> For the complete documentation index, see [llms.txt](https://help.agencydesk.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.agencydesk.io/jobs/tasks.md). # Tasks Add, activate, assign, tag, brief, review, and track Tasks inside a Job. Tasks are the billable units of agency work. A **Task** is a single unit of billable work inside a [Job](/jobs/managing-jobs.md). Two hours of account management, a round of copy amends, the animation on a social campaign, the design of a brand identity package. Because Agencydesk was built exclusively for agencies, a Task carries the full commercial picture rather than just a state of done or not done. Every Task knows its rate, its estimate, who is working on it, who signs it off, how much time has been tracked against it, and whether it is billable. That is what lets one system run scope, schedule, and billing without a spreadsheet sitting in the middle. Tasks are costed on the [Job Costing](/jobs/job-costing.md), scheduled on the [Resource Planner](/task-schedule/resource-planner.md), worked from [My Desk](/my-desk/my-desk.md), measured on [Timesheets](/task-schedule/timesheets.md), and billed through [Invoices](/jobs/financial/invoices.md). ## Draft Tasks and active Tasks Tasks appear in two places inside a Job, and the difference matters. * [**Job Costing tab**](/jobs/job-costing.md) — every Task on the Job, including **Draft** Tasks. This is the build view where you scope and price the work. * **Tasks tab** — only Tasks that have been **activated**. This is the delivery view for the people doing the work. The **Tasks** tab appears to the left of the Job Costing tab the moment the first Task on the Job is activated. Before that, the Job only has a Job Costing tab. {% hint style="info" %} **Great for** pitch work. Build a full costing of Draft Tasks to price a campaign, send the Estimate, and activate nothing until the client approves. The studio never sees speculative work in their queue, and the Resource Planner stays clean. {% endhint %} ## Adding a Task Tasks live inside [Groups](/jobs/job-costing.md#groups). You need at least one Group on the [Job Costing](/jobs/job-costing.md) before you can add a Task. {% stepper %} {% step %} Open the **Job Costing** tab and find the Group the Task belongs to. {% endstep %} {% step %} Click **+ Add Task** at the bottom of that Group. The **Task detail** slider opens. {% endstep %} {% step %} Select a **Task Type**. This pulls the [department](/company-settings/departments.md), the rate for the Job's [Billing Tier](/company-settings/general/billing-tiers.md), the default estimated time, and the default description from your [Task Types](/company-settings/rate-card/task-types.md) on the Rate Card. {% endstep %} {% step %} Add a **Task Name** if the Task Type needs more context. This is the only optional field. {% endstep %} {% step %} Check the **Rate / Hour** and **Estimated Time**. Both carry a padlock icon showing whether the value is locked to the Rate Card. {% endstep %} {% step %} Set **Billable** on or off, and edit the **Description** if this Job needs wording different to the Task Type default. {% endstep %} {% step %} Click **ADD DRAFT TASK**. The Task lands in the Group with a **Draft** status. {% endstep %} {% endstepper %} ### How Tasks are named A Task label is built from two parts: `Task Type` + `Task Name` The [**Task Type**](/company-settings/rate-card/task-types.md) is inherited from the Rate Card. The **Task Name** is what you type when creating the Task. Together they read as one label: * `Animation - LinkedIn Post Animation` * `Account Management - Internal Review` * `Web Development (Front-end) - Home Page Styling Update` Some Task Types carry enough meaning on their own, which is why the Task Name is optional. **Account Management** or **CI Moodboard Design** reads fine with nothing after it. Others need the context: **Animation** tells you the discipline, **Animation - Agencydesk Story Logo** tells you the deliverable. {% hint style="info" %} **Great for** monthly retainers. Six animations in one month all share the Animation Task Type, so the rate and the department stay consistent, while the Task Names keep the deliverables apart for the traffic manager and on the Invoice. {% endhint %} ## Activating a Task A Task can be activated in two places: * The [**toggle**](/jobs/job-costing.md#the-active-toggle) in the Status column of the Job Costing line. * The **Activate Task** toggle at the bottom of the Task tab in the Task slider. Activating a Task moves it onto the **Tasks** tab, makes it bookable on the [Resource Planner](/task-schedule/resource-planner.md), allows users to be assigned to it, allows a reviewer to be added, and allows time to be tracked against it. It also inherits the [Job's start and end dates](/jobs/managing-jobs.md#creating-a-job). Activating the first Task on a Job also moves the [Job itself from Draft to Active](/jobs/managing-jobs.md#activating-a-job). A Draft Task shows only its Estimated Time, Additional Time, Rate/Hour, Billable state, and the Activate Task toggle. Start and Due dates, assigned users, reviewers, and tracked time all appear once it is active. {% hint