Overview
Construction projects involve a constant stream of tasks spread across multiple team members, scopes, and timelines. Without a structured way to track them, things get missed, accountability gets fuzzy, and progress becomes hard to see at a glance.
Structur's Tasks feature gives you a visual, flexible system for creating, assigning, and tracking work across your projects and company. It works like familiar tools such as Trello or Asana, with Kanban-style boards, list views, and calendar views, but is built into the same platform where your estimates, budgets, schedules, and project records live. Tasks can be linked directly to leads or projects, assigned to team members, broken into sub-tasks, and organized across custom boards with stages that match your actual workflow.
Whether you're tracking pre-construction to-dos, managing daily field assignments, or running internal operations checklists, Tasks gives your team one place to see what needs to happen, who owns it, and where it stands.
Understanding Tasks
What It Does
Structur's Tasks feature allows you to:
Create tasks quickly by clicking New Task or pressing Enter directly within a task board
Assign tasks to team members so accountability is always clear
Set due dates on tasks and sub-tasks to keep work on schedule
Change task status to reflect current progress, In Progress, High Priority, or any custom stage you define
Link tasks to specific leads or projects for context and organization
Set task privacy, visible to the entire team or restricted to assigned members only
Add sub-tasks to break larger work items into smaller, manageable steps
Add notes, comments, and file attachments to keep all task-related information in one place
Duplicate, move, or delete tasks across boards as needs change
Mark tasks complete, completed tasks move to a dedicated Completed area within the board
Create and customize task boards with columns (stages) that match your workflow
Build reusable board templates for common project types or workflows
Import tasks from CSV files when migrating from another system
View tasks in Board, List, or Calendar view depending on what's most useful
Sort and filter tasks by name, due date, priority, stage, and other criteria
When to Use It
Tasks are most valuable when you need to:
Assign and track daily or weekly work items across your team
Manage pre-construction checklists, permitting steps, or procurement to-dos
Organize internal operations work, HR, admin, estimating follow-ups
Break a complex deliverable into sub-tasks with individual owners and deadlines
Give team members a focused view of only the work assigned to them
Use templates to kick off new projects with a consistent task structure every time
Step-by-Step Instructions
1. Navigate to Tasks
Tasks can be accessed at both the project level (linked to a specific project) and the company level (for broader operational work). Navigate to Tasks from the relevant section of your Structur navigation.
2. Create a New Task
Click New Task or press Enter within a task board column
Type the task name
The task is created immediately in the column where you initiated it
3. Fill Out Task Details
Click on any task to open its detail panel and fill in:
Task Name
Click the task name to edit it at any time.
Assign Members
Assign one or more team members to the task. This creates clear ownership and helps team members filter to see their own work.
Change Status
Update the task's status to reflect where it stands, In Progress, High Priority, or any custom stage you've configured. Status changes move the task to the correct column on the board.
Set Due Dates
Add a deadline to the task. You can also add due dates to individual sub-tasks to break down when each step needs to be completed.
Link to a Lead or Project
Connect the task to a specific lead or project. This gives the task context and makes it easy to find all tasks associated with a particular job.
Set Task Privacy
Choose whether the task is visible to all team members or only to the people assigned to it. Use privacy settings for sensitive tasks or to reduce noise for team members who don't need to see everything.
Add Notes and Sub-tasks
Use the notes field for detailed instructions, background information, or any context the assignee needs. Add sub-tasks to break the work into discrete steps, each sub-task can have its own assignee and due date.
Attach Files
Upload relevant documents, photos, drawings, or reference materials directly to the task.
Add Comments
Use the comment section for ongoing discussion, updates, and questions related to the task. Comments keep the conversation in context rather than scattered across email or chat.
4. Complete a Task
When a task is finished:
Click the checkbox on the task to mark it complete
The task moves to the Completed area within the task board
Completed tasks remain accessible, you can still view their details, notes, files, and history
5. Manage Task Boards
Task boards organize your tasks into columns called stages. Each column represents a phase or status in your workflow.
Create a New Board
Add new boards to separate tasks by department, project type, workflow, or any other category that makes sense for how your team operates.
Customize Columns (Stages)
Add new stages to match your specific process
Reorder stages by dragging them into the sequence that reflects how work flows
Hide stages temporarily to reduce visual clutter without deleting the underlying tasks
Use Task Board Templates
Create reusable templates for boards you set up repeatedly, for example, a standard pre-construction checklist, a project kickoff board, or an estimating workflow.
Templates save time and ensure consistency across projects.
