š 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 entire company. The main Tasks view in the left sidebar shows all tasks across every lead, project, and board in one place. You can switch between a Kanban board, a flat list, or a Due Dates calendar view depending on what's most useful at that moment.
Tasks can also be created and viewed from inside any lead or project. When you open the Tasks module inside a lead or project, you see only the tasks linked to that record. Any task created there is automatically tied to the lead or project and also appears in the main Tasks view. The two views stay in sync, so your team can work from wherever makes sense for them.
Whether you're tracking pre-construction to-dos, managing 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.
š Understanding Tasks
ā” What It Does
The Tasks feature allows you and your team to:
Access all tasks from Tasks in the left sidebar, or view tasks for a specific lead or project from the Tasks module in the module top bar
Create tasks quickly using the New Task button or the + New Task link at the bottom of any board column
Fill in full task details including title, description, status, due date, assignee, followers, priority, lead/project link, task board, schedule, schedule item, labels, and attachments
Add subtasks with their own due dates and a quick-select date picker (Today, Tomorrow, This Weekend, Next Week, No Date, or calendar)
Mark tasks as recurring using the This is a recurring task toggle
Add followers to keep stakeholders informed without assigning them ownership
Link tasks to a schedule and schedule item to tie task work directly to the project timeline
Add labels for custom categorization across boards
Attach files directly to tasks
Leave comments to keep task discussion in context
Mark tasks complete using the Mark as Complete button or the circle checkbox on any task card
Manage board stages with default stages (Not Started, In Progress, Overdue, Complete) and custom stages you create
Toggle Automatically Move Overdue Tasks to have tasks shift to the Overdue column when their due date passes
Save boards as templates using Manage Templates
Switch between Board, List, and Due Dates views depending on what's most useful
Filter tasks using the Filters button and the All Tasks dropdown to focus on specific subsets of work
Export tasks to CSV using the export icon in the top bar
š 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 such as HR, admin, or estimating follow-ups
Break a complex deliverable into subtasks 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
š Step-by-Step Instructions
1. Access Tasks
To see all tasks across your company: Click Tasks in the left sidebar. This shows every task across all leads, projects, and boards in your account.
To see tasks for a specific lead or project: Open the lead or project, then click Tasks in the module top bar. This shows only tasks linked to that record. Tasks created here are automatically tied to the lead or project and also appear in the main Tasks view.
2. Create a New Task
From the main Tasks view or a board:
Click New Task in the top right corner, or click + New Task at the bottom of any board column
The New Task modal opens
Enter the Task Title and optional description
Fill in the fields on the right side panel
Click Create Task
From inside a lead or project:
Click Tasks in the module top bar
Click New Task in the top right corner or the center button
The task is automatically linked to that lead or project
3. Fill In Task Details
The task modal has a left panel for content and a right panel for fields. Fill in as many fields as are relevant.
Left panel:
Task Title - the name of the task
Description - instructions, background, or context for the assignee
This is a recurring task - toggle on if the task should repeat on a schedule
Subtasks - click + Add to add subtasks. Each subtask has its own name and due date picker with quick options (Today, Tomorrow, This Weekend, Next Week, No Date) or a calendar
Comments - add comments for ongoing discussion tied directly to the task
Right panel:
Status - the current stage of the task (Not Started, In Progress, Overdue, or any custom stage)
Due Date - set a deadline using the date picker or quick options
Assignee - select the team member responsible for this task
Followers - add team members who should be notified of updates without being assigned ownership
Priority - set Low, Medium, High, or Urgent
Lead / Project - link the task to a specific lead or project
Task Board - assign the task to a specific board
Schedule - link to a project schedule
Schedule Item - link to a specific item on that schedule
Labels - add custom labels for categorization
Attachments - upload files, drawings, or reference documents
Click Create Task to save.
4. Mark a Task Complete
From the board: Click the circle checkbox on the task card. The task moves to the Complete stage.
From inside the task: Click Mark as Complete in the bottom left of the task modal.
Completed tasks remain accessible. You can still open them to view their details, notes, files, and comment history.