style="warning" %} A Task can only be toggled back to Draft if **no time has been tracked** against it and it has **not been** [**invoiced**](/jobs/financial/invoices.md), even partially. This stops work that has already consumed time or money from being quietly reverted. {% endhint %} ## The Tasks tab The Tasks tab is where the Job's live work sits. Tasks are listed inside the same [Groups](/jobs/job-costing.md#groups) used on the Job Costing, and each Group can be collapsed with the minus control on its header row. ### Above the list Every Job tab carries the same header, so the Tasks tab opens with the Job's context already in view: * The Job's [**Account Executive**](/jobs/managing-jobs.md#creating-a-job). * **Time Recon** — tracked time against estimated time for the whole Job, as a percentage and as figures, for example `152:32 used / est. 293:30`. * **Task Recon** — how many Tasks are complete out of the total, for example `2/15`, with the percentage. * The **Timeline** strip with the Job date range, the next milestone, and **+ Add Milestone**. {% hint style="info" %} **Great for** a standing WIP meeting. Time Recon at 52% against a Job that is two thirds through its date range is the conversation you want to have before the overrun, not after it. {% endhint %} ### Filtering the list Above the Tasks are two status tabs with live counts: * **Active** — Tasks still in production. * **Completed** — Tasks whose master Complete control has been set. A **Search** field on the right finds a Task by name within a long list. ### The columns | Column | What it shows | | ------------------ | ------------------------------------------------------------------------------------------------------------------------------- | | **Group and Task** | The Group heading, then each Task beneath it | | **Status** | The Task's progress state, for example **In Progress**, **Overdue**, or **In Review** | | **Assigned to** | Profile pictures of assigned users, stacked when there is more than one. A grey **add user** icon shows when nobody is assigned | | **Date Range** | The Task's start and due dates, with a flag beneath it | | **Time** | Time tracked against estimated time, for example `04:28 / 15:00`, with a progress bar | The flag under the **Date Range** counts down to the due date, showing something like `3 days` in orange while there is still time, then switching to **Overdue** in pink once the due date has passed. ### Reading a Task line Next to the Task name: * **Paperclip icon with a number** — documents are attached to the Task. The number is how many. * **Speech bubble icon with a number** — [Notes](#notes-tab) have been added to the Task. * **Pencil icon** — appears on hover, to [edit](#editing-a-task) the Task. Underneath the Task name: * **Task Brief** — shows only when the Task has a [Brief](#brief-tab) filled out. * **Amendments** — each [Amendment](#briefs-and-amendments) is listed by its label, with its time allocation next to it, for example `More Time 05:00`. An Amendment with no time shows `0:00`, which means it has to fit inside the time already estimated. {% hint style="info" %} **Great for** spotting scope creep early. A Task showing three Amendments stacked under its name is a Task that has grown since it was quoted. An Account Executive can see that from the list without opening a single Task. {% endhint %} ## The Task slider All of a Task's detail lives in the **Task slider**. It opens when you click: * A Task line item on the [**Job Costing**](/jobs/job-costing.md) tab * A Task on the **Tasks** tab inside a Job * A Task on the [**Resource Planner**](/task-schedule/resource-planner.md) * A Task on your [**My Desk**](/my-desk/my-desk.md) The header carries the Task label with a **link icon** for copying a direct link to the Task, the Job reference beneath with a **copy icon** for copying the reference, any [Global Tags](/company-settings/general/global-tags.md) on the Task, the current status tag, the master **Complete** control, and a **...** menu. The slider has five tabs: **Task**, **Brief**, **Notes**, **Time**, and **Reviews**. ## Task tab The Task tab is the working view of the Task. | Field | What it shows | | ---------------------- | ------------------------------------------------------------------------------------------------------------------- | | **Start** and **Due** | The Task's date range. Active Tasks only | | **Estimated Time** | The hours costed for the Task | | **Additional Time** | Hours added by [Amendments](#briefs-and-amendments), on top of the estimate | | **Rate/Hour** | The rate pulled from the [Rate Card](/company-settings/rate-card/task-types.md) | | **Billable** | Yes or No | | **Total Time Tracked** | Time tracked across everyone assigned, against the estimate. Appears once the Task is active and has users assigned | Beneath that sit two sections. **Assigned to** lists everyone doing the work, and **Reviewed by** lists the [reviewer](#reviews), if one has been set. Each person shows their own status tag, their own tracked-against-estimated figure, their own progress bar, and a **...