What are Project Tasks?
Every event comes with a trail of action items — contracts to send, timelines to confirm, deposits to follow up on, galleries to deliver. Project Tasks in Wedy Pro give you a full-featured task management system built directly into your CRM, so every deliverable stays connected to the client relationship it belongs to.
Wedy Pro offers two ways to work with tasks: a dedicated Project Tasks board that shows tasks across all your projects at once, and the Tasks tab inside each individual project for focused, per-client task management. Both views stay in sync — any task you create in one appears instantly in the other.
Unlike basic task checklists found in other event CRMs, Wedy Pro's task system supports eight custom column types, color-coded statuses, team assignments with threaded comments, file attachments, bulk operations, and drag-and-drop reordering — bringing project management capabilities comparable to dedicated tools directly into your CRM workflow.
Time to complete: 5–10 minutes to set up your first tasks.
How to access Project Tasks
Wedy Pro provides two entry points for managing tasks, each serving a different purpose.
The Project Tasks board (global view)
Navigate to Project Tasks in the sidebar under the CRM section. This opens the global task board at /dashboard/project-tasks, where every task across every project is visible in a single, scrollable view. Use this board when you need a bird's-eye view of all upcoming deliverables across your entire business.
The Tasks tab (per-project view)
Open any project from the Projects page under the CRM section, then click the Tasks tab. This shows only the tasks for that specific project — ideal when you are focused on a single client event and want to manage their deliverables without distraction.
The Project Tasks board layout
The global Project Tasks board organizes your work by calendar month, making it natural for event vendors who think in terms of event dates.
Month-based grouping
Projects are grouped under their event month — for example, February 2026, March 2026, and so on. Projects without a set event date appear under a TBD section, so undated work is never lost. Each month section is collapsible, letting you focus on the timeframe that matters most.
Expandable project rows
Within each month group, individual projects are listed as rows. Click any project to expand it and reveal its task table with all associated tasks and custom columns. This structure lets you quickly scan across months and drill into specific clients when needed.
A wedding photographer planning shoots across several weekends can collapse past months and focus only on upcoming sessions. A florist managing corporate galas in Q2 can expand just those months to see every outstanding deliverable at a glance.
Search, filter, and sort
The Project Tasks board includes tools to find exactly what you need:
Search — The search bar searches both project names and individual task titles, so you can locate any deliverable instantly.
Person filter — Filter tasks by assignee using the multi-select person filter. Select one or more team members to see only their assigned tasks — useful for team stand-ups or reviewing a colleague's workload.
Sort — Sort tasks by task name or by any custom column in ascending or descending order.
Hide columns — Toggle the visibility of event columns (Type, Date, Tags, Stage) and task columns to declutter your view and focus on the information that matters most.
For detailed instructions on searching, filtering, and managing columns, see Use the Project Tasks Board to View and Filter Tasks.
Custom columns for flexible task tracking
Every task table supports custom columns that adapt to your workflow. Wedy Pro offers eight column types:
Status — Color-coded labels you define. Create custom status options like "Not Started," "In Progress," "Waiting on Client," or "Done" with your choice of 14 preset colors for quick visual identification.
People — Assign one or more team members to a task. When you assign someone who is not yet on the project, Wedy Pro displays an Add to Project? confirmation and grants them project access automatically.
Date — Set a single due date via the date picker. Assignees receive an email reminder on the due date.
Timeline — Set a date range for tasks that span multiple days, such as an editing window or a multi-day event setup period.
Text — Free-form text for notes, links, or short descriptions.
Numbers — Numeric values for budgets, quantities, hours, or counts.
Checkbox — A simple yes/no toggle for binary tracking.
Dropdown — A custom list of options you define, such as priority levels or delivery methods.
All column values are inline-editable — click any cell to update it directly in the table without opening a separate form. You can add new columns by clicking the + button in the column header area, rename existing ones, reorder columns via drag-and-drop, and delete columns you no longer need.
Task detail panel: comments and files
Click any task row to open the task detail panel on the right side of the screen. The panel shows the task title (editable inline) and all column values, along with two tabs for deeper task management.
Updates tab
The Updates tab is a threaded comment stream where you and your team can discuss a specific task. Post a comment, tag team members with @mentions, and they can reply directly — keeping the conversation attached to the action item it concerns. Mentioned team members receive email notifications. You can edit or delete your own comments and replies.
For example, a wedding planner coordinating a rehearsal dinner could leave a comment on the "Confirm Venue Layout" task for the decorator: "Can you review the floor plan and confirm the centerpiece count by Friday?" The decorator replies directly on the same task, keeping the conversation in context.
Files tab
The Files tab lets you attach documents directly to individual tasks. Upload contracts, mood boards, shot lists, venue floor plans, or any reference material your team needs while working on that deliverable. Files show their name, size, and upload date. They can be downloaded and removed as needed.
Task-level comments with @mentions and file attachments are unique to Wedy Pro — competing event CRMs offer only basic task checklists. For step-by-step instructions, see Add Comments and Files to Tasks.
Bulk operations and task management
Wedy Pro includes tools for efficient task management beyond basic creation and completion:
Create a task — Click + Add subitem at the bottom of any project's task table, type a title, and press Enter.
