Tasks & Compliance

My Tasks vs All Tasks

• My Tasks — shows only tasks assigned to you. Use this for your daily work.
• All Tasks — shows tasks across the whole team. Useful for managers tracking overall progress.

Switch between the two views using the tabs at the top of the Tasks page.

[Screenshot: tasks page with My Tasks / All Tasks tabs]

Monthly Task Views, Filters, and Navigation

The Tasks page is period-aware. When you choose a month, the portal includes tasks that belong to that period even when their recurrence is monthly, quarterly, yearly, weekly, semi-monthly, or date-specific.

Use the filter controls to narrow the list by:

• client
• project, when the client has projects configured
• staff member
• task status
• category
• search text

When a task has a related project, the task list and task detail show that project relationship so staff can understand the client workstream.

The selected month, filters, search, and page are saved in the URL. This means you can open a task detail page, go back to the list, or share a filtered task view without losing the context you were reviewing.

Large months are paginated server-side. Use Previous and Next at the bottom of the list when the page shows only part of the matching task set.

Client detail task lists

The client detail Tasks tab uses the same period-aware monthly matching as the main Tasks page. If a client has hundreds or thousands of tasks, the selected month should still show the full matching task set instead of only the first tasks loaded for that client.

Task Statuses

Status	What It Means
pending	Task created but work hasn't started yet.
in_progress	You're actively working on it.
waiting_on_client	You need something from the client before you can continue.
completed	Work is done and the task is closed.
cancelled	Task was cancelled — no further action needed.

Compliance Workflow

Compliance workflows are now dynamic — they're defined by the pipeline assigned to the task's service. Instead of a fixed set of steps, each service can have its own custom step-by-step workflow.

The steps you see in the compliance section of a task depend on which pipeline that service uses. For example:

• A payroll service might have steps like: "Gather Timesheets → Process Payroll → Client Approval → Submit to BIR → Done"
• A business registration service might have: "Prepare Documents → SEC Filing → BIR Registration → Complete"

Each step can have different requirements — some require document uploads, some require notes, some need client approval. The stepper in the task detail sidebar shows your progress through the pipeline.

[Screenshot: task detail with dynamic pipeline stepper]

Legacy Standard Pipeline

Services using the Legacy Standard pipeline follow the original 8-step flow:

1. Scheduled — Task is on the calendar, not yet started.
2. In Progress — Work has begun.
3. Needs Your Action (client-facing) — You're waiting on the client for documents or approval.
4. Done — Filing is complete.

Advancing Through Steps

To move a task to the next step, click Advance in the compliance section. If the current step requires a document or note, the button is disabled until you meet those requirements.

Step requirements and contextual banners:

When a step has requirements, the task detail page highlights what you need to do:

• Document required: The document upload area shows a banner: "A document is required to advance from this step."
• Note required: The comment box highlights with a banner: "A note is required to advance from this step."
• Client action required: A banner indicates the client must take action before the task can proceed.

Once you fulfill the requirements (upload a document, add a note), the Advance button becomes active. For linear pipelines, the Advance button is simplified to a single action — no dropdown needed.

Automatic reassignment:

If a pipeline step has a default assignee configured, advancing to that step automatically reassigns the task to that staff member. This routing happens behind the scenes — you don't need to manually reassign. If you manually assign a task to someone specific, that takes precedence over the step's default.

Some steps auto-sync the task status. For example, moving to a "waiting_on_client" step automatically sets the task status to waiting_on_client — you only need to update once.

For more about how pipelines work, see Compliance Pipelines (Admin).

Definition of Done

Before marking a task as completed, make sure:

• The task has reached the terminal step of its pipeline (the last step, usually marked "Done" or "Complete").
• All required documents for that step are uploaded and accepted.
• Any client approval required by the pipeline has been received.
• The filing or deliverable has been submitted.
• Notes are updated with the completion date or reference number.

Tasks are considered complete when they reach a step marked as terminal in the pipeline. Check with your admin if you're unsure which step is the final one.

Time Tracking

The portal includes built-in time tracking for billable tasks. Time tracking is per-service — your admin enables it in the Service Catalog for specific services that require time logging (e.g., consulting, advisory, project work).

If a task's service has time tracking enabled, you'll see a sticky timer bar at the top of the task detail page. The timer stays visible as you scroll, so you can always start, stop, or check your time without hunting for it.

[Screenshot: sticky timer bar at top of task detail]

Time Tracking Modes

There are three modes for logging time:

Mode	How It Works
Stopwatch	Freeform timing — click Start/Stop to track your work session.
Pomodoro	25-minute work sessions with 5-minute breaks (customizable). The timer auto-stops after the configured work duration and prompts you to take a break.
Manual	Manually enter start time, end time, and a description.

Switch between modes using the dropdown in the timer bar.

Using the Stopwatch

1. Click Start when you begin working on the task.
2. The timer counts up in real-time.
3. Click Stop when you're done.
4. Add a description of what you worked on (optional but recommended).
5. Click Save to log the entry.

Using Pomodoro

Pomodoro mode helps you work in focused intervals with scheduled breaks:

1. Select Pomodoro mode from the dropdown.
2. Click Start — the timer counts down from 25 minutes (or your org's configured work duration).
3. When the timer reaches zero, you're prompted to take a break (default: 5 minutes).
4. Add a description and click Save to log the entry.
5. Start a new Pomodoro when you're ready to resume.

Auto-stop: Pomodoro sessions automatically stop after your organization's configured work hours (e.g., if set to auto-stop at 6:00 PM, the timer pauses at that time even if mid-session).

Your admin configures Pomodoro settings (work duration, break duration, auto-stop hours) at the organization level. Contact them if you need adjustments.

Manual Entry

If you forgot to start the timer or are logging time after the fact:

1. Select Manual mode from the dropdown.
2. Enter the start time and end time.
3. Add a description of the work performed.
4. Click Save to log the entry.

Time Log Summary

The task detail sidebar shows a Time Log Summary with:

• Total billable time logged across all entries.
• Progress vs. estimate (if the task has a time estimate set).
• A list of individual time entries showing who logged the time, when, and for how long.

[Screenshot: time log summary in sidebar]

Voiding Entries

If you logged time by mistake or need to remove an entry, you can void it. Voided entries are marked in the audit trail but removed from billable totals. Only managers or users with appropriate permissions can void entries.

1. Find the entry in the Time Log Summary.
2. Click the Void button.
3. Confirm the action.

Time tracking is opt-in per service

Not all tasks have time tracking enabled. If you don't see the timer bar, it means the service for this task doesn't require time logging. Contact your admin if you think time tracking should be enabled for a particular service.

Client Notifications

When you advance a task to a step that is client-actionable (i.e., the client needs to upload a document or approve something), the portal automatically sends the client an email notification. You don't need to contact them separately — they'll receive a clear message telling them what you need and what step you're at.

The specific wording of the notification depends on the pipeline step name and requirements.