How to Manage Tasks and Track Project Progress in Detail

Detailed task management — creating tasks and importing from BOQ, updating progress with measurements, managing material, labour, and equipment resources per task, attaching inspection forms, using the S-curve and Month-on-Month charts, setting Refresh Dates for planned progress tracking, and switching between Gantt, Resources, and List views.

For a full guide to the Task tab covering hierarchy, dependencies, filters, DPR, and all views, see How to Manage Tasks and Project Schedule in Onsite. This article focuses on the resource management, progress tracking, and planning tools.

Before You Start

• You must be inside a project
• Tasks must be created before resources can be added or progress can be updated
• Inspection forms must be created in Settings before they can be attached to tasks
• Materials must be in the project’s Material tab before they can be added as task resources

Part 1 — Adding a Task

Click + Add Task in the task list.

Field	Required	What to Enter
Task Name	Yes	Description of the work item
Duration (days)	Yes	Number of days planned
Start Date / End Date	No	Select from the calendar
Unit	No	Unit for progress tracking (sqft, cft, nos, RMT, MT, etc.)
Est Quantity	No	Total planned quantity for this task
Tags	No	e.g. Civil, Electrical, MEP — for filtering
Assign To	No	Select a team member from the dropdown

Task auto-saves as you work. Look for the Saving… indicator in the top bar.

Part 2 — Importing Tasks from BOQ or Other Projects

Click the dropdown arrow next to + Add Task to see import options.

From BOQ

1. Click From BOQ
2. A panel shows all BOQs for this project
3. Click the BOQ to pull from
4. Tick the checkboxes next to each item you want to add as a task
5. Click Save

Each selected item is added as a task with its name and estimated quantity pre-filled from the BOQ.

From Other Projects

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

Import CSV

1. Click Import CSV
2. Download the template
3. Populate the template with task names, durations, and dates
4. Upload the completed file

Part 3 — Updating Task Progress

Click on any task to open its detail panel, then click + Progress.

Field	What to Enter
Date	Defaults to today — change if entering for a past date
Number	Count dimension (e.g. 10 for 10 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	Select from the project’s Location Structure (e.g. Floor 2, Zone A)
Notes	Optional remarks about this entry

Click Save Progress.

Progress is cumulative — each entry adds to the previous total. The task completion percentage updates automatically.

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

Part 4 — Managing Task Resources

Click on a task to open its detail panel, then click the Resources tab.

Three sub-tabs appear:

Sub-tab	What It Tracks
Material	Materials allocated to this task with budget, planned, actual, and exceeded quantities
Labour	Workforce assigned with budget and actual hours
Equipment	Equipment linked to this task

Resource Quantity Columns

Column	What It Shows
Budget Qty	Planned quantity manually set for this task
Planned Qty	Expected consumption scaled to current task progress percentage
Actual Qty	Real consumption auto-pulled from Material Used, Attendance, and Equipment entries tagged to this task
Exceeded Qty	Actual Qty minus Planned Qty — shown in red when positive

Adding Material Resources

Click + Add in the Material sub-tab.

Select the material from the project inventory and enter the Budget Qty (planned total for the full task).

Click Edit next to any existing material resource to update the Budget Qty.

Adding Labour Resources

Click + Add New Workforce in the Labour sub-tab.

Select the workforce type (e.g. Mason, Carpenter) and enter the Budget Qty in workforce-hours.

Adding Equipment Resources

Click + Add in the Equipment sub-tab.

Select the equipment from the project equipment list and enter the Budget Qty.

⚠️ Check Exceeded Qty regularly across all resource types. When actual consumption exceeds the planned budget on a task, it signals a cost overrun on that item that needs investigation before it compounds further.

Part 5 — Attaching and Running Inspection Forms

Attaching a Form

1. In the task detail panel, click + Attach Inspection Form
2. Select the form from the list (forms are created in Settings, Inspection Forms)
3. Note the Trigger — 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 each checklist field (number, text, Yes/No, or Pass/Fail depending on form design)
3. Click Mark Passed or Mark Failed

The result appears in the task detail with the inspector’s name, date, and Pass or Fail outcome.

Part 6 — S-Curve and Month-on-Month Progress

S-Curve

Click S-curve from the task toolbar to open the cumulative planned vs actual progress chart.

Use the S-curve to spot delays early. If the actual line falls below the planned line, the project is running behind schedule.

Month-on-Month Progress

Click Month on Month Progress to switch to a bar chart showing progress increments by month.

Both charts can be downloaded as SVG, PNG, or CSV from the Project Dashboard, Operational tab.

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Part 7 — Refresh Date (Planned Progress Snapshots)

The Refresh Date captures a planned progress snapshot at a specific point in time. Use it to record what the team planned to achieve by a certain date, then compare against what was actually done.

Adding a Refresh Date

1. Click the current date shown in the task toolbar
2. Click + Add New
3. Select the snapshot date
4. Click Save

Recording Planned Progress for a Date

1. Click the new date to make it the active Refresh Date
2. Click Select Task and choose a task
3. Enter the planned progress value for that task as of this date
4. Click Save

Repeat for each task you want to track against this snapshot.

💡 Set Refresh Dates at regular intervals (weekly or fortnightly) to build a timeline of planned vs actual progress for management reporting or client presentations.

Part 8 — Gantt View

Click Gantt View from the task toolbar.

Set the time scale: Day, Week, or Month.

Set the date range using the From field to focus on a specific period.

Dependency lines appear as connecting arrows between tasks. Tasks where the actual bar extends beyond the planned bar are running behind schedule.

Part 9 — Resources View

Click Resources View from the toolbar.

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.

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Tips

• Use the Exceeded Qty column in the Resources tab as a weekly cost overrun alert. Red rows need investigation before the variance grows.
• The S-curve in Month mode gives a high-level overview. Use Week mode for near-term planning and spotting short-term delays.
• Attach inspection forms with the Before Completion trigger to enforce quality checks before a task is closed out.
• Set Refresh Dates at the start of each week or fortnight to build a planned progress log. This is the data source for variance analysis in stakeholder reports.
• Tasks pulled from the BOQ via From BOQ carry pre-filled names and quantities. This ensures the task list and financial estimate stay aligned from the start.
• Assign all tasks to specific team members. Unassigned tasks have no accountability and are harder to track in the Resources view.

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If Something Goes Wrong

Problem	Likely Cause	What to Do
Task not saving	Task Name or Duration is blank	Fill both required fields and try again
Cannot assign a team member	Person not added to the project	Add them via the project Party tab first
Gantt View appears empty	Date range does not cover any task dates	Adjust the From date to include your task start dates
S-curve shows no data	No progress entries recorded	Update task progress before checking the S-curve
Inspection form not appearing	Form not attached to this task	Click + Attach Inspection Form in the task detail and select a form
Exceeded Qty showing for all resources	No Budget Qty set on resources	Click Edit on each resource and enter the Budget Qty
From BOQ list is empty	No BOQs created in the Estimate tab	Create a BOQ in the Estimate tab first