Add Edit Subtask

Creating and Managing Subtasks

Subtasks let you break down your main event tasks into smaller, actionable items. Whether you’re coordinating a wedding’s catering timeline or managing Diwali decoration setup phases, subtasks help you assign work, track progress, and ensure nothing falls through the cracks.

Prerequisites

You’ll need an existing task to add subtasks to. Learn how to create a task.

Adding a New Subtask

How to get there: Task Details > + Add Subtask button

1. Tap the + Add Subtask button on your main task.
2. Enter a Title for the subtask (required) — be specific. For example: “Confirm catering headcount” or “Arrange flower delivery”.
3. Add a Description to provide context (optional but recommended).
4. Set a Due Date by tapping the date field. Velora shows you a calendar picker.
5. Choose a Priority level: Low, Medium, High, or Urgent.
6. Select the State (status) — typically starts as “To Do”, but you can set it to “In Progress” if work is already underway.
7. Assign a Category if your event uses task categories (optional).
8. Tap Save to create the subtask.

Event Management Shortcut

For wedding timelines, set earlier due dates for vendor confirmations (2-3 weeks before the event). For corporate events, set tight deadlines for approval workflows.

Editing an Existing Subtask

How to get there: Task Details > Select Subtask > Edit

1. Open the subtask you want to modify.
2. Update any field: title, description, due date, priority, state, or category.
3. Review your changes — the app shows you what’s changed by highlighting modified fields.
4. Tap Save to apply your changes.

If you’ve made changes but want to discard them, tap the back button and confirm you want to abandon unsaved changes.

State Transitions

Not all status changes are allowed. For example, you can’t jump directly from “Done” to “To Do”. The app only shows valid next states based on your workflow rules.

Assigning Subtasks to Team Members

How to get there: Subtask Edit Screen > Assignees

1. Tap the Assignees field.
2. A list of your event team members appears. You can search by name using the search box.
3. Check the box next to each person’s name to assign the subtask to them.
4. Tap Save to confirm.

Multiple people can be assigned to one subtask — useful for collaborative tasks like “Set up dining area” where both your coordinator and a vendor need accountability.

For Large Events

Assign subtasks to your core team early. This prevents duplicate work during the hectic final weeks before your Diwali bash or wedding.

Linking Subtasks to Activities

If your event has multiple activities (e.g., a wedding’s ceremony, reception, and dinner), you can link subtasks to specific activities to organize work by phase.

How to get there: Subtask Edit Screen > Linked Activities

1. Tap the Linked Activities field.
2. Select the activity or activities this subtask belongs to.
3. Tap Save.

Note

You can only link to activities that are already linked to the parent task. If you see “No activities found”, ask the person managing the parent task to link it to an activity first.

Adding Attachments and Proof of Work

How to get there: Subtask Edit Screen > Attachments section

1. Tap + Add Attachments.
2. Select one or more files from your device (photos, receipts, contracts, etc.).
3. Tap Upload to save them to the subtask.

If you’ve enabled Proof of Done Required, the subtask won’t mark as “Done” unless at least one attachment is added. This is great for vendor deliverables, decoration photos, or catering receipts.

Proof of Done Best Practice

Use this for critical deliverables: final guest count confirmations, decorator photos, or payment receipts. For simple approval tasks, leave it off.

Setting Reminders

How to get there: Subtask Edit Screen > Set Reminder toggle

1. Toggle Set Reminder to on.
2. The app will notify you on the subtask’s due date.
3. Tap Save.

This is essential for follow-ups like vendor confirmations or final guest list submissions — events don’t wait for late reminders!

Adding Notes

How to get there: Subtask Edit Screen > Notes field

1. Tap the Notes field to expand it.
2. Add internal details: vendor contact info, special instructions, or context for your team.
3. Tap Save.

Notes are visible to everyone with access to the task, so use them to communicate constraints or preferences (e.g., “Client prefers no red flowers” or “Vegetarian options required”).

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Field Reference

Field	Description	Required
Title	Subtask name — keep it action-oriented	Yes
Description	Additional context or acceptance criteria	No
Due Date	When this subtask must be complete	No
Priority	Urgency level (Low, Medium, High, Urgent)	No
State	Current status (To Do, In Progress, Done, Hold, Closed)	Yes
Category	Organizational grouping (if your event uses them)	No
Assignees	Team members responsible for this subtask	No
Linked Activities	Specific event phases this subtask supports	No
Set Reminder	Enable notifications on the due date	No
Proof of Done Required	Require attachment(s) before marking complete	No
Notes	Internal comments for your team	No

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What to Do Next

Your Situation	Recommended Next Step
Multiple subtasks all due soon	Prioritize your task list
Subtask complete but team member absent	Reassign the subtask
Need to track vendor payments linked to subtasks	Add attachments and proof

Next Best Action

After creating your first subtasks:

• Assign them to your team so everyone knows their responsibilities
• Set due dates based on your event timeline (not just the event date itself!)
• Enable reminders for critical items like vendor follow-ups

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Related Articles

• Creating and Managing Tasks — Parent tasks and how they relate to subtasks
• Task Prioritization and Workflow — Managing workload across your event
• Assigning Team Members to Tasks — Delegation best practices
• Using Task Categories — Organizing tasks by function or vendor
• Attachment Management — Storing vendor contracts and receipts
• Activity Management — Linking tasks to event phases
• Reminders and Notifications — Staying on top of deadlines
• Team Collaboration — Communicating via notes and comments

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Troubleshooting

“I can’t change the subtask state” — Some states don’t allow transitions (e.g., “Closed” tasks are locked). Check the helper text below the State dropdown for allowed transitions. You may need to move the subtask back to an intermediate state first.

“Proof of Done is required, but I can’t upload attachments” — Tap Add Attachments, select your files, and tap Upload. The attachment must complete uploading before you can mark the subtask done. Check your internet connection if the upload stalls.

“I don’t see the Linked Activities option” — The parent task hasn’t been linked to any activities yet. Ask the person managing the main task to link it to your event’s activities first.

“An assignee didn’t receive their notification” — Reminders send on the due date; if the date has passed, they won’t trigger. Edit the subtask and set a new due date, or contact the team member directly via notes or a message.

“The attachment I uploaded is too large” — Most event platforms limit file size to 25–50 MB. Compress large videos or PDFs, or upload them via an external link in the notes instead.

“I’m seeing stale category names” — If your event deleted a category that’s still linked to a subtask, the old name displays but won’t match new categories. Re-select a valid category from the dropdown to update it.