Share tasks with your client, builder or trade. They see them on their project dashboard, and they can reply in a task. Use tasks for the things you need from them, such as a decision, a sign-off or a delivery date.
Before you begin, add your guest to the project. Refer to How to set up your Project Dashboard.
How it works
Your guest sees a task only when you assign it to them. They don’t see your other tasks.
Assigned tasks show on their Project Management page, in Board, List or Timeline view, and in Your action items on their Overview page.
Project Management must be on in your guest’s project visibility. When it’s off, all project management information is hidden from them, including the tasks assigned to them.
Your guest’s dashboard updates straight away when you change a task.
Turn on Project Management for a guest
On the Project overview, select Share project.
Select ⋯ next to your guest.
Select Manage project visibility.
Select or clear Project Management:
Selected: Your guest sees the tasks you assign to them, in Board, List and Timeline views.
Cleared: Your guest doesn’t see any project management information, including tasks assigned to them.
Select Save.
Programa doesn’t send an email when you select Save.
Assign a task to a guest
Open the task.
Select the Assign field.
Under Project guests, select your guest.
Programa asks whether to email your guest. Select Send email to let them know, or skip it and message them yourself.
Your guest can now see the task on their Project Management page and in Your action items.
TIP: You can assign a task to a guest and a team member, so your team member can follow up.
What your guest sees and can do
On their Overview
Your action items lists the tasks you’ve assigned to them. Your guest selects Review to open a task.
The project timeline shows which phase the project is in and what’s coming up.
On their Project Management page
Your guest sees the tasks you assign to them in three views:
Board: Tasks grouped by status.
List: Tasks in a single list, with their due dates.
Timeline: Tasks against the project schedule. Your guest can select a phase to see its dates and tasks.
In a task
Your guest can:
Read the task, its due date and its subtasks.
Add comments.
Change the task status and complete subtasks.
Your guest can’t change the task name, dates or assignees, and they can’t see tasks that you don’t assign to them.
See your guest’s replies
Your guest’s comments show in the task. Open the task to read and reply.
Stop sharing a task
Open the task.
Select the Assign field.
Clear your guest.
Your guest can’t see the task anymore. Programa doesn’t send an email, and their comments stay in the task.
To hide all project management information from a guest at once, turn off Project Management in their project visibility.
Ideas for guest tasks
Make a decision: “Choose the kitchen tile by Friday.”
Supply something: “Send the appliance specifications.”
Confirm access: “Confirm the site access for the delivery on 12 March.”
If your client needs help, you can send them How to use your project dashboard: client guide.