Task Time Entry Controls

Task Controls & Availability explains how to decide which Tasks can be used on which Projects. Use these settings to keep lists tidy, enforce policy, and prevent miscoding.

Plan availability: Task List settings and Task Availability are available on the Team plan or higher.

Jump to:

• Overview
• When controls are off: My Tasks
• Task List settings (modes)
• Enable & configure Task List settings
• Set Task Availability from the Project
• Set Client/Project access from the Task
• How these settings affect time entry
• Best practices
• Troubleshooting
• Related guides

Overview

Task usage is controlled in two layers:

1. My Tasks (No Task Controls) — all Tasks are available to all users.  Use My Tasks to limit the list as needed.
2. Task Availability — when using Client/Project restrictions, you enable the specific Tasks allowed on a given Project.

When controls are off: My Tasks

If Task List Controls are off (Global Tasks, no restrictions), employees can slim down their personal pickers using Show My Tasks in the Options menu on both Day View and Week View. By default, all active Tasks are available.

1. Open the Options menu in Day View or Week View.
   
2. Click Show My Tasks.
   
3. Toggle on the Tasks you want to see, then click Save.
   

• Per-user setting: Choices affect only that user and can be changed anytime.
• Admin limits still apply: Users only see Tasks they’re allowed to access.
• Not seeing Show My Tasks? Your organization likely has Client/Project scoping enabled.

Task List settings (modes)

• None — All Tasks are available on all Projects. Simplest for short catalogs.
• Client/Project — You must enable Tasks per Project (or grant access from the Task). Recommended for longer catalogs or restricted work types.
  

Enable & configure Task List settings

1. Go to Company → Preferences.
2. Find Task List and choose None or Client/Project.
3. Click Save.

If you choose Client/Project, you’ll see a Task Availability step on the Project Add/Edit page and Task Detail page.

Set Task Availability from the Project (recommended)

1. Go to Company → Projects and open the Project.
2. Open the Task Availability section.
3. Select which Tasks can be used on this Project, then click Update/Save.

Set Client/Project access from the Task (alternate)

You can also grant a Task access to specific Clients/Projects from the Task itself:

1. Go to Company → Tasks and open the Task.
2. In Task Availability, associate the Task with the appropriate Clients/Projects.
3. Click Save.

How these settings affect time entry

• Project first, then Task: On time entry, the employee selects a Project; only the Tasks enabled for that Project are offered.
• None vs. Client/Project: With Global Tasks, all Tasks appear for every Project. With Client/Project restrictions, only enabled Tasks appear.
• Inactive items: Inactive Tasks remain available for reporting, but cannot receive new time.
• Permissions: Admins and Managers (with permission to edit Projects/Tasks) configure Task Availability.

Best practices

• Keep it lean: Start with Global Tasks if your catalog is short; move to Client/Project scoping when the list grows or compliance requires it.
• Enable where work happens: Prefer setting Task Availability from the Project to keep context tight.
• Name for intent: Use clear, action-oriented Task names (e.g., UX Design, Client Meeting).
• Review quarterly: Audit Projects for stale Tasks and inactivate unused ones to reduce picker clutter.

Troubleshooting

• “I can’t select my Task.” If using Client/Project scoping, ensure the Task is enabled for that Project (Project → Task Availability) and the Task is Active.
• “I don’t see Task Availability settings.” These features require the Team plan or higher. If you’re on Starter/Basic, ask your admin about upgrading.