for every ordinary email reply. If you can respond immediately, handle the conversation through your usual Inbox workflow. Create a Task when the reply requires preparation, information from someone else, a later action or a follow-up that might otherwise be forgotten.
Create a useful Task
- Open the relevant Project, Contact or Client when the Task relates to one.
- Add a Task with a short, action-focused title.
- Set the appropriate due date and time when there is a real deadline.
- Add enough detail for someone returning to the Task to complete it without having to reconstruct the context.
Linking the Task to the relevant record keeps the action and its client context together.
Workspace does not currently assign Tasks to named team members. If several people share the account, use your agreed team process—and the Task title or details where helpful—to keep responsibility clear.
Use Tasks with Projects and Workflows
A Project Workflow can provide a repeatable checklist for common jobs. When a Project follows a Workflow, its Tasks help show what has been completed and what should happen next. Use one-off Tasks for exceptions or extra work that is not part of the normal template.
Review and complete Tasks
- Review upcoming and overdue Tasks regularly.
- Use Calendar, list, filter or board views to focus on the work that matters now.
- Update the Task if its timing or required action changes.
- Mark it complete only when the action is genuinely finished.
Good practice
- Start titles with a verb, such as “Send”, “Call”, “Review” or “Confirm”.
- Use realistic due dates rather than assigning every Task to today.
- Keep one clear action per Task.
- Do not put passwords, payment card details or other sensitive secrets in Task notes.
- Refine your Project Workflows when the same extra Task keeps appearing across similar jobs.
