Manage tasks in Reonic — create, assign, complete, automate

Tasks are how your team coordinates the small work that doesn't have its own dedicated screen: call the customer back, upload the meter photo, check whether the grid registration came through, finalise the offer. Every task is a small record (title, description, due date, optional checklist, optional labels, one or more assignees) bound to exactly one parent: a residential project, a commercial project, a customer contact, a commercial project-management plan, or your own personal inbox. Tasks live on the Tasks page in the left-hand nav, on every project's Tasks tab, on each customer contact's detail page, and on the home dashboard.

Before you start

• Decide the parent before you create. A task belongs to one parent: a residential project, a commercial project, a customer contact, a commercial project-management plan, or your personal inbox. The parent drives who sees it, which list it appears in, and (for commercial projects) whether it can sit on a task kanban lane. The parent is fixed once you save, so create the task inside the project or contact you have open rather than from the global Tasks page if you might pick the wrong one.
• You need Editor or higher on the parent. To create a task tied to a project or contact, you need at least Editor on that entity. Personal tasks (no project parent) are always available to the signed-in user. If you can't see the + Add task button, your role or area access is below Editor on that parent.
• Know your team's notification defaults. Assigning an individual user sends a notification email by default. To reach everyone on a team, assign them individually rather than only adding the team (see Assign a task to a user or team below).

Where you see tasks in the Portal and Mobile App

• Home page — your own open tasks plus tasks you've assigned to others.
• Tasks page (left nav) — the global Tasks page with All, Mine, Assigned by me, Overdue, and Due today filter chips, plus free-text search and a parent-type filter. By default the page is scoped to your own tasks; switch to the All chip (or widen the user filter) to see the other tasks you have access to. Everyone starts scoped to their own tasks and widens the filter manually.
• On a project — every residential project, commercial project, and commercial project-management plan has a Tasks tab (or a sidebar widget, if your workspace has the sidebar enabled). All tasks bound to that project appear there.
• On a customer contact — the contact detail page surfaces tasks bound to the contact, independent of any one project.
• Commercial task kanban — commercial projects also have a kanban view of their tasks, organised by lane.
• Mobile App — your assigned tasks plus tasks on projects you can see appear in the mobile Tasks list and on each project's Tasks tab. A tap to complete or create shows on your screen right away.

Pro tip: Two different kanbans exist in Reonic. The workflow kanban (Requests, Offers, Installations) is the lead and deal pipeline that drives status. The task kanban is a per-project lane view for commercial-project tasks. They're independent: moving a task between task-kanban lanes does not change the project's status.

Create a task

You have three creation paths in the Portal, plus one on the Mobile App.

Quick task (inline one-liner)

1. Open the project, the customer contact, or your personal task list, whichever should be the parent.
2. Find the + Add task quick-input at the top of the task list.
3. Type the task title and press Enter (or click +).
4. The task is created with you as the default assignee, no due date, and no checklist. It appears in the list right away.
5. To add a description, due date, checklist, labels, or more assignees, click the new task to open the edit drawer.

Full form (task drawer)

1. On the project, contact, or personal list, click + Add task > New task (or the action menu next to + Add task).
2. The Edit task drawer opens with the full form. Fill in:
   • Title (required).
   • Description (optional rich text). Use it for context the title can't hold.
   • Due date — an absolute date (calendar picker). See Set a due date below. (The relative "due in N days" offset is available on task templates.)
   • Assignees — pick one or more users. See Assign a task to a user or team below.
   • Teams — pick one or more teams (a separate field from Assignees). A task can have both.
   • Labels — pick from your workspace's task labels (managed centrally so labels stay consistent across the company).
   • Checklist items — add as many ordered sub-items as you need. See Add a checklist below.
   • Parent — auto-set from where you opened the drawer. You can change it before saving.
3. Click Save. The task appears in the parent's list and on each assignee's home page.

From a template

If your team has standardised flows (a site-visit checklist, an onboarding sequence, a funding-service hand-off), use a template. Click + Add task > From template and pick the template. The new task carries the template's title, description, checklist, and labels. See Set up task templates below.