** menu. Progress bars are green while a user is inside their estimated time and turn pink once they reach or pass it, so an over-run is visible at a glance rather than at month end. ### Assigning users Users can be assigned from two places: * **From the Tasks list** — click the grey add user icon when nobody is assigned, or click the existing profile pictures. * **From the Task slider** — click **+ Assign a User**, or click an assigned user. Either opens the **Add User** popup. ### The Add User popup The popup is headed with the Task label and the Job reference, with a **Search** field on the right. It lists your team in two columns: * **Assign To** — the user's name, with their [department](/company-settings/departments.md) beneath it. * **Capacity** — how much capacity that user has left. Users already assigned to the Task also show their booked time against the Task, with a progress bar. Toggle a user on to assign them, toggle them off to remove them. Users who belong to the same [department](/company-settings/departments.md) as the Task Type sort to the top of the list, so the people who actually do this kind of work are the first ones you see. **Capacity** is colour coded, and it reads as available time rather than workload: * **Green**, 50% and above — plenty of capacity left. Book the time. * **Orange**, below 50% — filling up. Check what else they are carrying first. * **Pink**, below 10% — effectively full. Assigning more work here will push something else out. Capacity comes from each user's **Working Hours** profile under [Users](/company-settings/users.md), the same figures the [Resource Planner](/task-schedule/resource-planner.md#reading-a-users-capacity-bars) calibrates its capacity bars against. {% hint style="info" %} **Great for** a traffic manager balancing studio load. Assigning a designer to a Task and seeing them sitting in pink while another designer in the same department shows 82% green makes the decision for you before the booking happens. {% endhint %} ## Tagging a Task The **+** control beneath the Job reference in the Task slider adds [**Global Tags**](/company-settings/general/global-tags.md) to the Task. Tags are chosen from the same shared pool used across the account, and a Task can carry as many as you need. Tags show as coloured pills on the Task slider and on [My Desk](/my-desk/my-desk.md) cards. {% hint style="info" %} **Great for** cutting across the Job structure. Tagging every Task waiting on client feedback, everything flagged as a bug, or everything tied to a single media buy gives you a view of the work that Groups alone cannot express. {% endhint %} ## Completing a Task Completion works at two levels: the whole Task, and each user's portion of it. ### The master Complete control The circle with a check mark in the top right of the Task slider is the master control for the whole Task. * Clicking it marks **every assigned user** complete at once. * Unchecking it marks **every assigned user** active again. * When every assigned user has been individually marked complete, the master control flips to **Complete** on its own. A Task can therefore sit **Active** while one person on it is already marked complete. That is normal. It means their portion of the work is finished while someone else is still going. {% hint style="info" %} **Great for** split deliverables. On a brand identity package with two designers, the one handling logo refinement can close out their portion while the other is still working through co-branding guidelines. The Task stays open, but the finished work leaves the Resource Planner. {% endhint %} A Task marked complete also counts in full toward the [Billable](/jobs/financial.md#the-financial-dashboard) figure on the Job's Financial tab, even where no time was tracked against it. ### The user menu Each assigned user in the Task slider has a **...** menu with two options. #### Mark Completed Once clicked, this becomes **Activate Task**. Marking a user's portion complete does the following: * Adds a **Complete** tag above that user's progress bar. * Removes the Task from the [**Resource Planner**](/task-schedule/resource-planner.md), so it cannot be booked in again and does not take up space. * Moves the Task into the **Completed** column on that user's [**My Desk**](/my-desk/my-desk.md). {% hint style="info" %} The **Completed** column on My Desk only shows completed Tasks from **active Jobs**. Once a Job is [closed](/jobs/managing-jobs.md#closing-a-job), its Tasks drop out of that column so it does not build up over time. {% endhint %} #### Deactivate User Once clicked, this becomes **Activate User**. Deactivating a user does the following: * **Dims** their profile picture and progress bar, so the Task reads as inactive for them at a glance. * Removes the Task from the [**Resource Planner**](/task-schedule/resource-planner.md). * Removes their profile picture from the Tasks list view. * **Sets their estimated time to exactly what they tracked**, and carries the remaining time over to the other active users on the Task. * **Removes them from the Task entirely** if they have tracked no time at all. The time redistribution is the part worth understanding, so here it is worked through. {% hint style="info" %} A Task is estimated at **5:00** with two designers assigned, so each carries **2:30**. Both track an hour. Each now sits at `01:00 / 02:30`, with **1:30 remaining**. The first designer is deactivated. Their estimate drops to **1:00**, exactly what they tracked, and their remaining **1:30** carries across to the second designer, who now sits at `01:00 / 04:00` with **3:00 remaining**. The Task total stays at 5:00. Nothing is lost and nothing is invented. {% endhint %} This is what you want when two people were put on a Task and it becomes clear that one of them is going to carry it. The estimate follows the work rather than the original guess. ## Editing a Task The **...