1. Home
  2. Work with Tasks
  3. Subtasks with deadlines

Subtasks with deadlines

The new subtasks are not only the checklist to tick the parts of the task anymore. Subtasks are now enriched with deadlines and discussion.

They are shown in the Calendar and Dashboard, and you can include them in your reports. You can also change the hierarchy of subtask.

Why use subtasks?

Subtasks are suitable in the following cases: 

  • You do not want to forget anything within the task.
  • The task has a process where you want to ensure the proper completion of all its parts.
  • Set a due date for each part separately, and Freelo will remind the assignee about the upcoming due date.
  • If you want to use the subtasks later again within different projects – you can create a template
  • In case you want to assign a task to more users.
Task with subtask assigned to user and deadline.
The task with subtask assigned to the user and deadline.

How to create a subtask

You can create a new subtask when adding a new task or add a subtask to an already existing task in Freelo.

Add a new subtask

This is how you can create multiple subtasks when adding a new task. Just add a list of activities. Confirm via Save.

Adding a new subtask when a creating a new task
Adding a new subtask when creating a new task

Task detail

In case you have an existing task in Freelo and want to add a list of subtasks, click the task name and go to the detail of the task.

Click the green button Add subtasks. Enter the subtask names (one line = one subtask). You can assign all of them to one user. You can set one deadline for all of the subtasks. Confirm via Add subtasks. 

How to add multiple subtasks.
How to add multiple subtasks.

Also, you can assign the user and change the deadline to an already existing subtask.

TIP: Save yourself a few clicks.

You can add the subtasks on the task modal as well. To open the task modal you can use the keyboard shortcut mouse over task + Q. 

Task detail with other data

You can create one subtask with all details – assignment, assignee, deadline, priority, labels, etc. Click the green arrow icon next to Add subtasks button on task detail > Add subtask.

How to add smart subtask to a task
How to add a subtask to a task

In the form, it is necessary to fill in the subtask name. Other details are not compulsory such as assignment, assignee, due date, priority, or labels.

Form for adding new smart subtask to a task.
Form for adding a new subtask to a task.

Subtask detail and features

You already know the detail of the task with the discussion and other features. Go to the subtask detail via the navigation in the modal of the subtask and click Go to the subtask detail.

Animation how to go to the subtask detail.
How to go to the subtask detail.

Subtask features

Besides all this, you can pin the subtask to the project, generate an e-mail for sending comments, see the history of the subtask changes, export its structure, follow it or delete it.

Subtask Reminder

Do you want to continue with the subtask later? The reminder can be set in the right menu via Reminder… Then choose one of the offered options or My own and set it up to your needs.

How to set the reminder for a subtask.
How to set the reminder for a subtask.

How to delete a subtask

There are three ways how to delete a subtask.

First, click the bin icon Delete in the task detail on the right. The second way is in the subtask detail via Delete in the menu on the right.

The last option can delete all subtasks in bulk via the three-dot menu > Delete all subtasks. 

How to delete subtasks in bulk and separately.
How to delete subtasks in bulk and separately.

Labels

For better categorization and filtering you can mark a subtask by the labels. Set the label via the subtask detail and click the label icon on the left.

How to add label to a subtask.
How to add label to a subtask.
Subtask with label on Dashboard.
Subtask with label on Dashboard.

Priority

You can set a priority to a subtask. There are three levels of priority – low, medium, and high. It is the same as task priority. Set the priority via subtask detail and click the exclamation mark icon on the left.

How to add priority to a subtask.
How to add priority to a subtask.
How to add priority to a subtask on the detail of project.
How to add priority to a subtask on the subtask detail.

This feature is useful when you have a part of a subtask for someone, who doesn’t use Freelo. Inside a subtask, you can write all important details, add files, set up due dates, etc., and share the whole subtask’s detail via a secret link. Check how the public links work.

In the right menu in subtask detail click Share via public link… and generate the address. You can send it to anyone you need.

Example how to share subtask detail outside Freelo.
Example how to share subtask detail outside Freelo.

Checklist with subtasks

Within the subtasks, you can have another list of subtasks. These are just simple checklists without added features. You can only assign a user or edit the name.

Example of a checklist in smart subtask Share on social media.
Example of a checklist in subtask Share on social media.

In the parent task detail, there is a blue round icon in case, there are other subtasks in the subtask. There is also visible a graph with the number of subtasks and their fulfillment.

Example or a smart subtask with checklist.
Example of a subtask with a checklist.

How to assign a user

Assign a particular subtask to the user so the team can cooperate. Set up the assignee via the figure icon on the left from the subtask’s name.

How to assign a subtask to solver.
How to assign a subtask to the user.

Do you need to split the work for more users? Subtasks can help you with that as well. Easily type in the names of your colleagues as solvers and simultaneously assign the subtask(s) to multiple users at the same time.