Create a task on the Mobile App

1. Open the project on the Mobile App, or your personal task list.
2. Tap + New task.
3. Fill in the same fields as the Portal full form (title, description, due date, assignees, labels, checklist).
4. Save. The task appears on your device right away.

Note: Mobile task creation needs connectivity. The task shows on your screen immediately, and reaches the rest of your team once your device is back online. After working somewhere with no signal, reopen the task once you're back online to confirm it saved.

Create a task via the WhatsApp AI assistant

If your workspace has the WhatsApp AI assistant enabled, you can create a task by messaging the assistant in natural language:

• "Add a task to call Hans Müller next Tuesday" creates a personal task on your user with the parsed due date.
• "Add a task to upload the meter photo to the Schmidt project, due Friday" creates a task on the matched Schmidt project.

The assistant resolves the parent (your user, or the project the conversation points at) and flags the task as AI-created so you can tell it apart from a manually-created one later.

Choose the right parent

A task has exactly one parent, chosen at creation. The parent controls visibility, notification scope, and where the task appears. The five parent types are mutually exclusive:

• Personal task — only on your user. Use for "call accountant on Tuesday", the kind of work that doesn't fit on a project.
• Residential project — bound to one residential project. Appears on that project's Tasks tab and on assignees' home pages.
• Commercial project — bound to one commercial project. Appears on that project's Tasks tab and on its task kanban lane (if assigned a lane).
• Customer contact — bound to one customer. Appears on the contact's detail page. Use for work that belongs to the customer broadly, not to one project: "chase Müller for the signed customer agreement".
• Commercial project-management plan — bound to a commercial project-management plan (a multi-stage construction plan). Appears in the project-management task list, separate from regular project tasks.

The parent is fixed once the task is saved. If you parented it wrong, archive the task (see Archive a task below) and recreate it on the right parent.

Pro tip: When choosing between a task on the project and a task on the contact, ask whether the work outlasts this project. Booking the next on-site visit is a task on the project. Updating the customer's birthday note is a task on the contact.

Assign a task to a user or team

A task can have any number of user assignees and any number of team assignees, in two separate fields. Assignment drives the home-page list, the assignment notification email, and visibility for External users on the task.

Assign one or more users

1. Open the task drawer.
2. Click into the Assignees field.
3. Search by name or email. The suggestions update as you type.
4. Click a user to add them. Repeat to add more.
5. Save. Each newly-added user with Notify on task assignment enabled (on by default) receives a "Task assigned to you" email.

There is no primary assignee. Every assignee is equal: the home page shows the task in everyone's list, and everyone can complete it.

Assign a team

1. Open the task drawer.
2. Click the Teams field (separate from Assignees).
3. Pick one or more teams.
4. Save.

Team assignment serves two purposes:

• Visibility for External users — team leaders see tasks assigned to their team. Team members see them once they are also assigned individually. See the Users, roles, licenses, and teams guide.
• Group ownership — the team field captures "this is the installation crew's task" without listing each crew member.

Note: To make sure every team member is notified, add them individually as user-assignees as well. Assigning the team field on its own captures group ownership; adding each member as an assignee is what puts the task in their notifications and on their home page.

Reassign or remove an assignee

1. Open the task drawer.
2. Remove a user by clicking the × next to their chip in the Assignees field.
3. Add new assignees as needed.
4. Save.

Note: When you remove a user from a task, the task leaves their home page. The activity feed on the parent project records the change. If you're moving someone's work away from them, tell them directly as well so nothing is missed.

Who actually sees the task

Visibility is governed by access to the parent, not by assignment. If you're assigned to a task on a project you can't see, you still can't open it. For External users, assignment is the entire access surface: they see the task if they are an assigned user, a leader of an assigned team, or the Key Account on the parent project. See External users and task visibility below.

Set a due date

A task has one timing field:

• Due date — when the work is meant to be done. Drives the Overdue and Due today badges and the daily digest.

A regular task takes an absolute due date — calendar-picked, e.g. 2026-06-15. Reminders and overdue surfacing reach you through the daily task digest (see Daily task digest below) and the Overdue / Due today badges.

Note: The "due in N days" relative offset is a task-template feature. On a template, the due date is set as a relative offset that's computed from the moment you apply the template (see Set up task templates below). A regular task always carries a fixed calendar date.

