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Help Project Managers

Adding a task to a project

Once you've added a project, you can add as many tasks as you need to it. Each task can have sub-tasks.

Once you've added tasks, you can monitor how work is progressing against each task, and for the project as a whole.

Adding a task

To add a task:

  1. Add or open a project, and click the Edit button, located in the top, right-hand corner of the page.

  1. Click Tasks.
  2. Click the + Task button located at the bottom, right-hand corner of the page.

  1. Complete the task fields in the dialog that displays, then click Add Task.
  2. To add a sub-task to a task, click the + icon next to the task name, complete the fields, and click Add Task.

About key task fields

Field name



An alternate way of identifying the project, in addition to its name

Start Date
End Date

Defines the date range for the task.

These dates do not limit time entry – resources can enter time against the task on dates that fall outside this range


The type of worker required to complete this task.

Task Owner

The project resource who can submit SmartBeats for this project.

Must first be allocated to the project as a project resource.

Will display in the Task Owner column for that task on the Tasks tab.

Refer to Assigning resources to a task for more information.

Estimated Hours

The number of hours you estimate the task should take to complete.

The value saved in this field does not update based on new estimates from SmartBeats.

Estimated Cost

The amount you estimate the task should cost, based on the hours estimate.

The value saved in this field does not update based on new estimates from SmartBeats.

Time & Expense Entry Allowed

Choose No if time/expense entry isn't allowed.

If it is, choose whether hours recorded are:

  • Billable
  • Non-Billable, or
  • Billable & Non-Billable

Cost Type

Whether the task's costs represent capital expenditures (CapEx) or operating expenses (OpEx). Available in Polaris PPM only.


Enable this check box to mark this task as a billing milestone, that can be recognized by milestone-based bill plans 

Custom fields

Task custom fields you have set up in your system

How does task resourcing work?

Resources are allocated to the project as a whole, not to the task. However, you can assign a project resource to act as a task owner for a task.

The task owner acts as a kind of team leader, and is the only resource who can submit SmartBeats against the task they own, though other resources can record time against the task.

All users in your system will be automatically available to work on any new project you add. You can set their rates using the rate card for the project.

Closing a task

Closing a task has a couple of effects:

  • Hours can no longer be recorded against closed tasks, via beats or in timesheets
  • Closed tasks won’t display in timesheets or on the beat pages.
  • If a task is a milestone task named in a Fixed Bid Milestone bill plan, closing the task signals completion of the milestone; the associated amount becomes available for billing

To close a task:

  1. Open the Tasks tab.
  2. Click the task name.
  3. Click Open in the panel that displays.
  4. Select Closed.

You can reopen the task at any time

When a project manager marks a task as Done via SmartBeats, the task will close.


Why can’t I see a schedule bar for a task?

Ensure you’ve entered both a start and end date for the task. Task schedule bars only display if both are present.

Why can’t I add any tasks?

Ensure you’ve clicked the Edit button located in the top, right-hand corner of the page.

What does the Milestone option mean?

Enabling the Milestone check box for a task makes that task available to be used as a milestone for the project, if you’re using a Fixed Bid Milestone bill plan.

Why aren’t a user’s tasks appearing on their My Work > My SmartBeats page?

Tasks are only available on that page when the project status is set to Execution, if your administrator has limited time entry to the Execution phase.

Part of a task bar is a different color. What does this mean?

The dark portion of the bar shows the hours recorded against the task, as a proportion of the current estimate for total hours at completion.

Related links

Adding a project
Assigning resources to a task