5. Switch Between Views
Use the view toggles in the top right to change how tasks display:
Board - Kanban-style columns showing tasks by stage. Best for visual progress tracking and managing workflow at a glance. Available in the main Tasks view only
List - flat list showing Task Name, Assignees, Lead/Project, Priority, Status, and Due Date. Best for scanning and filtering large volumes of tasks. Available in both the main Tasks view and inside leads/projects
Due Dates - tasks displayed chronologically. Best for seeing workload distribution over time and checking whether deadlines are clustering
6. Filter and Search Tasks
Use the controls in the top bar to focus on specific tasks:
All Tasks dropdown - filter by a specific board or subset of tasks
Search Tasks - find tasks by name
Filters - filter by assignee, priority, status, lead/project, and other criteria
Filtering is especially useful in the main Tasks view when you want to see only tasks assigned to a specific person or only high-priority items across all boards.
7. Manage Board Stages
Click the gear icon in the top bar to open Manage Stages.
The default App Default stages are Not Started, In Progress, Overdue, and Complete. These cannot be deleted but can be reordered by dragging.
To add a custom stage:
Click New Custom Stage
Enter a Stage Name
Set the Color, Background Color, and Border Color
Toggle Visible on or off to control whether the stage appears on the board
Click Create
Automatically Move Overdue Tasks: Toggle this on in the top right of the Manage Stages modal to automatically move tasks to the Overdue column when their due date passes without being completed.
8. Save a Board as a Template
Once you've built a board structure worth reusing:
Click the template icon in the top right of the Tasks view
The Manage Templates modal opens
Click Convert to Template
The board is saved as a reusable template. Use templates to kick off new project boards with a consistent stage structure every time.
ā 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 Due Dates view useful. Even rough target dates are better than none.
Use subtasks for anything with multiple steps - if a task involves more than one distinct action, break it into subtasks with individual assignees and due dates. This prevents larger work items from stalling at a single handoff point.
Link tasks to the relevant lead or project - connecting tasks to the right record keeps your work contextualized and makes it easy to see all action items tied to a specific job.
Use the Due Dates view to manage workload - switch to Due Dates view when planning weekly work or checking whether deadlines are realistic. Clustering too many due dates on the same day is easy to miss on the board.
Build board templates for recurring workflows - any board you set up more than once should be saved as a template. It ensures consistency and saves setup time on every new project.
Use followers to keep stakeholders informed - add followers to tasks that affect people who don't need to own the work but do need visibility.
ā Common Questions
Q: What is the difference between Tasks in the left sidebar and Tasks inside a lead or project?
A: Tasks in the left sidebar shows every task across your entire company in one view. Tasks inside a lead or project shows only the tasks linked to that specific record. Any task created inside a lead or project is automatically linked there and also appears in the main Tasks view. The two stay in sync.
Q: Can I use Tasks for work that isn't tied to a specific project?
A: Yes. Tasks can be created without linking to any lead or project. Use the main Tasks view for company-wide work, department to-dos, or internal operations that don't belong to a specific job.
Q: What happens to a task when I mark it complete?
A: Completed tasks move to the Complete stage on the board. They remain fully accessible - you can still view their details, notes, file attachments, and comment history. They don't disappear; they're separated from active work.
Q: Can I see only the tasks assigned to me?
A: Yes. Use the Filters button or the All Tasks dropdown in the main Tasks view to filter tasks by assignee. This gives team members a focused view of their own work without the noise of tasks assigned to others.
Q: What are followers on a task?
A: Followers receive notifications about a task's updates without being assigned as the owner. Use followers to keep team members informed who have a stake in the task but aren't directly responsible for completing it.
Q: What are board templates and how do I use them?
A: Board templates are saved board configurations including your custom stages and structure. Click the template icon in the top right and click Convert to Template to save the current board. Use saved templates as the starting point for new boards on future projects.
Q: Can subtasks have their own due dates and assignees?
A: Yes. Each subtask can have its own due date set using the quick-select picker or a calendar. Subtask assignees are set from within the subtask itself.
Q: What does the Automatically Move Overdue Tasks toggle do?
A: When enabled in Manage Stages, tasks that pass their due date without being completed are automatically moved to the Overdue column. This keeps your board accurate without manual stage updates.
ā ļø Common Mistakes to Avoid
ā Don't | ā 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 Due Dates view planning |
Let large tasks sit as a single item with no subtasks | Break multi-step work into subtasks with individual assignees and due dates |
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 Complete stage |