** menu in the top right of the Task slider holds **Edit** and **Delete**. A Task can also be edited from the **pencil icon** that appears on hover on the Tasks list, or from the pencil, duplicate, and trash icons that appear on hover over its line on the [Job Costing](/jobs/job-costing.md). Edit mode opens the Task's fields in place: * **Task Name** * **Rate / Hour** and **Estimated Time**, each with a padlock icon * **Billable** * **Start Date** and **Due Date**, each with a date picker * **Adjust Job Dates** — tick this when the Task's dates fall outside the [Job's own date range](/jobs/managing-jobs.md#creating-a-job) and the Job should move to accommodate them * **Description** * **Assigned to**, with a toggle per user * **Reviewed By** ### Rate and estimate lock on activation {% hint style="warning" %} Once a Task is activated, **Rate / Hour** and **Estimated Time** lock. Both show a closed padlock in edit mode and cannot be changed. To change either one, put the Task back into **Draft**. If time has already been logged against the Task, that time has to be removed first. See [Deactivating a line item](/jobs/job-costing.md#deactivating-a-line-item). {% endhint %} This is deliberate. The rate and the estimate are what was approved when the Task was activated, and quietly editing them afterwards would break the link between what the client agreed to and what the Job is measured against. Where more time is genuinely needed, add an [Amendment](#briefs-and-amendments) so the increase is recorded with a reason and an author. ### Deleting a Task {% hint style="warning" %} A Task can only be deleted if **no time has been tracked** against it and it has **not been** [**invoiced**](/jobs/financial/invoices.md). Where a Task has already consumed time, deactivate the user instead so the tracked time keeps its record. {% endhint %} ## Reviews A **Review** is a formal sign-off step on a Task. Rather than approvals happening in a chat thread that nobody can find later, the request, the response, and the outcome are recorded on the Task itself, and the reviewer's time is tracked like any other work. {% hint style="info" %} **Great for** agencies that want creative direction and QA time accounted for. A Creative Director spending fifteen minutes checking a set of social posts is real studio time. The review workflow puts it in their time logs instead of losing it. {% endhint %} ### Who can be a reviewer Only users with **Can review work** checked on their profile under [Users](/company-settings/users.md) appear in the **Reviewed By** dropdown. Everyone else is filtered out. A reviewer can only be added to a Task **once it has been activated**. ### Adding a reviewer {% stepper %} {% step %} Open the Task slider and choose **Edit** from the **...** menu. {% endstep %} {% step %} At the bottom, open the **Reviewed By** dropdown and select the reviewer. {% endstep %} {% step %} Set the **Estimated Time** for the review itself, for example `00:15`. {% endstep %} {% step %} Set the **Reserve Time** toggle, which decides how that time behaves. See [How review time is handled](#how-review-time-is-handled) below. {% endstep %} {% step %} Click **SAVE**. {% endstep %} {% endstepper %} A **Reviewed by** section now appears on the Task tab beneath **Assigned to**, showing the reviewer, their status tag, and their tracked time against the review estimate. ### How review time is handled The toggle beside the review estimate has two states, and they do different things. #### Toggle off, shown as Add to Task The review time sits outside the Task altogether. It is non-billable, it does not change the Task's **Estimated Time**, and it does not appear as **Additional Time**. It shows on the review allocation only, as an indication to the reviewer of how much time they have. Use this when the agency is absorbing the review. The time is still visible and still tracked, it just does not touch what the client is being charged. #### Toggle on, shown as Reserve Time The review time is reserved out of the time already allocated to the people doing the work. The Task's **Estimated Time** does not move. What changes is how that estimate is divided between the team. {% hint style="info" %} A Task is estimated at **2:00** with two users assigned, so each carries **1:00**. A reviewer is added with **00:30**, and **Reserve Time** is switched on. Each assigned user drops to **00:45**, and the Task's Estimated Time still reads **2:00**. The thirty minutes has been carved out of the allocation rather than added to the Job. {% endhint %} {% hint style="info" %} **Great for** fixed-price deliverables. When a website build is quoted at a number the client has already signed off, the Creative Director's review time has to come out of that number rather than growing it. Reserve Time keeps the quote intact and still puts the review hours where they belong. {% endhint %} ### The reviewer menu The **...