Task Folders, Checklists, and Recurrences

Once you're creating tasks regularly, you'll want ways to keep them organized and automate the repetitive ones. Folders group related tasks together, checklists break big tasks into manageable steps, and recurrences handle the things that come up on a schedule.

Who Can Access This

Admin, Team Member, and Field User can use all of the features described below.

Task Folders

Folders let you group tasks by category, project phase, department, or whatever makes sense for your workflow.

Creating a Folder

1. In the Tasks sidebar, click "New Folder".
2. Configure the folder:
   • Name — Something descriptive like "Pre-Construction," "Purchasing," or "Warranty Follow-ups."
   • Color — Pick a color for visual identification.
   • Order — Set the display order in the sidebar.
   • Privacy — Choose Public (visible to everyone) or Private (visible only to specific users).
   • Persistent Assignees — Select team members who are automatically assigned to every task created in this folder. This is great for folders where the same person is always responsible.
3. Save the folder.

Using Folders

• Click a folder in the sidebar to see only its tasks.
• Drag tasks between folders to reorganize.
• Assign a folder when creating a task, or move existing tasks into folders later.

Checklists (Sub-tasks)

For tasks that involve multiple steps, checklists let you break things down without creating separate tasks for each piece.

Adding Checklist Items

1. Open a task's detail view.
2. In the checklists section, add individual items — each one is a smaller sub-step.
3. Check off each item as it's completed.

This works great for complex, multi-step tasks. For example, a task called "Permit Application" might have these checklist items:

• Prepare drawings
• Fill out application forms
• Submit to city office
• Pay permit fee
• Schedule inspection

You can see progress at a glance and make sure nothing gets skipped.

Task Comments

In the task detail view, you can add comments to discuss the task with your team. Comments show who posted them and when, creating a running conversation right where the work is tracked. All assignees can see and add comments.

Task Attachments

Upload files directly to a task — photos from the job site, PDF specifications, supplier quotes, or any other relevant documents. View and download attachments from the task detail view. This keeps everything related to the task in one place instead of scattered across email threads.

Task Recurrences

Some tasks come up on a regular schedule — weekly safety checks, monthly equipment maintenance, quarterly client follow-ups. Instead of creating these manually every time, set up a recurrence.

Setting Up a Recurring Task

1. Create a task (or edit an existing one).
2. Set the recurrence schedule:
   • Frequency — Daily, Weekly, or Monthly.
   • Interval — How often (e.g., every 2 weeks, every 3 months).
   • Day of Week (for weekly recurrences) — Which day the task should be created.
   • Day of Month (for monthly recurrences) — Which date each month.
3. Save the task.

BuilderMate automatically creates a new task on each scheduled date. The new task inherits the original's title, description, assignees, and other settings.

Pro Tip: Pair recurring tasks with folders for maximum organization. Create a "Weekly Recurring" folder with persistent assignees, then set up your recurring tasks inside it. Your team gets a predictable, organized workflow without anyone having to remember to create tasks manually.

Private Tasks

Toggle "Private" on any task to restrict visibility. Private tasks are only visible to the creator and the assigned team members. They don't appear in general task lists for other users. Use this for sensitive items like HR-related follow-ups or confidential client matters.

Related Articles

• Creating and Organizing Tasks