6. Switch Between Views
Structur offers three views for tasks, each suited to different situations:
Board View
The default Kanban-style view. Tasks appear as cards in columns representing their current stage. Best for visual progress tracking and managing workflow at a glance.
List View
Tasks appear in a flat list format. Best for scanning, filtering, and managing large volumes of tasks where the visual board becomes crowded.
Calendar View
Tasks are displayed chronologically by due date. Best for seeing workload distribution over time and ensuring deadlines aren't clustering in a way that overloads the team.
7. Sort and Filter Tasks
Use sorting and filtering to focus on exactly what you need:
Sort by:
Alphabetically by task name
Due date
Priority
Filter by:
Task name (search)
Priority level
Stage
Additional criteria depending on your board configuration
Filtering is especially useful in large boards where you want to see only the tasks assigned to a specific person or only the high-priority items.
8. Manage Task Actions
From the task card or its detail panel, you have additional management options:
Duplicate - Copy a task to reuse its structure without rebuilding it from scratch
Move - Transfer a task to a different board or stage
Delete - Remove a task that's no longer needed
Best Practices
Assign every task to a specific person - A task without an owner is a task that doesn't get done. Always assign at least one team member so accountability is clear from the moment the task is created.
Set due dates on all tasks - Due dates drive urgency and make the Calendar view useful. Even rough target dates are better than none.
Use sub-tasks for anything with multiple steps - If a task involves more than one distinct action, break it into sub-tasks with individual assignees and deadlines. This prevents larger work items from stalling at a single handoff point.
Build board templates for recurring workflows - Any board you set up more than once (pre-construction checklist, project kickoff, closeout steps) should be saved as a template. It ensures consistency and saves setup time on every new project.
Link tasks to leads or projects - Connecting tasks to the relevant project keeps your task list contextualized and makes it easy to see all action items associated with a specific job.
Use the Calendar view to manage workload - Switch to Calendar view when planning weekly work or checking whether due dates are realistic. Clustering too many deadlines on the same day is easy to miss on a board view.
Keep the Completed area as a reference, not a graveyard - Completed tasks retain their notes, files, and comments. Use them as a record of what was done and how, especially for recurring task types where past approaches inform future ones.
Common Questions
Q: Can I use Tasks across the whole company, not just within a project?
A: Yes. Tasks can be used at both the project level (linked to a specific project) and at the company level for broader operational work. You can create boards for any purpose, project-specific, department-specific, or company-wide.
Q: What happens to a task when I mark it complete?
A: Completed tasks move to a dedicated Completed area within the task board. They remain fully accessible, you can still view their details, notes, file attachments, and comment history. They don't disappear; they're just separated from active work.
Q: Can I see only the tasks assigned to me?
A: Yes. Use the filter options on any board or list view to filter tasks by assignee. This gives team members a focused view of only their own work without the noise of tasks assigned to others.
Q: What is task privacy and when should I use it?
A: Task privacy controls who can see a task. If set to private, only the assigned team members can see it. Use privacy for sensitive tasks, tasks with confidential information, or to reduce visual clutter for team members who don't need visibility into that particular work.
Q: Can I import tasks from another tool like Asana or Trello?
A: Yes. Structur supports importing tasks from CSV files. Export your tasks from your current tool as a CSV and import them into Structur to migrate without manual re-entry.
Q: What are board templates and how do I use them?
A: Board templates are saved board configurations, columns, stages, and any pre-loaded tasks you want to include. Create a template from any board you've built, then use it as the starting point for new boards. This is especially useful for standard workflows like project kickoffs or pre-construction checklists that you replicate across many projects.
Q: Can sub-tasks have their own due dates and assignees?
A: Yes. Each sub-task can be assigned to a specific team member and given its own due date. This makes it possible to break a single task into steps owned by different people with staggered deadlines.
Common Mistakes to Avoid
❌ Don't | ✅ Do |
Create tasks without assigning them to anyone | Always assign at least one team member so every task has a clear owner |
Leave due dates blank | Set due dates on all tasks to drive urgency and enable useful Calendar view planning |
Let large tasks sit as a single item with no sub-tasks | Break multi-step work into sub-tasks with individual assignees and deadlines |
Build the same board from scratch every time you start a new project | Save common board structures as templates for consistent, fast setup |
Use Tasks only for project work | Use task boards for company operations, estimating follow-ups, and department-level work too |
Delete tasks that are simply finished | Mark tasks complete so their notes, files, and history stay accessible in the Completed area |