Subtask Management

Subtask Management

Subtasks let you break a large task into specific, actionable items. Each subtask can have its own assignee, due date, priority, attachments, and even a “proof of done” requirement — perfect for delegating and tracking individual deliverables within a bigger task.

How to Get There

Task List > Edit Task > Add Subtask

1. Open a task from the Task List.
2. Scroll down to the Subtasks section.
3. Tap Add Subtask to create a new one, or tap an existing subtask to edit it.

Subtask Form Fields

Field	Required	Description
Title	Yes	What needs to be done (e.g., “Call caterer for menu options”)
Description	No	Detailed instructions or context
Priority	No	Low, Medium, High, or Urgent (defaults to Low)
Status	No	Current state (defaults to To Do)
State	No	Workflow state from your configured state list
Category	No	Task category for grouping
Due Date	No	When this subtask should be completed
Linked Activities	No	Event activities this subtask relates to (limited to parent task’s activities)
Assignees	No	Team members responsible
Attachments	No	Files, photos, or documents
Reminder	No	Toggle on to receive a reminder notification
Proof of Done	No	Toggle on to require evidence (photo/file) before marking complete
Notes	No	Internal comments or progress notes

Proof of Done for Vendor Tasks

For tasks like “Set up stage” or “Arrange flower decorations”, enable Proof of Done. This requires the assigned person to upload a photo showing the completed work before they can mark it done — perfect for verifying vendor deliverables at a wedding or corporate event without being physically present.

Activity Linking

Subtask activities are scoped to the parent task:

• Only activities that are linked to the parent task appear in the subtask’s activity picker
• This ensures subtasks stay within the scope of their parent task
• If no activities are linked to the parent task, the activity picker will be empty

To link activities:

1. Tap the Activities field.
2. A bottom sheet opens showing available activities (filtered from the parent task).
3. Select the relevant activities.
4. Tap Done to confirm.

Attachments

Add files to the subtask:

1. Tap the Attachments section.
2. Choose files from your device.
3. Files are uploaded and linked to the subtask.
4. Existing attachments show file names and can be removed.

Unsaved Changes Protection

If you navigate away from the subtask form with unsaved changes, a dialog asks: “You have unsaved changes. Are you sure you want to leave?” This prevents accidental data loss.

Saving a Subtask

1. Fill in the required title field.
2. Set any optional fields as needed.
3. Tap Save.
4. For existing tasks (edit mode), the subtask is saved directly to the server.
5. For new tasks (create mode), the subtask is added to the parent task’s subtask list and saved together when the parent task is saved.

What to Do Next

Goal	Where to Go
Return to the parent task	Navigate back or tap the back arrow
View the full task list	Task List
Manage task assignees	Assignee Management
View task analytics	Task & Operations Report

Related Articles

• Create/Edit Task
• Task List
• Assignee Management

Troubleshooting

Issue	Solution
Activity picker shows no activities	The parent task has no linked activities. Go back to the parent task and link activities first.
Attachment upload fails	Check your internet connection and device storage. File size limits may apply.
”Unsaved changes” dialog appears unexpectedly	You may have triggered a change (e.g., accidentally tapping a field). Tap “Stay” to remain on the form, or “Leave” if you truly want to discard.
Subtask does not appear after saving	If you are in create mode for the parent task, subtasks are saved only when the parent task is saved. Return to the parent task form and tap Save.
Due date cannot be set to past dates	The date picker allows dates up to 365 days in the past, but very old dates may not be selectable. Contact support if you need a specific past date.