Video - Creating and configuring a task in Hive Projects

Note: Hive Projects is a 3rd party integration. This video has been provided by the developer.

asks are the core of HIVE PROJECTS. Whether you’re organising enrolments, scheduling admin work, preparing events, or tracking internal studio tasks, knowing how to create and customise tasks will help you work faster and more efficiently.

This guide walks you through everything you can do when creating a task — from adding files to setting reminders, timers, repeating schedules, subtasks and more.

1. Creating a New Task

There are two ways to add a task inside a project:

Option 1 — Add Task Button (Top of Column)

Click Add Task at the top of any column.

Option 2 — Add Task Button (Bottom of Board)

Click the Add Task button at the bottom of the screen.

Both options open a new task window where you can begin entering details.

2. Basic Task Details

When creating a task, you can add:

Task Title

Give the task a clear name.

Example: Prepare term timetable, Send uniform invoice, Call new enrolment.

Assigned User

Choose who is responsible for the task.

You can assign:

• Yourself

• Any team member added to the project

Assigned users automatically receive an email notification.

Description

Add instructions, notes, or anything your team needs to know.

3. Adding Files

You can upload:

• Documents

• Images

• PDFs

• Screenshots

• Any file needed for context

Files appear inside the task and can be opened by any assigned user.

4. Comments & Mentions

Every task has a comments section.

You can:

• Leave updates

• Ask questions

• Tag team members using @name

• Reference files inside the comment

• Track discussion around the task

Tagged users will receive notifications.

5. Time Tracking: Log Time & Timers

HIVE PROJECTS includes built-in time tracking.

Log Time Manually

Record hours/minutes spent on the task.

Example: 2 hours logged.

Start a Timer

Start a live timer that counts until you stop it.

Time is recorded automatically.

Time tracking helps you:

• Understand how long tasks take

• Track staff hours

• Review client billable time

• Monitor workload

6. Task Dates

You can set:

• Start Date – When work begins

• Due Date – When the task must be completed

Dates help with scheduling and ensure tasks don’t get overlooked.

7. Repeating Tasks

Tasks can repeat automatically.

To set a repeating schedule:

1. Choose Repeat Task

2. Select the frequency:

   • Daily

   • Weekly

   • Monthly

3. Choose your preferred time

4. Note: Times are set using UTC, so adjust based on your location.

Example:

If your local time is UTC +10 and you want the task to repeat at 3:00 PM, set the task to repeat at 5:00 AM UTC.

8. Subtasks

Subtasks are small checklist items inside the task.

You can add:

• Subtasks

• Subtasks of subtasks

• Notes inside subtasks

This makes it easy to break down complex jobs into manageable steps.

9. Clients in Tasks

Each task can be connected to a client.

This is useful when:

• Tracking onboarding tasks

• Handling support tasks

• Managing client requests

• Creating contact-linked workflows

When a task is linked to a client, it becomes easier to automate further actions inside My Studio Manager.

10. Task Priority

You can set priority to help you and your team focus:

• Low

• Medium

• High

• Very High

This helps visually identify urgent tasks.

11. Save Tasks as Templates

If the task is something you repeat regularly:

• Click Save as Template

• The task becomes available under Templates

• You can create that task again in any project with a single click

This saves huge amounts of time.

12. Deleting Tasks

Tasks can be deleted at any time.

Deleted tasks are removed from the board immediately.