Why "due today" sometimes looks wrong

Each user's "due today" is calculated against the timezone set on their profile. If your colleague's timezone is Europe/Berlin and yours is America/Sao_Paulo, a task due at 11pm Berlin time is "today" for your colleague but already "tomorrow" for you. Confirm your timezone is set correctly in your profile, and update it if you move offices.

Task statuses

A Reonic task has two binary states: it's either active or completed, and it's either visible or archived. State nuance ("in progress", "blocked", "waiting") lives in the assignment, the labels, and the activity feed.

• Active — created, not completed, not archived. Shows in lists.
• Completed — marked done. Disappears from active lists; switch the filter to show completed tasks if you need to look back.
• Uncompleted — a completed task can be re-opened, which returns it to the active list.
• Archived — removed from all lists. Archive is one-way (see Archive a task below).

For richer state ("blocked", "in QA", "waiting for customer"), use labels (see Use labels to categorise tasks below) or the commercial task kanban lanes to model your team's stages.

Set priority on a task

Priority on a task is modelled through labels and due dates:

• Use a label — create a workspace-level Priority: High / Priority: Medium / Priority: Low label set and apply it at create time (see Use labels below). The label colour gives at-a-glance sorting in the list.
• Use the due date — shorter due dates rank higher. Due today is the highest signal; overdue is stronger still; far-future is the lowest.
• Combine the two — a Priority: Critical label plus a same-day due date is the strongest signal.

Prioritisation through labels is the recommended pattern.

Add a checklist to a task

Many tasks aren't atomic: a site visit has six things to check, a customer onboarding has eight. Use a checklist to split a task into ordered sub-items without creating multiple tasks.

1. Open the task drawer.
2. Find the Checklist section.
3. Type each item on its own line. Press Enter to add the next.
4. Save.

To check items off, click the checkbox next to each item. If your workspace has the WhatsApp AI assistant enabled, the assistant also accepts "check all items", "uncheck all items", and "check the item about X" against a referenced task.

Note: Mark the parent task done explicitly when the work is finished. You can complete a task with unchecked items still on it: checklist items are advisory, not gating.

Use labels to categorise tasks

Labels are a workspace-level set of coloured tags. Use them to slice the task list by priority, stage, category, team, or anything that helps you find work later.

Apply a label to a task

1. Open the task drawer.
2. Click into the Labels field.
3. Pick from the existing workspace labels.
4. Save.

You can apply as many labels as you want.

Manage labels (admin)

Labels are defined centrally, so every task creator picks from the same list and your labels stay clean instead of fragmenting into "High prio", "high priority", "HIGH", and "P1".

1. Open Settings > Tasks > Task Templates & Labels > Company wide.
2. Click + New label.
3. Enter the label text and pick a colour.
4. Save.

Pro tip: Keep your label set tight, under 15. A 40-label palette becomes noise and people stop applying labels because picking the right one takes longer than typing the task. Pick the categories your team actually filters and reports by.

Set up task templates

Templates save time on recurring workflows: a standardised on-site visit (with a 6-item checklist), a funding-service hand-off (description plus deadlines), a customer-onboarding kickoff. Apply a template and you get a new task pre-populated with the template's title, description, checklist, and labels. No copy-paste, no missed steps.

Where templates live

Templates exist at two scopes:

• Company-wide — every user in your workspace sees the template in the picker. Use for processes your whole team runs. On the Mobile App this scope is labelled Company.
• Personal — only the creator sees the template. Use for your own recurring workflow, like a personal weekly review checklist. On the Mobile App this scope is labelled User.

The closest thing to a project-specific template is a company-wide template named for the project type, e.g. a "Commercial site visit" template that everyone applies to commercial projects.

Create a template

1. Open Settings > Tasks > Task Templates & Labels.
2. Pick the Company wide or Personal tab.
3. Click + New template.
4. Fill in the same fields as a regular task:
   • Title (required).
   • Description (optional).
   • Checklist — usually the biggest payoff for a template.
   • Labels — apply the standard labels for the workflow.
   • Due date — use a relative due date (e.g. "in 7 days from creation") so the task always lands appropriately whenever the template is applied.
5. Save.

