How to Manage Tasks and Project Schedule in Onsite

How to manage the full task lifecycle in a project — creating tasks and subtasks with up to 7 levels of hierarchy, importing tasks from a BOQ or another project, updating progress with measurements, managing material, labour, and equipment resources, attaching inspection forms, setting dependencies, using Gantt and S-curve views, and downloading the Daily Progress Report.

Before You Start

• You must be inside a project
• Team members must be added to the project before they can be assigned to tasks
• Inspection forms must be created in Settings before they can be attached to tasks
• A BOQ must exist in the Estimate tab before using the From BOQ import option

Overview: What the Task Tab Shows

Task List Columns

Column	What It Shows
S.No.	Task sequence number
Task Name	Name of the task, indented for subtasks
Duration	Duration in days
Start Date	Actual start date
End Date	Actual end date
Progress Status	Completion percentage or stage progress
Planned Start Date	Baseline planned start
Planned End Date	Baseline planned end
Dependencies	Tasks that must complete before this one starts
Assigned To	Team member responsible

Views Available

View	What It Shows
List View	Default. Hierarchical task list with all columns.
Gantt View	Timeline bar chart showing planned vs actual schedule
Resources View	Team member allocation across all tasks

Switch between views using the toggle buttons at the top right of the Task tab.

Part 1 — Adding a Task

Option A: Add Manually

Click + Add Task. The New Task form opens on the right.

Field	Required	What to Enter
Task Name	Yes	Description of the work (e.g. “Brickwork — Ground Floor”)
Duration (days)	Yes	Number of days to complete this task
Start Date	No	Select from the date picker
End Date	No	Auto-calculated from start date plus duration, or set manually
Unit	No	Unit for progress tracking (sqft, cft, nos, RMT, MT, etc.)
Est Quantity	No	Total planned quantity for this task
Tag	No	One or more tags for filtering (e.g. Civil, Electrical, Finishes)
Assign To	No	Select the team member responsible
Dependencies	No	Tasks that must be completed before this one can start

Click Save. The task appears in the list.

💡 Always set Est Quantity and Unit on tasks where you want to track progress by measurement (sqft done, RMT laid, nos fixed). Tasks without Est Quantity can only be marked as a percentage, not a measured quantity.

Option B: Import From BOQ

Click the dropdown arrow next to + Add Task and select From BOQ.

1. A panel shows all BOQs in this project
2. Click the BOQ to pull from
3. Tick the items you want to add as tasks
4. Click Save

Each selected item is added as a task with its name and quantity pre-filled from the BOQ. This keeps the task list and the financial estimate aligned from the start.

Option C: Import From Another Project

Click the dropdown next to + Add Task and select From Other Projects.

1. Search for and select the project to copy tasks from
2. Click Next
3. Tick the tasks you want to copy
4. Click Save

Option D: Import via CSV

Click the dropdown next to + Add Task and select Import CSV.

Download the CSV template first. Populate it with your task list and upload. Do not rename or reorder the column headers in the template.

Part 2 — Task Hierarchy (Up to 7 Levels)

Onsite supports up to 7 levels of nested tasks. This lets you break large work items into granular sub-items.

Level	Example
Level 1	CIVIL WORKS (task group)
Level 2	Substructure
Level 3	Foundation
Level 4	Column Footings
Level 5	RCC Work
Level 6	Shuttering
Level 7	Shuttering Checklist Item

Adding a Subtask

1. Hover over the parent task row
2. Click the + (add child) icon that appears on the row
3. Fill in the task form
4. Click Save

The subtask appears indented under the parent. Parent task progress rolls up automatically from child task completion percentages.

Part 3 — Task Actions

Click the three dots (⋮) icon on any task row to open the action menu:

Action	What It Does
Edit	Opens the task form to update name, duration, dates, unit, or estimated quantity
Add Subtask	Adds a child task directly under this task
Move Up	Moves the task one position up in the list
Move Down	Moves the task one position down in the list
Duplicate	Creates an exact copy of the task immediately below the original
Delete	Permanently removes the task. A confirmation appears — click OK.
Add Dependency	Opens the dependency panel to link this task to a predecessor

Part 4 — Setting Task Dependencies

A dependency defines that one task cannot start until another reaches a certain point.

