How to Manage Tasks and To-Dos in Built Simple: Complete Guide

Built Simple’s task management system keeps construction projects organised with clear responsibilities, real-time progress tracking, and photo documentation. It allows project managers to assign tasks, track completion, and ensure accountability, whether teams are on-site or in the office. This guide covers web and mobile platforms, with step-by-step instructions, productivity tips, and mobile shortcuts to keep tasks visible and actionable.

Internal link suggestion: Link to overview of Built Simple project management features for context.

Understanding Tasks vs To-Dos

Tasks

• Part of schedule: Linked to project timeline
• Duration-based: Start and end dates
• Resource assigned: People or trade groups
• Progress tracked: 0–100% complete
• Examples: “Install kitchen cabinets”, “Pour concrete slab”

To-Dos

• Quick items: Not scheduled on timeline
• Checklist style: Done/not done
• Personal or shared: Individual lists or team visibility
• No duration: Just due dates
• Examples: “Order tiles”, “Call inspector”, “Submit permit”

Internal link placeholder: Add link to task management vs scheduling guide.

Creating Tasks

Web App – Creating Tasks

From Schedule View

1. Navigate to “Schedules”
   
2. Click “+ Add Task” on timeline
3. Fill in details:
   • Task name (specific and descriptive)
   • Start date and duration
   • Assigned to person/trade
   • Priority level
4. Add notes or attach files for clarity

From Task List

1. Go to “Tasks” menu
2. Click “+ New Task”
   
3. Complete form:
   • Title and description
   • Project selection
   • Category/phase
   • Dependencies
   • Required photos or documents

If you haven’t set up a project yet, start by learning how in [How to Create Your First Construction Project in Built Simple: Step-by-Step Guide].

Mobile App – Creating Tasks

Quick Add

1. Tap “+” button
2. Select “Task”
   
3. Quick entry form includes:
   • Voice input option
   • Photo attachment
   • Location tag
   • Assign on the go

From Project

1. Open the project
2. Tap “Tasks” tab
3. Tap “Add Task”
   
4. Task automatically links to project timeline

Task Management Features

Assigning Tasks

Web App Assignment

• Click task to open “Assigned To” field
• Search and select team members or trade groups
• Set task leader for accountability
• Notification options: Email, Push, SMS, In-app

Mobile Assignment

• Tap task → “Assign”
  
• Quick selection from recent assignees or on-site team
• Swipe to confirm assignments

For smoother teamwork and communication, see [How to Collaborate with Your Team in Built Simple: Complete Collaboration Guide].

Task Details and Requirements

• Photo Proof Required ✓ (before, during, and after)
• Checklist Items: Sub-tasks must be completed before marking main task done
• Documents Needed: Permits, specifications, safety docs

Photo Documentation (Enhanced with AI) 

1-Tap Photo Proof Feature

• Open task → camera button → snap photo
• Auto-attached metadata: Timestamp, GPS, task reference, weather
• Benefits: Instant documentation, offline capable, reduces disputes

Web App – Photo Management

• Timeline view of all task photos
• Download high-resolution images
• Create and share photo reports

Internal link suggestion: Add link to photo documentation guide.

Task Status Updates

Status Levels

• Not Started (Gray), In Progress (Blue), On Hold (Orange), Completed (Green), Blocked (Red)

Updating Status

• Web: Click task → drag progress bar or use quick buttons
• Mobile: Swipe → quick status or detailed update with notes/photos

Comments and Communication

• Add comments with rich text, attachments, and @mentions
• Mobile: Voice-to-text, quick phrases, photo comments
• Notifications: Real-time, email digests, push alerts

Internal link placeholder: Add link to team communication tips.

To-Do Lists

Personal To-Dos

• Create private lists: “Today’s Calls”, “Material Orders”, “Inspections”
• Reorder items, set reminders, color-code, sync across devices

Project To-Dos

• Shared lists in project view: “Punch List”, “Defects”, “Client Requests”
• Assign items, track completions, add comments, set due dates

Site To-Dos (Mobile)

• Location-based reminders
• Check off tasks on-site
• Photo verification

Advanced Task Features

Task Dependencies

• Link related tasks with start/finish constraints
• Auto-adjusts dates and shows critical path

Task Templates

• Save ideal tasks with checklists, duration, assignee, documents
• Reuse templates for recurring project activities

Recurring Tasks

• Daily/weekly/monthly patterns
• Examples: Site clean-up, safety meetings, progress reports

Task Filters and Views

• Filter by assignee, project, status, due date, priority
• Save and reuse custom filter sets
• Mobile views: My Tasks, Today, This Week, Overdue, Completed

Internal link placeholder: Link to task filters and views tutorial.

Bulk Operations

• Web: Reassign, change dates, update status, add tags, delete multiple
• Mobile: Long press → select multiple → bulk actions

Integration Features

• Schedule integration: Drag tasks, respect dependencies, resolve conflicts
• Cost tracking: Link to estimate items, track hours/materials, monitor profitability
• Document links: Attach plans, specs, safety documents, change orders

Internal link placeholder: Add link to schedule integration guide.

Mobile-Specific Features

• Offline mode: Create/edit tasks, take photos, queue changes
• Voice commands: “Create task for John”, “Mark plumbing complete”
• Location features: Auto check-in, geo-tagged photos, site reminders
• Quick actions: Widget, Siri/Google shortcuts, Apple Watch/Android Wear support

For a deeper dive into hands-free task management, see [How to Use Voice Commands in Built Simple: Hands-Free Construction Management].

Best Practices

• Daily review: Morning review, update progress, end-of-day wrap-up
• Task naming conventions: Specific, location, trade, consistent format
• Photo documentation tips: Before/during/after, multiple angles, lighting, geo-tag

Internal link placeholder: Link to daily task management tips.

Reporting and Analytics

• Task reports: Completion rates, overdue analysis, team productivity, photo compliance
• Mobile dashboards: Team overview, weekly trends, personal productivity

Internal link placeholder: Add link to task reporting and analytics.

Troubleshooting

• Sync issues: Check connection, force sync, log out/in, clear cache
• Assignment issues: Verify permissions, team activity, project access
• Photo upload issues: Storage, file size, WiFi, background sync

Tips for Success

• Productivity hacks: Batch similar tasks, use templates, set realistic durations, clear titles
• Team adoption: Train on mobile, emphasise photo proof, share success metrics, celebrate completions

Internal link placeholder: Add link to productivity tips for construction teams.

Next Steps

• Photo documentation best practices
  
• Team collaboration guide
  
• Mobile app shortcuts
  
• Reporting and analytics
  

Need Help?

• In-app support
• Guides & Tutorials
• Email: [email protected]
• Community forum: Share tips