Apply a template

You can apply a template from the Portal or the Mobile App.

1. Open the project, contact, or personal list where you want the task created.
2. Click + Add task > From template (or open the template picker on the Mobile App).
3. Pick a template. Company-wide templates appear for everyone; personal templates appear only for the creator.
4. The new task lands under the chosen parent, with the template's title, description, checklist, and labels. The relative due date is calculated from today.
5. Adjust the assignees, due date, or any field per instance, then save.

Note: Editing a template later does not update existing tasks created from it. The task you create from a template is a fresh, independent copy from the moment it's created.

Pro tip: Keep templates tight and outcome-focused. A 12-item checklist is fine if every item is load-bearing, but a 30-item checklist becomes noise. Break long ones into smaller templates ("Pre-visit", "On-site", "Post-visit") that each create a separate task.

Recurring tasks

To handle recurring work, use these patterns:

• Task template plus manual application — keep the recurring work as a template and apply it every cycle (every Monday, every month-end).
• Daily task digest — your morning email surfaces the recurring concern without needing a fresh task each time.
• Recurring calendar event — Reonic's calendar supports recurring events. If the work is appointment-shaped ("weekly 1:1 with the installation team"), use a recurring calendar event.

Daily task digest

Reonic can email you every morning with a summary of your open, overdue, and due-today tasks, so you can plan the day without opening the Portal first. The digest is per-user and opt-in.

Configure your digest

1. Open Settings > Organization > Notifications > Personal.
2. Find the Daily task digest section.
3. Set the time you want the email, e.g. 08:00 in your local time. The digest arrives at that time in your timezone.
4. To get a quieter digest, toggle Only overdue tasks: only tasks past their due date appear, not merely-open ones.
5. Save.

The digest arrives at the configured time with three counts (open, overdue, due today) plus the actual list of tasks (title, due date, parent link). Click any link in the email to jump to the task in the Portal.

Disable the digest

1. Clear the digest schedule (set the time to None or untick the box).
2. Save.

Note: Your workspace may set a default digest schedule. If you've never opened your notification settings and you're already getting a digest, that's the workspace default; you can override it on your profile at any time.

Find your overdue and due-today tasks

The Tasks page is your triage surface. Three filter chips sit at the top:

• Mine — tasks assigned to you, regardless of project.
• Overdue — tasks with a due date in the past, not completed.
• Due today — tasks due before midnight tonight, your timezone.

Combine these with the parent-type filter (residential, commercial, contact, personal, commercial project-management) to slice further. Add the assignee filter to check on a colleague.

For a quick "what's on me right now" answer without opening the Tasks page, the home page widget already surfaces your overdue and due-today counts.

Pro tip: If you're an account manager juggling many projects, set the digest to "only overdue" for a quiet morning email and let your home page handle the "due today" surface. The combination means you only open the Tasks page when you're actively triaging.

Filter, sort, and group the task list

The Tasks page (and the per-project Tasks tab) supports:

• Free-text search across title and description.
• Filter chips — Mine, Overdue, Due today, Assigned by me, All, Completed.
• Parent-type filter — residential, commercial, contact, personal, commercial project-management.
• Assignee filter — restrict to a specific user or team.
• Label filter — restrict to tasks carrying specific labels (Portal and Mobile App).
• Due-date range — a custom start-to-end window.
• Completion filter — show open, completed, or both.

Sort by due date (earliest first by default, or descending), created date (most recent first), or title (alphabetical).

Group by project (all your Müller-project tasks together), label (all Priority: High tasks across projects), or assignee (who's holding what across the team).

Note: Save a filter combination you keep re-applying as a named view from the Tasks page, then re-open it later to jump straight back to that slice. A saved view stores the filter combination, not a fixed set of rows, so it always re-runs against your current tasks. Saved views are a Portal feature.

Bulk operations on tasks

You can move through many tasks efficiently:

• WhatsApp AI assistant — "check all items on task #N" or "uncheck all items" bulk-toggles the checklist of one task.
• Filter then act — narrow your list to a set of tasks (e.g. all overdue tasks on the Schmidt project) and work through them one at a time.

Complete, archive, reassign, and label are each per-task actions: open the task and act on it.