Multiple subtask assignment

Do you have a list of subtasks that will be worked on by one person? On the detail of the task, you can assign the subtasks to one user in bulk when adding subtasks.

Click the green button Add subtasks and type subtasks for one assignee. In the section Who is the subtask working on choose a user for all entered subtasks.

Assign a solver to multiple subtasks at once.
Assign a user to multiple subtasks at once.
TIP: Set up the assignee and deadline in bulk📆

At this stage you can assign all the subtasks to one user or set up the same deadline for all of them.

Subtask checklist

Within the subtask, you can have another checklist with subtasks. There are possible to assign to someone or edit them. There is no option for a due date or discussion. It is just a checklist.

Example of a smart subtask with checklist.
Example of a subtask with a checklist.

In the detail of the superior task, you can see the round icon with a graph. That indicates there are other subtasks. It also helps you check the number of subtasks and the fulfillment.

Task detail with list of smart subtasks. Subtask Share on social media has another checklist.
Task detail with list of subtasks. Subtask Share on social media has another checklist.

How to set a deadline

1. On a task detail

To set a deadline click on the calendar icon. You can choose a fixed date and completion time or a floating due date from – to.

How to set due date via calendar icon.
How to set a deadline via the calendar icon.

To set a due date you can use the keyboard shortcut mouse over the subtask + T.

2. On a subtask detail

Modal of the subtask (pop-up window with task details) appears via keyboard shortcut mouse over the subtask + Q. You can set the deadline for a subtask the same way as for a task – via the pen icon.

How to set a deadline on subtask detail.
How to set a deadline on subtask detail.

Discussion

Open a subtask on its detail and start a discussion. You can add comments, files, or mention your colleagues. Moreover, you can change the text color, highlight it and make your comment more readable. Also add a bullet list, numeration, or quotation.

Always click the green button Save to make the comment public.

How to add a comment to the subtask.
How to add a comment to the subtask.

Next to the Save button is an arrow icon where you have more options within the saving a comment. In one step you can save a comment and finish a subtask > Save & Complete task. Or you can set a reminder when saving a comment > Save & Remind.

Even though a subtask is completed you might need to reopen it. When a subtask is completed the feature changes to Save & Complete task.

Subtasks on the Dashboard and in Calendar

Display subtasks on Dashboard

Subtasks are shown on the Dashboard same as tasks with breadcrumb navigation that shows the task where the subtask belongs. Subtasks have a yellow background.

Subtasks on the dashboard.
Subtask on the dashboard.

You can set up filters on the left side of the Dashboard. There you can choose tasks assigned to you or another user and many more options.

How to hide subtasks on Dashboard

Are you assigned too many subtasks? You can hide them on the Dashboard and see only tasks. For hiding subtasks, active box Hide subtasks.

How to hide subtasks on Dashboard.
How to hide subtasks on Dashboard.

Display subtasks in Calendar

In Calendar, there are shown subtasks with deadlines the same way as tasks. To open the modal window with the detail of the subtask, click on its name.

How to show subtasks in calendar and show detail of subtask.
How to show subtasks in the calendar and show the detail of subtasks.

How to report in subtasks

You can report time, hourly rate/cost, or add the financial statement manually the same way as you do it with tasks. Statements in subtasks are summed in the task where the subtasks belong.

Statements in one subtask.
Statements in one subtask.
The same subtasks visible in task statements.
The same subtasks are visible in task statements.

In the report section, Weekly and monthly are the statements shown summed in the task where the subtasks belong. Here you can find the options for using the timesheet tab.

In the section Timesheets, subtasks are displayed separately – one line = one subtask’s statement.

Time tracking over the task and work reports

Check the help, where you find more about the ways of time tracking and reporting the time in Freelo.

How to add a statement/track the time

You can report manually via the clock icon on the subtask detail. You can add comments, cost, or spent time and confirm by Save. It is not necessary to fill all details in.

How to report manually on subtasks.
How to report manually on subtasks.

To track the time, go to the subtask detail and press the play icon on the left from the subtask name.  The play button icon turns red.

How to track the time spent on a subtask.
How to track the time spent on a subtask.

List of subtasks

Subtask can have a checklist with the assignees. It is not possible to set the deadline or add any details. It is mainly a checklist to tick, or you can use it to divide the responsibilities by more users.

List of subtasks as a checklist
List of subtasks as a checklist.

Subtask notification

If you are assigned to the subtask or you follow the subtask you get the notification in Freelo when there is a new comment or another new detail automatically. It works the same as the task notification.

When you are assigned to the subtask you receive the notifications as well. Or you can set up e-mail notifications for subtasks.

Go to your profile via the avatar in the top right corner) > Settings > E-mail Notifications and activate the checkbox „Send me an e-mail as soon as someone assigns me a sub/task.”

Go to a section Instant e-mail notifications and turn on the alert.
Go to a section Instant e-mail notifications and turn on the alert.
Updated on 7.10.2024
Was this article helpful?