This article covers how to assign tasks to clients and what they can do in the portal.
For a deeper look at creating and managing tasks, see Tasks →
To learn how to manage client work with projects, see Projects →
Task types and client visibility
Hubflo has three types of tasks, and visibility rules differ for each.
Internal tasks are not linked to any workspace or project. They can be linked to a contact in the Directory, where internal members can see them. They cannot be assigned to clients and are not visible in the portal.
Workspace tasks are linked to a workspace but not to a specific project. Visibility is controlled entirely by Global Permissions, clients can see all tasks in the workspace or only tasks assigned to them, depending on your settings.
Project tasks are created inside a project. Each task has an eye icon toggle. If toggled off, the task is hidden from the client portal regardless of your Global Permissions. If toggled on, visibility follows your Global Permissions.
Project and workspace tasks can both be assigned to clients directly from the task:
Open the task
Under Assignees, select the client from the dropdown
What clients can see in the portal
Clients can access all their tasks from Tasks in the sidebar. If they have visibility into a project, they can open it and see the status tracker, the project stage, and any related tasks.
Tasks can be displayed as a list or a board (Kanban view). To configure this, go to Settings > Client Portal > Appearance.
Managing tasks for clients
You'll create and manage client tasks from the Tasks & Projects tab inside the relevant workspace. This is where you can create new tasks or projects for a specific client.
When clients have editing rights, they can add descriptions, upload files, and add comments. Without editing rights, they can add comments and mark tasks as complete. You can also allow clients to create their own tasks in the portal.
To edit client task permissions, go to Settings > Global Permissions.
Showing project progress to clients
The status tracker shows the current project stage on the client workspace. Its behavior depends on how many projects are linked to the workspace and whether the toggle "Display project stages on client workspaces" is enabled in Settings > Client Portal > Appearance.
Pre-assign tasks before clients join the portal
You can assign tasks to clients before they've logged into the portal, so their to-dos are ready as soon as they sign in.
Go to Settings > Client Portal > Workspace Templates
Select the template you want to work with
Click Tasks in the sidebar
Toggle on auto-assign tasks
Once enabled, tasks in that workspace template will be automatically assigned to the client when their portal is created. If you add more than one client to a workspace, the task will be assigned to all of them.