1. Click the three dots (⋮) on the task and select Add Dependency
2. The New Dependency panel opens on the right
3. Click Select Task and choose the predecessor task
4. Set the Dependency Type (default: Finish to Start)
5. Enter the Lag Days (e.g. 5 means this task starts 5 days after the predecessor finishes)
6. Click Save

The dependency appears in the Dependencies column as a badge (e.g. 1.1 FS 5d = Task 1.1, Finish to Start, 5-day lag).

To view or remove a dependency, click the badge on the task row.

⚠️ Circular dependencies (Task A depends on Task B which depends on Task A) cannot be saved. If a dependency does not save, check for circular links and remove them.

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Part 5 — Updating Task Progress

Click the task row to open its detail panel, or click + Progress directly on the task row in the list.

The Update Progress form opens.

Field	What to Enter
Number	Count of units or a dimension (e.g. 5 for 5 items, or 10 for 10 metres of length)
Length	Length dimension if applicable
Width	Width dimension if applicable
Progress Quantity	Auto-calculated as Number x Length x Width in the task’s unit
Location	Floor, zone, or area where work was done (e.g. Floor 2, Zone A)
Notes	Optional. Remarks about this progress entry.

Click Save Progress.

Progress is cumulative. Each entry adds to the previous total. The task progress percentage updates automatically based on actual quantity vs estimated quantity.

💡 For area-based tasks (flooring, painting, plastering measured in sqft), fill Number, Length, and Width. For count-based tasks (doors, windows, fixtures measured in nos), just enter the quantity in Number and leave Length and Width blank.

Part 6 — Task Detail Panel

Click any task to open its full detail panel on the right side.

Task Status

Click the status dropdown to update the task’s current state:

Status	When to Use
Not Started	Task has not begun
Ongoing	Work is in progress
On Hold	Task is paused
Needs Revision	Task reviewed and requires rework
Cancelled	Task has been called off
Completed	Task is fully done

Status changes may trigger WhatsApp alerts to relevant team members if Alert Settings are configured.

Comments

The comment section at the bottom of the detail panel lets all project team members post updates. Comments are visible to everyone with access to the project.

View To Do

Click View To Do in the task detail panel to see all To Do items linked to this task. The project’s To Do list opens filtered for this specific task.

Part 7 — Resources Tab

Inside the task detail panel, click the Resources tab to track material, labour, and equipment allocated to this task.

Resource Quantity Columns

Column	What It Shows
Budget Qty	Total planned quantity for this task, set manually
Planned Qty	Expected consumption based on current task progress percentage
Actual Qty	Real consumption pulled automatically from other modules
Exceeded Qty	How much Actual Qty has gone over Budget Qty

Where Actual Qty Comes From

Resource	Source
Material	Material Used entries in the Material tab tagged to this task
Labour	Attendance records for workers assigned to this task
Equipment	Equipment usage entries marked against this task

Actual Qty updates automatically as entries are made — no manual input is needed.

Adding Resources

Sub-tab	How to Add
Material	Click + Add to add a material item. Click Edit to update Budget Qty.
Labour	Click + Add New Workforce to assign a workforce type. Click Edit to update Budget Qty.
Equipment	Click + Add to link equipment to the task.

💡 Check Exceeded Qty regularly. When actual consumption goes over budget quantity on a task, it signals a cost overrun on that line item and needs investigation.

Part 8 — Attaching an Inspection Form

1. In the task detail panel, click + Attach Inspection Form
2. Select from the available forms (created in Settings, Inspection Forms)
3. Note the Trigger (e.g. Before Completion means the form must be filled before the task can be marked done)
4. Click Save

Running an Inspection

1. Click Start on the attached inspection
2. Fill in the form fields (Number, Text, Yes/No, or Pass/Fail depending on form design)
3. Click Mark Passed or Mark Failed

Completed inspections show in the task detail with the inspector’s name, date, and Pass or Fail result.