The commercial task kanban

Commercial projects have a kanban view of their tasks, with columns ("To do", "Doing", "Done", or whatever your workspace has configured). This is the task kanban, distinct from the workflow kanban that drives lead, offer, and installation status. The task kanban is per-project and organisational only: it does not change the project's lifecycle state.

View the task kanban

1. Open a commercial project.
2. Switch to the Task kanban view (tab or button on the project's Tasks section).
3. Tasks appear as cards grouped by lane. Each card shows the title, assignees, and due date.

Move a task between lanes

1. Drag the task card from one lane to another.
2. The card lands at the bottom of the destination lane.
3. The activity feed on the project records the lane change.

Reorder within a lane

Drag the card up or down within the same lane. The other cards shift accordingly.

Create a task directly in a lane

Click + New task at the top of the lane (not the project-level new-task button). The new task is created with that lane pre-selected.

Configure lanes

The lanes on the kanban are configured per-workspace. To add, reorder, or rename lanes, ask your installer admin. Lane configuration lives under Settings > Tasks > Project management (commercial).

Note: The task kanban is a commercial-project feature. Residential projects use the standard task list. For a kanban-like view of residential tasks, use labels and filtering on the residential task list.

Complete a task

1. Open the task.
2. Click the complete action (a checkbox or a Mark complete button).
3. To capture evidence, add a completion note before confirming, e.g. "Customer confirmed by phone at 14:32".
4. Save. The task moves to completed, and the task creator receives a "Task completed" email if they have completion notifications enabled and someone other than themselves completed it.

You can complete a task with unchecked checklist items still on it. Completion is not gated on checklist progress.

Add a comment after completing

The completion note is captured at the moment you mark the task done. To add context after completion (a result, a hand-off note, an explanation), add a comment in the task's comments section. The comment is independent of the completion: it doesn't re-open the task or change who completed it or when. On the Mobile App, the task-detail screen carries an inline comments section, so a completed task can collect several follow-up comments over time. Adding a comment needs Editor or higher on the parent, the same bar as completing the task.

Uncomplete a task

1. Open the completed task (toggle the completion filter to see completed tasks).
2. Click Uncomplete (or Reopen).
3. The task returns to the active list.

Why I'm not seeing a completion email

Three things have to be true for a completion email to reach you:

1. You're the creator. Completion emails go to the task creator, not to assignees.
2. Someone else completed it. Completing your own task doesn't email you.
3. Notify on task completion is on in your notification settings (it defaults to on, but you may have turned it off).

If all three are true and you still don't get the email, check your spam folder, then contact your Reonic account manager.

Comments and the activity feed

Each task carries its own comments thread, and the parent holds wider context:

• Comments on the task — each task has its own comments thread, scoped to that task. Use it for back-and-forth discussion tied to the task itself: multiple people commenting, questions, status notes. On the Mobile App this thread is shown inline on the task-detail screen.
• Comments on the parent — the project or contact has its own comments section. Use it for context that belongs to the wider scope, not to one task.
• Activity feed on the parent — every task event (created, assigned, completed, archived, lane-moved, reassigned) is recorded on the parent project's activity feed. That's your audit trail.
• Description field — for static context that belongs only to this task, use the task's description field and edit it as the task progresses.

Notifications on tasks

Per-user notification flags govern task emails, set under Settings > Organization > Notifications > Personal:

• Notify on task assignment (on by default) — sends "Task assigned to you" when someone adds you to a task's Assignees.
• Notify on task completion (on by default) — sends "Task completed" to the task creator when someone else completes their task.

To make sure team members are notified about a team-assigned task, add them individually as user-assignees as well.

The daily digest (above) is a separate opt-in surface. Admins can set workspace-level defaults in Settings > Organization > Notifications > Company wide.

Note: Calendar-event notifications (appointment invitations, reminders before a scheduled meeting) live on the Calendar surface and are configured separately. Task notifications and calendar-event notifications are independent: turning one off doesn't affect the other.

External users and task visibility

External users (Viewer or Editor with the External flag, see the Users, roles, licenses, and teams guide for the full model) see only the projects and tasks they're explicitly assigned to. For tasks:

• They see a task if they are an assigned user, a leader of an assigned team, the Key Account on the parent project, or an assigned user on the parent project.
• Team members (not leaders) of an assigned team see the task once they are also assigned individually.
• They don't see the global Tasks page. They reach tasks through the projects they can open.

