Role Requirements
| Action | Who Can Do It |
|---|---|
| Create tasks | Super Admin, Admin, Project Manager |
| Edit tasks | Super Admin, Admin, Project Manager |
| Delete tasks | Super Admin, Admin, Project Manager |
| View tasks in review / done | Super Admin, Admin, PM, Client |
| Send and reply to feedback | Super Admin, Admin, PM |
| Log time on tasks | All assigned users (Superadmins and Admins can log on behalf of others) |
| Request a task (client) | Client |
| Approve / reject requested tasks | Super Admin, Admin |
Employees assigned to an order can see tasks that are in In Review or Done status. Tasks in In Progress are not visible to employees.
Create a Task
Open the order
Navigate to Orders in the left sidebar and click the order where you want to add a task.
Add a new task
Inside the order, scroll to the Tasks section and click + Add New Task. A task creation form will appear.
Fill in the task details
Complete the available fields:
| Field | Notes |
|---|---|
| Task Name | A clear, concise title for the work item |
| Description | Detailed context, requirements, or instructions |
| Assignee | The team member responsible for completing the task |
| Label | Categorical tag for organizing tasks (e.g., Design, Copy) |
| Start Date | When work on the task begins |
| Due Date | When the task must be completed |
| Client Review Required | Checkbox that requires the client to approve the task before it is marked Done — checked by default |
| Attachments | Reference files or supporting materials |
Task Statuses
Tasks move through the following statuses:- In Progress — The task is being worked on (not visible to clients or employees)
- In Review — The task has been submitted for review; visible to clients
- Done — The task has been approved and completed
When a client or reviewer rejects a task from In Review, its status automatically reverts to In Progress.
Task Modal and Activity Page
Clicking on any task opens the Task Modal, a full-detail view that serves as the task’s activity hub. From here you can see and manage:- Current status, assignee, start date, and due date
- Task description and any attached files
- All feedback threads and replies
- A complete activity log showing every update, comment, and status change on the task
Edit a Task
To update a task’s details after it has been created, open the task modal and modify the relevant fields (name, description, assignee, dates, label, or attachments). Save your changes to apply the update. Only Super Admins, Admins, and PMs can edit tasks.Delete a Task
To delete a task, open it and use the delete option in the task’s action menu. Deletion is permanent — all associated time logs and file versions are removed along with the task.Time Tracking
AgencyHandy includes built-in time tracking so your team can log hours directly against tasks — no external tool required.Starting the Timer
Start the timer
Click Start Timer. The timer begins running and displays the task name, real-time elapsed time, and total time logged.
You can only have one active timer running at a time. Starting a new timer automatically pauses any existing one.
Manual Time Entry
If you need to log time retroactively, click Manual Time Entry on the task and enter:- Date
- Start Time and End Time (or a Duration in hours and minutes)
- Notes (optional)
Work Logs
Click the Work Log button next to the timer to see a full breakdown of all time entries on the task, including date, start/end times, total active time, and any notes. Admins and Superadmins can delete any entry; regular users can only delete their own.Timesheets
Navigate to Timesheets from the left sidebar for a cross-order view of all time logged. You can filter by task name, order ID, assignee, or date range (daily, weekly, monthly), and group results by team member, service name, or task name. You can also start a timer or add a manual entry directly from the Timesheets view.File Feedback
AgencyHandy’s file feedback system lets you and your clients leave precise, visual comments on deliverables — directly inside tasks. It supports images, PDFs, videos, and live websites, with version control and threaded discussions built in.Uploading a File for Review
Open the task, click the ➕ icon in the Attachments section, and upload an image, PDF, video, or paste a live website URL.Leaving Feedback by File Type
Images and PDFs Open the file and use the annotation toolbar (Arrow, Line, Rectangle, Highlight) to mark up specific areas. Select a region, type your comment, and choose whether to share it with your team, the client, or both. You can also undo or redo annotations and change annotation colors. Videos Open the video and pause it at the exact frame where your feedback applies. Type your comment — the video pauses automatically while you type. The feedback is timestamped to that moment. You can remove the timestamp to leave a general comment instead. Live Websites Add the site URL to the task using the ➕ button, then install the AgencyHandy browser extension. Open the site in View Mode (interactive) or switch to Review Mode to take a screenshot and annotate it with draw, text, or shape tools.Comment Actions
Each comment has a three-dot menu with options to:- Edit the comment
- Copy the reply
- Delete the comment
- Restrict visibility to the internal team only
Resolving Feedback
Click the ✓ button on a comment to mark it as Resolved. Resolved comments remain visible for reference and can be reopened. You receive a notification when a comment you left is resolved by someone else.File Versions
Click Upload New Version to add a revised file. Previous versions and their feedback are preserved and accessible from the version dropdown. When opening an older version, AgencyHandy notifies you that a newer version exists. You can label each file as Needs Review or Approved to communicate review status at a glance.Clients can only leave feedback on files if the Client Review Required checkbox is enabled on the task. File feedback is available only inside tasks or orders — not in the service catalog or profile images.
Client-Requested Tasks
Clients can submit task requests from their portal, giving them a structured way to surface additional needs without bypassing your approval process.Client Workflow
Access Requests
The client clicks Requests in their Client Portal sidebar — or uses the + Request a Task button directly inside an order.
Fill in the request form
The client provides:
- Order (mandatory — requests must be tied to an existing order)
- Task Name (mandatory)
- Description (optional)
- Attachments (optional — up to 1 GB; formats include PDF, DOCX, JPG, PNG, MP4, ZIP, and more)
- Start and End Dates (optional)
Agency Workflow
View incoming requests
Click Requests in the Agency Portal sidebar. All pending requests appear in a list view. You can filter by client or order ID, sort alphabetically or by issue date, and use Preferences to show or hide columns.
Review the request
Click a request to read the description and preview any attachments before making a decision.
Approve or reject
Use the action buttons beside each request to approve or reject individually — or use the top-right bulk actions to approve or reject all requests at once.
- Approved requests become active tasks in the order and follow the normal task workflow.
- Rejected requests remain logged with a Rejected status and are not added to the order.
Clients cannot bypass the approval step. A request always requires agency action before it becomes a live task. Pending requests remain visible to both the client and the agency until a decision is made.
All Tasks View
Beyond managing tasks inside individual orders, you can view tasks across every order from a single screen. Navigate to Tasks in the left sidebar to access the All Tasks page. From here you can:- See every task you have visibility on, regardless of which order it belongs to
- Filter and sort by status, assignee, due date, or order
- Quickly identify overdue or at-risk items across your entire workload