Back to Help Centre

Advanced Features

Master advanced functionality including subtasks, projects, templates, and priority management.

By Byte Size Labs · Updated 13 April 2026

Advanced Features Overview

Once you're comfortable with the basics, these advanced features help you manage complex work, organise large projects, and work more efficiently.

Features Covered:

  • Subtasks for breaking down complex work
  • Progress tracking to see how far you've come
  • Project organisation for grouping related tasks
  • Task templates for repeating workflows
  • Priority system explained in depth

Subtasks & Progress Tracking

Large tasks can feel overwhelming. Break them down into smaller, actionable subtasks to make progress tangible and maintain momentum.

Creating Subtasks

  1. Open the parent task

    Click on any task to open its edit modal

  2. Find the Subtasks section

    Scroll down in the task edit modal — the "Subtasks" section is located below the main task fields

  3. Type and press Enter

    Type the subtask name into the "Add a subtask..." input field and press Enter (or click the + button). Examples:

    • "Research competitor pricing"
    • "Draft initial outline"
    • "Review with team"
    • "Incorporate feedback"
    • "Final review and publish"
  4. Toggle completion

    Click the circle icon next to a subtask to mark it complete (it turns into a green tick). Click again to undo.

  5. Delete a subtask

    Hover over a subtask and click the trash icon that appears on the right to remove it

Progress Tracking

As you complete subtasks, your progress is automatically calculated and displayed:

  • Progress bar: A green bar that fills as you complete subtasks, showing visual progress at a glance
  • Fraction display: Shows "3/5 done" next to the Subtasks heading
  • Completed styling: Finished subtasks appear with a strikethrough and dimmed text so you can focus on what's left
Best Practice: Aim for 4–8 subtasks per task. If you have more, consider splitting the task into multiple separate tasks or creating sub-projects.

When to Use Subtasks

Good uses:

  • Breaking down multi-step processes
  • Tracking progress on large deliverables
  • Creating checklists for routine procedures
  • Ensuring nothing is forgotten in complex tasks

Avoid:

  • Using subtasks that should be separate tasks (if they take hours each, make them tasks)
  • Creating subtasks that need different due dates
  • Nesting too deeply (subtasks shouldn't have their own subtasks)

Project Organisation

For a complete guide, see Projects.

Projects help you group related tasks together, making it easier to see all work associated with a specific initiative or goal.

Creating a Project

  1. Navigate to the Projects section
  2. Click "New Project" or "Create Project"
  3. Enter a project name and optional description
  4. Save

Assigning Tasks to Projects

When creating or editing a task, select the project from the dropdown. The task will appear under that project in the project view.

Task Templates

For a complete guide, see Templates.

Task templates let you save frequently-used task configurations and create new tasks from them instantly. Perfect for recurring workflows that aren't quite regular enough for recurring tasks.

Creating a Template

  1. Create a task with all desired details

    Set up a task with the title, description, duration, priority, and subtasks you typically use

  2. Save as template

    Look for "Save as Template" option in the task menu or settings

  3. Name your template

    Give it a clear name like "Meeting Prep", "Code Review Process", "Blog Post Workflow"

Using a Template

  1. Click "New Task" to start creating a task
  2. Look for "Use Template" or "From Template" option
  3. Select the template you want to use
  4. The task is pre-filled with template details
  5. Adjust dates, specifics, and save

Common Template Ideas

Meeting Preparation

Subtasks: Review agenda, gather materials, prepare questions, set up video call

Code Review

Subtasks: Read code changes, test locally, check test coverage, provide feedback, approve/request changes

Blog Post Creation

Subtasks: Research topic, create outline, write draft, add images, edit, SEO optimisation, publish

Design Review

Subtasks: Review mockups, check brand guidelines, test responsive, provide feedback, approve

Understanding the Priority System

Priorities tell the AI scheduler which tasks to schedule first. Understanding how to use them effectively is crucial for good time management.

4

Urgent Priority

Critical, time-sensitive tasks that must be done immediately or very soon.

When to use:

  • Production issues or bugs affecting users
  • Tasks due within 24 hours
  • Critical client requests
  • Emergency situations

AI scheduling:

Scheduled before all other tasks, as early as possible in your availability

3

High Priority

Important tasks that need attention soon and contribute significantly to goals.

When to use:

  • Key deliverables for major projects
  • Tasks due within 2–3 days
  • Important meetings or presentations
  • Strategic work

AI scheduling:

Scheduled after Urgent tasks but before Medium/Low

2

Medium Priority

Standard priority for most day-to-day work. Important but not urgent.

When to use:

  • Regular tasks with flexible deadlines
  • Ongoing project work
  • Routine maintenance
  • Most of your daily tasks

AI scheduling:

Scheduled after High priority tasks, fills most of your calendar

1

Low Priority

"Nice to have" tasks that can wait. Do when you have spare time.

When to use:

  • Optional improvements
  • Learning or exploration tasks
  • Long-term planning
  • Tasks with very distant or no deadlines

AI scheduling:

Scheduled last, fills gaps in your schedule when higher priorities are done

Priority Tips:
  • Most tasks should be Medium priority — don't mark everything as Urgent
  • If everything is Urgent, nothing is Urgent
  • Combine priority with due dates for best scheduling results
  • Review and adjust priorities weekly as circumstances change

Best Practices for Advanced Features

  • Start simple, add complexity as needed

    Don't feel obligated to use all features immediately. Add subtasks, projects, etc. when they genuinely help

  • Use subtasks for multi-step tasks

    If a task has clear sequential steps, subtasks make it easier to track progress

  • Organise by project, not by date

    Projects help you see all related work together, regardless of when it's due

  • Be strategic with priorities

    Reserve Urgent for truly critical work — overuse dilutes its effectiveness

Need more help? Contact support or return to help centre