Overview

Tasks in Wedy Pro give you a structured way to track every deliverable, follow-up, and action item across your client projects. Whether you need to send a contract, confirm a timeline, or follow up on a deposit, tasks keep your workflow organized and your team aligned.

You can create and manage tasks in two places: the Tasks tab inside any individual project, or the global Project Tasks board that shows tasks across all your projects at once. Both use the same task board interface with customizable columns, inline editing, and a detail panel for comments and file attachments.

Time to complete: 5–10 minutes to create and configure your first set of tasks.

How to create a new task

To create a task in Wedy Pro, navigate to either the Tasks tab inside a project or the Project Tasks page in the CRM sidebar.

Scroll to the bottom of the task table for the project you want to add a task to.
Click the + Add subitem row.
Type a title for your task (for example, "Send contract to client" or "Confirm floral timeline") and press Enter.
The task appears in the table immediately. Click any cell in the row to start filling in column values — status, due date, assignee, and more.

How to edit a task title

Click directly on a task's title text in the table. The field becomes editable inline — make your changes and click away or press Enter to save. No modal or extra step required.

How to set task status with colored labels

The Status column lets you track where each task stands using custom labels with color coding.

Click the status cell for any task.
A dropdown appears showing your available statuses (for example, Waiting on Client, In Progress, Ready to Send, Done).
Select a status to apply it. The cell updates with the status name and its assigned color.

Create custom status options

Click any status cell to open the dropdown.
Type a new status name in the input field at the bottom of the dropdown.
Choose a color from the 14 preset color options (red, orange, yellow, green, blue, purple, and more).
Save the new status. It becomes available across all tasks in your account.

A wedding photographer might create statuses like Waiting on Client (orange), Editing (blue), Ready to Deliver (green), and Delivered (purple) to track post-event deliverables at a glance.

How to assign people to a task

Use the People column to assign team members to specific tasks so everyone knows who is responsible for what.

Click the people cell for a task.
Search for a team member by name and select them. You can assign multiple people to a single task.
If you assign someone who is not yet a member of this project, a confirmation dialog appears: Add to Project? — accepting automatically grants them access to the project.

Assigned team members receive email notifications when key column values change (such as status, due date, or assignment). They also receive daily reminders for tasks with due dates matching the current day.

How to set due dates and timelines

Two column types help you manage task timing:

Date column

Click the date cell for a task to open a date picker. Select a date to set the task's due date. Assignees receive automatic email reminders on the due date. This is ideal for single-deadline tasks like "Send contract by Friday."

Timeline column

Click the timeline cell to set a date range with start and end dates. Use this for tasks that span multiple days, such as an editing window or a multi-day floral installation setup.

How to use custom columns

Wedy Pro offers eight column types so you can tailor your task board to match your exact workflow. To add a column, click the + button in the column header area and choose from:

Status — Custom status options with 14 color choices for visual tracking.
Dropdown — Define custom dropdown options for categorization (for example, priority levels or task categories).
Text — Free-text field for notes, descriptions, or additional context.
Date — Date picker for deadlines and follow-up dates.
People — Assign one or more team members to a task.
Numbers — Numeric values for hours, quantities, or costs.
Checkbox — Simple toggle for yes/no tracking.
Timeline — Date range with start and end dates for task duration.

You can reorder columns by dragging their headers, and use the column header menu to edit, delete, or toggle column visibility. Each column also has access settings — Owners and Admins can control who can view and edit each column.

How to view task details

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, plus two tabs:

Updates — Post comments about the task, reply to existing comments in threaded discussions, and @mention team members. Mentioned users receive email notifications. You can edit or delete your own comments and replies.
Files — Attach files directly to the task — contracts, mood boards, timelines, photos, or any reference document. View attached files with name, size, and upload date, and download or remove them as needed.

Close the panel by clicking outside it or pressing Escape.

For example, a florist coordinating a large corporate event could attach the finalized arrangement layout to a "Confirm centerpiece design" task and @mention their assistant to review it — keeping all communication and files tied to the specific action item.

For a deeper guide on task comments and file attachments, see Add Comments and Files to Tasks.

How to duplicate a task

Duplicating a task creates an exact copy with all column values preserved — title, status, assignee, dates, and custom column data. This is useful when you have recurring deliverables across projects or need multiple similar tasks.

Select the checkbox next to the task you want to duplicate.
In the selection bar that appears at the bottom of the table, click Duplicate.
The duplicated task appears in the same project with identical column values. Adjust only what needs to change.

How to delete tasks and use bulk operations

To delete a single task or manage multiple tasks at once:

Select one or more tasks using the checkboxes in the leftmost column.
A selection bar appears at the bottom with three actions: Duplicate, Delete, and Clear.
Click Delete to remove the selected tasks. A confirmation prompt appears before the tasks are removed.
Click Clear to deselect all tasks without deleting.

Bulk operations save time when setting up a new project — create one task, duplicate it several times, then customize each copy.

How to reorder tasks

Drag and drop tasks to reorder them within a project's task list. Grab a task row and move it to your preferred position — the new order is saved automatically. This is helpful for prioritizing the most urgent deliverables at the top of your list.

Task notifications

Wedy Pro automatically sends email notifications to keep your team informed:

Column changes — When a task's status, due date, or assignee changes, assigned team members receive a notification. You can enable or disable notifications per column in the column settings.
@mentions — When you mention a team member in a task comment or reply, they receive an email notification.
Due date reminders — Tasks with due dates matching the current day trigger automatic reminder emails to assignees.
Assignment updates — When a task is assigned to a new person, they receive a notification. When unassigned, they are also notified.

Tips for managing tasks effectively

Use the global Project Tasks board (accessible from the CRM sidebar) to see tasks across all your projects in a single view, grouped by event month.
Create a Status column with stages that mirror your actual workflow — "Not Started," "In Progress," "Waiting on Client," and "Complete" work well for most event vendors.
Assign a People column to every task so team members know exactly what they are responsible for.
Attach relevant files (contracts, mood boards, shot lists) directly to tasks via the Files tab in the detail panel — no need to search through emails or shared drives.
Use the Timeline column for tasks that span multiple days, such as editing windows or rehearsal-to-event-day preparation.
Combine tasks with automations — the Create Task action can automatically generate tasks when a project reaches a certain stage.

Frequently asked questions

Can I see tasks across all my projects in one place?

Yes. Wedy Pro includes a dedicated Project Tasks board accessible from the CRM sidebar. It displays all tasks across every project in a single view, grouped by month. See Use the Project Tasks Board to View and Filter Tasks for more details.

Can I assign a task to someone who is not on the project?

Yes. When you assign a team member who is not currently added to the project, Wedy Pro displays an Add to Project? confirmation. Accepting grants them access to the project so they can view the task board, documents, and other project details.

Can automations create tasks automatically?

Yes. The Create Task action is available in Wedy Pro automations. You can set up a workflow that automatically creates a task when a specific trigger fires — for example, creating a "Send contract" task when a project stage changes. See Create Your First Automation.

What is the difference between tasks and notes?

Tasks are actionable items with statuses, due dates, and assignees — things that need to get done. Notes are free-form internal records for capturing ideas, client preferences, or meeting summaries. Both are visible only to you and your team, never to clients.