Bulk selection — Select multiple tasks using their checkboxes. A selection bar appears with options to Duplicate, Delete, or Clear the selection — ideal for cleaning up completed tasks or replicating a standard checklist.
Duplicate a task — Clone any task with all its column values intact. Useful when a deliverable repeats across events with minor variations.
Drag-and-drop reordering — Rearrange tasks within a project's task list by dragging them into your preferred order.
Inline editing — Click any cell in the task table to edit it directly. Update titles, change statuses, reassign team members, or adjust dates without opening a separate form.
Delete a task — Remove tasks that are no longer relevant. Deletion cascades to any subtasks and their associated comments.
For detailed instructions on creating, editing, duplicating, and deleting tasks, see Create and Manage Tasks.
Tasks within a project vs. the global board
Both views display the same underlying tasks — changes made in one appear instantly in the other. The difference is scope:
Tasks tab (inside a project) — Shows tasks for one project only. Use this when you are actively working on a specific client event and need to create, complete, or discuss tasks in context with that project's documents, emails, and financials.
Project Tasks board (global) — Shows tasks across every project, grouped by month. Use this for weekly planning, team stand-ups, or any time you need to see the full picture of upcoming work across your business.
A photographer managing six shoots this month might start the week on the global board to prioritize across all upcoming sessions, then dive into individual projects throughout the day to handle specific client deliverables.
Task notifications
Wedy Pro keeps your team informed automatically as tasks evolve:
Column change notifications — When certain columns are updated (such as Status, Priority, Due Date, or Assigned To), assigned team members receive email notifications automatically. You can enable or disable notifications for each column in the column settings.
Due date reminders — Assignees receive an email reminder on the day a task is due, ensuring deadlines are never missed.
Assignment notifications — When a team member is assigned to a task, they receive a notification email. When unassigned, they receive an unassignment notification as well.
@mention notifications — When a team member is @mentioned in a task comment or reply, they receive an email notification so they can respond promptly.
How tasks connect to your CRM workflow
Project Tasks integrate with the rest of Wedy Pro, keeping your task management connected to your broader business operations:
Projects — Every task belongs to a project. Creating tasks inside a project keeps deliverables tied to the client relationship, so nothing gets orphaned in a generic to-do list.
Team members — Assign tasks to any team member. When you assign someone who is not yet on the project, Wedy Pro displays an Add to Project? prompt to grant them access automatically, ensuring the right people always have visibility.
Automations — Automation workflows can automatically create tasks using the Create Task action. For example, an automation can generate a "Send Contract" task when a project moves to a new stage, ensuring your follow-up process runs consistently for every client. See Create Your First Automation for details.
Smart Documents — While tasks do not generate documents directly, they serve as your checklist for document-related actions. Use the Create button on a project to generate an Invoice, Contract, or Proposal, then add tasks like "Follow up if contract unsigned after 3 days" to keep every step on track.
Task ideas for event vendors
Here are practical tasks that event professionals commonly track in Wedy Pro, organized by vendor type:
Photographers and videographers
Send engagement session questionnaire
Confirm timeline with wedding planner
Deliver online gallery
Send highlight reel
Follow up on print order
Wedding and event planners
Finalize vendor lineup
Confirm rehearsal dinner details
Send day-of timeline to all vendors
Collect final payment balance
Post-event thank-you notes
Florists and decorators
Confirm flower availability
Approve arrangement mockups
Schedule delivery window
Coordinate breakdown crew
DJs, bands, and entertainers
Collect must-play and do-not-play lists
Confirm sound check time
Send equipment requirements to venue
Caterers
Confirm final headcount
Send tasting menu options
Coordinate setup time with venue
Follow up on dietary restrictions
Frequently asked questions
Can I see tasks from all my projects in one place?
Yes. Navigate to Project Tasks in the sidebar under the CRM section. The global board displays every task across every project, grouped by event month with a TBD section for undated projects.
What is the difference between the Tasks tab and the Project Tasks page?
The Tasks tab inside a project shows tasks for that single client only. The Project Tasks page in the sidebar shows tasks from all projects on one board, grouped by month. Both stay in sync — changes made in one appear in the other.
What column types are available for tasks?
Wedy Pro supports eight column types: Status (with custom color-coded labels and 14 preset colors), People, Date, Timeline, Text, Numbers, Checkbox, and Dropdown. You can add, rename, reorder, and remove columns to match your workflow.
Can I assign tasks to team members?
Yes. Use the People column to assign one or more team members to any task. If the person you assign is not already on the project, Wedy Pro displays an Add to Project? prompt so they gain project access automatically.
Can I attach files to a task?
Yes. Click any task to open the detail panel, then use the Files tab to upload and manage attachments — contracts, mood boards, timelines, or any reference material your team needs.
Are tasks visible to clients?
No. Project Tasks are internal to your team. Clients do not see your task lists, comments, or file attachments.
Can automations create tasks?
Yes. Wedy Pro automations support a Create Task action that automatically generates tasks based on triggers like a project stage change.
Do tasks send notifications and reminders?
Yes. Assigned team members receive email notifications when key columns change (Status, Priority, Due Date, Assigned To), and assignees receive a reminder email on the day a task is due. Team members also receive notifications when @mentioned in comments or when assigned to or removed from a task.
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