The Task List report lists tasks across your customers and projects, with their dates, status, hours and costs. Project managers use it for client status reports, to find overdue or unassigned tasks, and to spot tasks where the time tracked has passed the estimate.
Open the report
Go to Reports in the left menu. On the Standard tab, click Task List under Project Management, or type its name in Search. Choose one or more customers in the panel on the right, then click Preview.
Administrators, Finance Managers and Portfolio Managers can run the report on every project. Project Managers can run it for the projects they're an active member of: the Customer and Project lists show only those projects. Cost and billable amounts need Can manage Project Member Cost & Billable Rates on their project membership, and fixed amounts need Can manage Fixed Amounts on project. Project Collaborators, including external contacts with that role, get the Task List Report (Restricted) instead, limited to their projects and without the hours and cost columns.
Choose what to include
Customers and projects
- Customer: required. Choose one or more customers, or tick Include all Customers.
- Project: narrows to the customers you choose, and to any Project Tags or Project Categories you set.
- Archive Status: tasks on active projects, archived projects or both.
Groupings
- Primary Grouping and Secondary Grouping: group by Customer, Project, Section, Assigned To, Created By, Due Date, Task Type, Status, Priority or Project Owner.
Dates
- Due Date From / To, Create Date From / To, Completed Date From / To and Updated Date From / To. For a progress report, list the tasks completed in a period.
Tasks and people
- User Tags, Assigned To and User Archive Status. A user tag narrows the Assigned To list to one team. User tags are set up under Settings › Scheduling Settings and added to people on their contact details. Choose Unassigned in Assigned To to find tasks nobody owns yet.
- Task Type, Task Status and Priority. The statuses are listed as type and status, and narrow to the task types you choose.
- Task Tags, Project Owner and Recurring Task Type (Parent Task or Child Task).
- Overdue Task: only tasks that aren't complete and whose due date has passed. Tasks without a due date never count as overdue.
- Tasks with Schedule Assignments: only tasks with at least one schedule booking.
- Exclude Subtasks: ticked at first. Untick it to include subtasks.
Hours
- Only Billable Timesheets: count only billable time in the actual hours.
- Hrs Remaining Calculation: Est - Act Hrs (Default) takes the time tracked from the estimate, Sch - Act Hrs takes it from the scheduled hours, and Based on % Complete projects it from the time tracked so far and the task's % complete.
- Only Negative Hrs Remaining: only tasks whose remaining hours are below zero, using the calculation you chose.
Display
- Show Columns, Sort Columns and Sort Order. Task Display Order sorts tasks in the order they have in the project. You can also click a column heading in the report to sort by it.
- Hide Individual Tasks: show only the group subtotals.
- Timezone: show dates in each user's timezone or the account timezone (the default).
- Display Parameters on Report and Display Saved Report Title.
Read the report
The report always shows Project and Task. By default it also shows Section, Assigned To, Due Date, Status, Customer and Priority. Add more with Show Columns:
Columns | What they add |
|---|---|
Est Hrs, Act Hrs, Rem Hrs, Sch Hrs, % of Estimate | Estimated, tracked, remaining and scheduled hours, and tracked time as a share of the estimate. Est Hrs is the estimate on the task. Act Hrs is all the time logged on the task, in every approval status (including Draft, Pending and Rejected) and whatever its date: the date filters pick tasks, not time. Rem Hrs and % of Estimate are worked out from it, so rejected time counts there too. Sch Hrs comes from all schedule bookings linked to the task. |
%Complete, Subtask Count, Subtask Progress | Progress on the task |
Total Time Cost, Total Expense Cost, Total Cost Amount, Total Billable Amount, Total Fixed Amount | Costs, billable amounts and fixed amounts on the task. Total Cost Amount is the time and expense costs together. See cost rates and billable rates. |
Start Date, Completed Date, Create Date, Updated Date, Created By | Dates and who created the task |
Task Type, Task Tags, Recurring Task Type, Parent Task, Project Tags, Project Categories, Project Owner | More about the task or project |
The report shows up to 11 columns. If you choose more, it asks you to remove some instead of showing the tasks. On the Free plan, it lists the first 300 tasks. When there are more, it says "Displaying the first 300 of" the total and asks you to upgrade to a paid plan to see the rest.
When you group the report, each group gets subtotals for the hours and amounts, and % Complete shows the group's average. Amount subtotals show NA when a group mixes currencies. When you group by Assigned To, % Complete, % of Estimate and the amount subtotals show NA. Click a task name to open the task.
Save, schedule or export
Click Save As in the parameters panel to keep your settings as a saved report. See saving and sharing reports. A saved report can be emailed on a regular schedule, such as a weekly client status report: see scheduling reports for email delivery. To download the report as a file, see exporting data.