If a partner installer can't see a task you assigned them, the usual reasons are: they weren't assigned individually, they were assigned only as a team member rather than a leader, or they don't have access to the parent project.

Archive a task

When a task is no longer relevant (wrong project, duplicated, never going to happen), archive it.

1. Open the task.
2. Click Archive (in the action menu or toolbar; exact location depends on the surface).
3. The task disappears from all active lists right away.
4. The activity feed on the parent project records the archive event.

On the Mobile App, use the action menu or swipe action to archive. If your workspace has the WhatsApp AI assistant enabled, the assistant also archives via "delete the task about X" or "archive task #N".

Note: The task's record, checklist, assignees, labels, and comments are all kept when you archive, so nothing is lost. To bring an archived task back, contact your Reonic account manager with the task ID, or enough context to identify it (project, title, approximate archive date), and it can be restored with all its data intact.

Pro tip: Treat archive like a delete. If you're unsure, complete the task with a note instead: completed tasks stay visible through the completion filter.

Time tracking on tasks

Reonic has a dedicated Time tracking surface: capture entries with a timer or manually, and link each entry to a project (residential or commercial). To track effort against a task, use these patterns:

• Track time against the project the task belongs to, via the Time-tracking surface, with a timer or a manual entry.
• Use a calendar event for appointment-shaped work: schedule it with a start and end time, and the duration is the time it took.

Tasks on the Mobile App

The Mobile App gives field workers the task surface they need: their own assigned tasks, the tasks on projects they're working on, and the ability to complete and create.

• Tasks list — a global Tasks tab, filtered to your assigned tasks by default.
• Per-project Tasks tab — open a project and you see its task list.
• Complete a task — tap the complete action; the task shows as done immediately.
• Create a task — tap + New task, fill in the form, save.
• Checklist — tap each item to check it off.
• Reassign — tap the assignees field to add or remove users.
• Apply a template — open the template picker, scoped as Company (company-wide) or User (personal).
• Comment on a task — the task-detail screen carries an inline comments thread.

Creating and managing task templates, dragging cards on the commercial task kanban, and the fuller filter UI are done in the Portal.

Note: The Mobile App needs connectivity. Creates and completes appear on your screen right away, and reach the rest of your team once your device is back online. After working somewhere with no signal, reopen the task once you're back online to confirm it saved.

Built-in actions on task changes

When a task changes, Reonic fires these built-in actions:

• Activity-feed entry on the parent project, always.
• Completion notification to the task creator (when the rules above hold).
• Assignment notification to a newly-assigned user (when the rules above hold).

To standardise and speed up recurring work, use task templates (pre-populate a recurring workflow), the daily digest (an automatic morning summary), and the WhatsApp AI assistant (say "add a follow-up task to this when I complete the main one" and the assistant creates it). For your own integrations against task events, the REST API is available; your account manager can advise.

Things to know

• The parent is fixed at creation. There's no "move task to another project". If you parented it wrong, archive and recreate.
• No primary assignee. Every assignee on a task is equal.
• Tasks are flat. There's no dependency model (complete task A before task B becomes active). Use the description or a label to note a dependency informally.
• Tasks don't count toward any license or quota. Only users and licenses are capped.
• The Portal "delete" action archives the task. If you need data wiped for compliance reasons, contact your Reonic account manager.
• AI-created tasks are marked as such. Tasks created via the WhatsApp or in-app AI assistant carry an AI-source marker; manually-created tasks don't. Ask your admin if you need to filter for them.

Need help?

• Step-by-step questions about creating, assigning, or completing tasks → contact your Reonic account manager.
• Restoring an archived task → contact your Reonic account manager with the task ID (or project, title, and approximate archive date) and your workspace details.
• Workspace-level config (task labels, kanban lanes, default digest, template management) → an Admin-role user in your workspace can change most of these.
• Feature requests and bug reports → contact your Reonic account manager. For a bug, include a screenshot and the URL where it happened.

If you need more help, contact your Reonic account manager.

Last updated on August 4, 2026