Part 9 — Filters and Refresh Date

Filter	Options
All Status	Filter by task status
Assignee	Show tasks assigned to a specific team member
Tag	Filter by tag (e.g. Civil, Electrical)
Date	Set a custom date range

Click Refresh Date after making bulk changes to task durations or after updating progress. This recalculates all task end dates based on current data and dependencies.

Part 10 — Gantt View

Click Gantt View at the top right of the Task tab.

Zoom Level	What It Shows
Day	Day-by-day timeline
Week	Week-by-week view
Month	Month-by-month overview

Use the From and To date fields to focus the Gantt on a specific period.

Each bar spans the task’s start to end date. Dependency lines appear as connecting arrows between tasks. Tasks where the actual bar extends beyond the planned bar are running behind schedule.

Part 11 — Resources View

Click Resources View at the top right.

This view shows all team members and their task allocations across the project timeline. Use the arrow buttons to scroll through time periods.

Use Resources View to identify which team members are overallocated and which have capacity for additional tasks.

Part 12 — S-Curve and Progress Charts

Click S-curve in the Task tab toolbar to open the cumulative planned vs actual progress chart.

Click Month on Month Progress to see a bar chart of progress by month.

Both charts can be downloaded from the Project Dashboard, Operational tab as SVG, PNG, or CSV for sharing with clients or management.

Part 13 — Downloading Reports

Click the Download icon in the Task tab toolbar.

DPR (Daily Progress Report)

Select the sections to include and set the date range. Click Download PDF.

Section	Contents
Work Summary	Tasks with progress percentage and overall project progress
Labour Report	Party, workforce count, shift, overtime
Material Inventory	Opening stock, received, used, closing stock
Material Request	Pending requests with status
Equipment	Equipment name, number, usage, fuel
Site Photo	Geotagged photos uploaded against tasks
Subcon Progress Summary	Work order progress
AI Insights	AI-generated high, medium, and low priority flags

Task Progress Report

Downloads a summary of progress for all tasks in the project.

Tips

• Use Level 1 task groups (e.g. CIVIL WORKS, MEP WORKS, FINISHES) to organise all related tasks under a single heading. Large task lists are much easier to navigate with groups.
• Set Est Quantity and Unit on every task you want to track by measurement. Tasks without these fields can only show a percentage, not a quantity.
• Pull tasks from the BOQ whenever the project has a detailed estimate. BOQ import pre-fills names and quantities, ensuring the task list and the financial estimate stay aligned.
• Use tags consistently (Civil, MEP, Structure, Finishes). Tags make filters meaningful across large task lists.
• Attach inspection forms with the Before Completion trigger for quality-critical tasks. This enforces the quality check before the task can be marked done.
• Always click Refresh Date after bulk edits to task durations. Without this, task end dates do not update and the Gantt shows stale data.
• Review Exceeded Qty in the Resources tab weekly. Catching overruns early is far easier than reconciling them at project close.
• The DPR is the main document for daily client and management communication. Set it up with the right sections once and download it regularly.

If Something Goes Wrong

Problem	Likely Cause	What to Do
Cannot add a task	Role does not have Task permission	Ask Admin to check role permissions
Assignee not in the dropdown	Person not added to the project	Add the person to the project team first
Inspection form not showing in the picker	Form not created in Settings	Go to Settings, open Inspection Forms, create the form, then return
Dependency not saving	Circular dependency between tasks	Review task links and remove the circular reference
Progress not updating the percentage	Task has no Est Quantity set	Edit the task and enter an Est Quantity
Gantt view appearing empty	Date range does not cover the task dates	Adjust the From date to include your task start dates
DPR download is empty	No progress entries for the selected date range	Change the date range or add progress entries first
From BOQ list is empty	No BOQs created in the Estimate tab	Create a BOQ in the Estimate tab first
CSV import failing	Template column headers were changed	Download the template fresh and re-enter data without changing the headers
Task dates not updating after changes	Refresh Date not clicked	Click Refresh Date in the Task tab filter area