By default, you can upload documentation, track project history, and add time registrations to projects. However, you must manually activate Tasks to specify the time spent on a project, broken down into sub-tasks and categories.
Activate Tasks on Projects
To activate tasks for projects, you first need to find the setting:
Tasks on Projects?
- Navigate to Settings > Advanced Settings
- Find the Setting Tasks on Projects?
- Enable the checkbox
Reload your browser and revisit your project. You will now see that the task section is activated.
Add a New Task
A new task can be created by clicking the orange +Add button in the task section of your project. You will then be prompted to specify task details. You’ll need to provide a title for the task and can add a more detailed description if needed.
Estimated Time
You can set an estimated time for a task when creating it. This allows you to track whether the actual time spent exceeds the estimate. If the time registered for the task surpasses the forecast, the registered hours will appear red as a warning.
Deadline
You can set a deadline for your task, which will be visible above the task title. If the deadline is exceeded and the task is not marked as complete, a red exclamation mark will appear for the employee responsible.
To disable deadlines entirely, find the setting:
Show deadline on tasks?
- Navigate to Settings > Advanced Settings
- Find the Setting Show deadline on tasks?
- Uncheck the box.
Deadlines will no longer be visible.
Billable Tasks
If Kala is connected to a supported external system, you can invoice your projects directly from Kala. You can also configure how each task is invoiced.
Billing Options
- Invoiceable Per Hour (Default):
Each time, registration is included on the invoice, showing the hourly sales and cost rates assigned to employee profiles. - Invoiceable Per Estimated Hours:
The invoice will only include the task’s estimated time, regardless of the actual hours registered. - Fixed Rate:
You can set a fixed price for the task. This requires selecting a product from your materials list, and the task will be invoiced as a standalone product. - Non-Invoiceable:
Tasks can also be marked as non-invoiceable. These tasks will not appear on the invoice. This is useful for internal tasks, such as calculating project costs or other administrative work not chargeable to the customer.
Quality Assurance
If a task requires quality assurance, the employee marking it as complete will be prompted to fulfil the required quality check. Quality assurance can involve photo documentation, a note, or both.
- Photo Documentation:
The employee will be prompted to open their camera or select an image from their library. - Note:
The employee must fill in a text field with a description.
Assign Tasks to Specific Employees
A task can easily be assigned to a specific employee. The employee’s initials will appear next to the task’s deadline or creation date.
To assign a task
- Click the three-dot menu on the right side of the task.
- Select the user icon with a plus symbol.
- Choose the employee and assign the task.
The task will now be visible on the assigned employee’s home screen.
Automatic Assignment
Tasks created in the Planning section are automatically assigned to an employee. Learn how to create tasks in Planning here.
Kanban Overview
A popular method for managing tasks is using the Kanban View, part of our Scrum functionality. Learn more about how to use the Kanban overview here.
