Hubflo has three types of tasks:

• Workspace tasks are linked to a workspace but not to any specific project.

• Project tasks are created inside a project.

• Internal tasks are not linked to any workspace or project.

You can view and manage all your tasks from the Tasks section in the left sidebar.

Create a task

To create a task, click + New task from Tasks in the sidebar, the Tasks & Projects tab in a workspace, or the Tasks tab inside a project.

What you can add to a task

• Title

• Due date and time

• Recurrence schedule

• Task type: To-Do, Call, Event, Email, or Milestone

• Time tracking

• Assignees (teammates or clients)

• A linked contact from your Directory

• Tags

• Attachments

• Comments

To add a task to your calendar or log time, click the three-dot menu on any task.

Note on linked contacts: Linking a task to a contact is separate from assigning it. Assigning a task to a client does not automatically link it to their contact record, you need to add the contact link manually.

Create subtasks

1. Open the task

2. Click the + icon next to the task title

3. Add your subtasks, they'll appear nested under the main task

   

To reuse individual tasks outside of projects, see Create and Use Task Templates.

Set a recurring task

1. Open a task and click Recurrence

   

2. Choose a schedule:

   • Weekly: repeats on selected weekdays or weekends

   • Monthly: repeats on a specific day of the month

   • Periodically: sets the next due date based on when the previous task was completed

   • Custom: repeats on a fixed schedule (for example, the 1st of every month)

To edit the schedule or stop recurrence, click Recurrence and select None.

What carries over when a recurring task completes

• Title, description, assignees, subtasks, files, tags, custom fields, task type, estimated time, linked workspace, project, contact, and attached workspace resources.

• Comments do not carry over.

Note: Recurring tasks cannot be applied to subtasks or section templates.

Control task visibility in the portal

Visibility rules differ depending on the task type and settings.

• Internal tasks: tasks linked to a contact are visible in that contact's Directory record for internal members. They can't be assigned to clients and are visible to internal members.

• Workspace tasks: task visibility is controlled by Global Permissions. Depending on your settings, clients can see all tasks in the workspace or only tasks assigned to them.

• Project tasks: Each project task has an eye icon toggle. If toggled off, the task is hidden from the client portal regardless of your Global Permissions setting. If toggled on, the task's visibility follows your Global Permissions.

Task settings

In Settings > Global Permissions, you can control whether clients can create tasks, if they can edit them, and which tasks they can view in the portal.

In Settings > Client Portal > Appearance, you can control how tasks are displayed in the portal.