This video provides an overview of how tasks work in Payaca, including how to access, filter, create and template them for your projects and events.
Introduction
This guide explains the Tasks feature in Payaca. Tasks can represent anything that needs doing—filling out a form, entering data or completing a checklist. You’ll learn how to access, manage, filter, create and template tasks so you and your team stay organised.
Accessing and Viewing Tasks
Main Tasks List
In the left-hand menu, click Tasks.
You’ll see a list of all tasks across every project and event.
The following columns display by default:
Name: The task’s title.
Status: Shows “To Do”, “In Progress” or “Done”. If a form or checklist is started but not finished, it appears as “In Progress”.
Customer: The customer linked to the task.
Project: The project ID associated with this task.
Event: If the task belongs to a diary booking, the event link appears here.
Assigned To: The team member responsible.
Deadline Date: The due date for completion.
Tasks within a Project
Open a specific project.
On the right side, you’ll see Project Tasks—these are tasks not linked to a particular event (typically office-based).
You can also click the Tasks tab within the project to view all tasks related to that project; it resembles the main task list.
Filtering and Sorting Tasks
Filtering
Whether you’re in the main task list or within a project, use the filter icon (top right) to narrow down what you see. You can filter by:
Task Assignees: Choose one or more team members, or view unassigned tasks.
Status: By default, “Done” tasks are hidden. You can select “To Do”, “In Progress” or “Done” to include or exclude them.
Type:
Checklist (a list of items to tick off)
Materials List (for field-user material requests)
Form / Custom Form Fields (responsive forms on-site)
Event Link: Show only tasks that are linked (or not linked) to an event.
You can save any filter combinations for later or clear all filters to return to the full list.
Sorting
Click a column header—such as Customer, Project ID or Deadline Date—to sort tasks by that column. Clicking again toggles between ascending and descending order.
Searching (Within a Project)
When viewing tasks inside a project, a search box appears above the list. Type any keyword to locate specific tasks by name or other visible details.
Creating Tasks
You can add new tasks in three main ways: directly within a project (for office tasks), by linking to a scheduled event or—if you’re out in the field—via the Field Service App.
1. Creating Tasks Directly within a Project
Open the relevant project and select its Tasks tab.
Click Create Task.
Choose the Task Type—for office tasks, this is usually a “Checklist” or “Form PDF” (note that responsive forms and materials lists typically need to be linked to an event to function in the field app).
Enter a Task Name.
If you selected a checklist, add individual Checklist Items.
Assignee & Deadline: By default, the task assigns to you with a deadline set a few business days ahead (e.g. three days). Change these as required.
Add any Task Notes or instructions.
Click Save (or Discard if you change your mind).
2. Adding Tasks to a Scheduled Event
Open an existing calendar event.
You’ll see tasks already linked to that event.
Click Add Task (or a similarly labelled button) to create a new task tied to this event.
The Deadline Date typically defaults to the event date (or the final day, if it’s a multi-day event).
Choose the Task Type and complete other fields (name, notes, etc.).
If the event already has assignees, the new task may automatically assign to them. If multiple assignees exist, ensure you pick the correct person before saving.
3. Creating a Materials List Task via Field Service App
In the Field Service App, tap Tasks.
Tap Add New and choose Request Materials (or “Materials List”).
Fill in the required details—name, items needed, etc.—and submit. This creates a Materials List task visible in the main Tasks list back in Payaca.
Templating Tasks
Task templates save you time by reusing predefined lists of tasks or task details. There are two types of templates: event-level and standalone task templates.
1. Adding Tasks to Event Templates
Click your Logo/Profile icon in the top right of Payaca.
Select Templates.
Choose Event Templates.
Open an existing event template you want to modify.
Click the Plus (+) button (usually top right) to add a task.
Define the Task Type, Name, Checklist Items (if applicable) and any default Notes or Assignee/Deadline.
Save the event template.
Now, whenever you book an event using this template, all these tasks will automatically populate—no need to add them manually each time.
2. Creating Task Templates (for Automations)
In the Templates section, switch to the Task Templates tab.
Click New Task Template (or open an existing one to edit).
Provide a Template Name and Description (e.g., “Pre-Site‐Visit Checklist”).
Specify the Task Type (checklist, form, etc.), Default Task Name and any default Checklist Items or Notes.
Save the task template.
Task templates pair especially well with Automations: for example, you can configure an automation so that when a project reaches a certain stage, Payaca automatically creates a set of tasks based on your chosen task template.
This completes everything you need to get started with Tasks in Payaca. Follow the steps above to keep your projects and events organised. If any questions arise, use the chat icon in the bottom right to reach our support team.