** menu next to the reviewer holds two options: * **Mark as Reviewed** — close the review off directly. * **Remove Reviewer** — take the reviewer off the Task. ### Sending a Task for review {% stepper %} {% step %} With a reviewer set, commit your time on [**My Desk**](/my-desk/my-desk.md) and tick **Send for Review**. {% endstep %} {% step %} The Task moves into your **In Review** column and its status tag changes to **In Review**. {% endstep %} {% step %} The Task lands in the reviewer's **For Today** column under a **For Review** heading, highlighted so it stands out from their own work. It stays there until they review it. {% endstep %} {% endstepper %} ### Submitting a review The reviewer, and anyone else who can review work, sees a blue **Review** button on the Reviews tab where everyone else sees a **Pending** tag. {% stepper %} {% step %} Open the Task's **Reviews** tab and click **Review**. The **Task Review** popup opens. {% endstep %} {% step %} Choose **Feedback** or **Approve**. Feedback shows an orange icon, Approve shows a green thumbs-up, so the outcome is clear before anything is sent. {% endstep %} {% step %} Type the message. On an approval you can also tick **Mark task complete for me**, which closes out your portion of the Task at the same time. {% endstep %} {% step %} Click **Submit Review**. {% endstep %} {% endstepper %} The Task's status tag returns from **In Review** to **Active**, and the Task leaves the reviewer's For Today column. {% hint style="warning" %} Feedback and approval can only be given from the **Reviews** tab. A reviewer can track time against the review from the **For Today** column using the timer icon, and can add a note when committing that time, but committing time does not submit the review. The Task stays in review until they open the Reviews tab and submit an outcome. {% endhint %} ### Reading the Reviews tab The Reviews tab is the full review journey of the Task, stacked chronologically with the most recent at the top. Each entry shows: * The requester's profile picture, name, and the date and time the review was requested. * The message they sent with the request. * The outcome tag on the right. * The reviewer's reply nested beneath, as **Response by** with their name, date, and time. Outcome tags read: * **Pending** — requested, not yet reviewed. * **Feedback** — reviewed with changes requested. * **Approved** — signed off. Because each round is a separate entry, a Task that went through three passes shows all three, with what was asked and what came back each time. {% hint style="info" %} **Great for** defending scope on a fixed-price deliverable. When a client insists a fourth round was always included, the Reviews tab shows exactly what was requested, when, and what was approved. {% endhint %} ### Review time Time a reviewer tracks against a review is added to **their** time logs, the same as any other tracked time, and appears on their [Timesheet](/task-schedule/timesheets.md). The review Task appears in their For Today column in light orange, so review work is visually distinct from the work they own. ## Brief tab The Brief tab holds the instruction for the Task and every change to that instruction since. A new Task starts with no Brief. Briefs are **not saved with** [**Job Templates**](/company-settings/job-templates.md), so a Brief is always written fresh on the Job it belongs to. The tab starts with two options, **+ Add Brief** and **+ Add Amendment**. Both are optional, and an Amendment can be added without a Brief existing. {% hint style="info" %} When a Task is referenced from the [Job Brief](/jobs/managing-jobs.md#the-job-brief) using the `%` shortcut, a link back to that section of the Job Brief appears here automatically. {% endhint %} ### Briefs and Amendments They are essentially the same thing, with one difference that matters commercially. * A **Brief** assumes the time already estimated on the Task covers the work described. * An **Amendment** can carry additional time, which is **added to the Task's overall estimate** and shown as **Additional Time** on the Task tab. An Amendment left with no time is set to `0:00`, meaning the extra work has to fit inside the existing estimate. {% hint style="info" %} **Great for** keeping scope honest on a retainer. When a client asks for a second round of home page styling that was never quoted, add it as an Amendment with the hours attached. The estimate moves, the studio sees the reason, and the conversation about the extra time happens now rather than at recon. {% endhint %} An Amendment is also the correct route when a Task needs more hours, because the [rate and estimate lock](#rate-and-estimate-lock-on-activation) once the Task is active. ### Adding a Brief {% stepper %} {% step %} Open the **Brief** tab and click **+ Add Brief**. {% endstep %} {% step %} Write the Brief in the editor. Formatting includes bold, italic, underline, strikethrough, bulleted, numbered and checklists, text alignment, tables, links, and an info block. Inline images can be pasted in, which is how colour palettes and reference visuals usually get in there. {% endstep %} {% step %} Drop files into the **Documents** area, or click to select them. {% endstep %} {% step %} Click **Add Brief**. {% endstep %} {% endstepper %} ### Adding an Amendment {% stepper %} {% step %} Open the **Brief** tab and click **+ Add Amendment**. {% endstep %} {% step %} Give it an **Amendment Label**, for example *More Time* or *Additional Hours*. This label is what shows on the Tasks list. {% endstep %} {% step %} Enter **Add to Estimated Task Time** if the Amendment carries extra hours. Leave it blank if the work must fit the existing estimate. {% endstep %} {% step %} Write the Amendment and attach any documents. {% endstep %} {% step %} Click **ADD AMENDMENT**. {% endstep %} {% endstepper %} ### How the stack reads Amendments stack **chronologically with the most recent on top**, and each one can be collapsed. The newest is expanded by default and the rest sit collapsed beneath it. The **Task Brief** always sits at the **bottom** of the stack, so Amendments sit above it. The original instruction stays where you would expect to find it, and the latest change is the first thing you read. Each card in the stack shows: * Its **label**, Task Brief or the Amendment label. * **Estimated Time** on a Brief, or **Additional Time** on an Amendment. * The date it was **Added**. * A **...** menu. * A footer line recording who created it and when, or who last edited it and when. ### Documents Documents can be dragged into the drop area on a Brief or an Amendment, or selected from your machine. Each attached file shows its name, the date and time it was added, and its size, with icons to delete, preview, or download it. Documents attached anywhere on the Task count towards the paperclip icon on the Tasks list. ## Notes tab Notes are for putting information on a Task where anyone opening it will see it. Click **+ Add a Note** to write one. Each Note shows the author's profile picture, their name, and the date and time it was posted. * Type **@** to direct a Note at someone. It then appears in their notification panel, which opens on the right of the screen anywhere in Agencydesk via the bell icon in the top right, just left of the profile picture. * Anyone can reply to a Note using **+ Add a Comment**. Replies always attach to the main Note, so there are only ever two levels: the Note, and the replies to it. * Notes appear as a **speech bubble icon** with a count on the Tasks list. * Notes also surface under **Task Notes** on the Job's Central tab. {% hint style="info" %} Tagging someone in a Note **does** notify them. Tagging a user in the [Job Brief](/jobs/managing-jobs.md#the-job-brief) does not, since that is a visual cue rather than an alert. {% endhint %} {% hint style="info" %} Notes work best as information rather than conversation. Recording the client's feedback wording, flagging that assets are still outstanding, or tagging the person who needs to supply something. Long back-and-forth belongs elsewhere. {% endhint %} ## Time tab The Time tab lists every entry logged against the Task, grouped by day. Time reaches it from the timer and Commit Time popup on [My Desk](/my-desk/my-desk.md), and rolls up into [Timesheets](/task-schedule/timesheets.md). Click **+ Add Time** to log time manually. | Column | What it shows | | ---------- | ----------------------------------------------------------------------------------------------- | | **Source** | **Timer** or **Manual**, showing whether the time was tracked with the timer or entered by hand | | **Time** | The amount of time tracked or submitted | | **When** | When the timer was last stopped or paused | Each entry shows the user's name and the note they saved with the time. **When** is worth reading carefully. It records the moment the tracking actually stopped, not the moment the user got around to committing it. Someone who stops work at 2pm and commits the time at 5pm still shows 2pm. {% hint style="info" %} That distinction is what makes the Time tab usable as an audit trail. Time reads against when the work happened, so a Task queried weeks later can be reconstructed accurately. {% endhint %} {% hint style="warning" %} Adding or editing time manually requires permission. It is granted per user by checking **Can add and edit tracked time** on their profile under [Users](/company-settings/users.md). With that permission, hovering over a time entry reveals an **edit pencil** and a **trash icon** for editing or deleting the entry. Without it, the log is read only. {% endhint %} {% hint style="info" %} Deleting time entries is also the first step in unwinding a Task back to Draft, and in [deleting a Job that is already in progress](/jobs/managing-jobs.md#deleting-a-job-thats-already-in-progress). {% endhint %} --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://help.agencydesk.io/jobs/tasks.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.