Creating and Managing Event Tasks
How to add tasks to an event, assign crew and collaborators, nest subtasks, set dependencies, bulk edit, and work in list, calendar, Gantt, and Kanban views.
A task is one piece of work that has to get done for an event, such as confirming the generator rental or sending the stage plot to the venue. This page covers how to create tasks, organize them, and keep them moving. Open an event and select Project Management in its sidebar; tasks are on the Tasks tab. The page is available to people with project management access on the event; event admins always have it.
Create a Task
Add the task
On the Tasks tab, select Add task, type a name, and press Enter. The task starts in the first status with a To Do state unless you pick another one in the row.
Fill in the details
Priority is one of Low, Medium, High, or Urgent. The Due date is what puts a task on calendars and in people's open work.
Assign a Task
Assignees can be crew members (specific people) or collaborators (a whole company or group on the event). Assigning a collaborator puts the task on that collaborator's Tasks tab, so the vendor's team sees it without you naming each person.
Crew and collaborator pages each have a Tasks tab that lists the tasks assigned to them. A crew member's list also includes subtasks whose parent task is assigned to them.
Subtasks and Dependencies
Break a large task into subtasks by dragging a task onto another one in the list, or with Add subtask in the task's panel. A subtask can have its own subtasks.
A dependency says one task cannot sensibly start until another is finished: the stage cannot be built until the truck is unloaded. Set dependencies from the task's panel. BackOps refuses a dependency that would loop back on itself, and a task cannot be placed under one of its own subtasks.
When you mark a parent task Done while some of its subtasks are still open, BackOps asks whether to complete those subtasks too.
Views
The same tasks can be shown four ways. Switch between them at the top of the Tasks tab.
- List: a table with your columns, grouping, and sorting. The default.
- Calendar: tasks placed on their dates.
- Gantt: tasks as bars from start to due date, for seeing what overlaps.
- Kanban: one column per status. Drag a card to another column to change its status.
Each view has search, filters, and charts, and the List view also has grouping. Completed and archived tasks are hidden by default. Turn on Show completed tasks or Show archived tasks in the view settings to see them.
Bulk Edit
Select several tasks in the list to open the bulk action bar. From there you can change their status, assignees, priority, phase, due date, or reviewers at once, or delete them. New assignees or reviewers replace the existing ones on every selected task.
A bulk change is all or nothing. If one selected task cannot take the change, for example a task whose reviewers have not approved being moved to Done, nothing is changed.
Delete a Task
Deleting a task also deletes all of its subtasks, and cannot be undone. Tasks created by BackOps cannot be deleted by hand; see tasks BackOps creates.