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23. Tasks & Reminders (Pro)

Keep track of what your team owes you today, and let the app nudge you about what is coming due.

Note: Tasks and reminders require an active Pro subscription.

23.1 Tasks, Checklists & Activities — Which One?

Three different things in Stone Project look like "a to-do". Picking the wrong one is the most common source of confusion, so start here.

Feature What it is Lives on Use it when
Task One piece of work assigned to one person, with a due date A person "Someone has to do this." Call the lead, order the material, chase a quote
Project checklist The standard steps every job goes through A project "Has this job passed this milestone?" Template taken, deposit received, QC passed
Calendar activity A time slot with a location and a crew A day and a time "We are going somewhere at a specific hour." Measurement, install, delivery

The plain version:

  • A task answers who. It shows up in that person's task list until they finish it. There is no clock attached — only a due date.
  • A checklist item answers where the job stands. It belongs to the project, not to a person, and anyone with access can tick it off. Checklists come from templates so every job follows the same steps. See CRM > Project Checklists.
  • An activity answers when and where. It occupies a slot on the calendar, has a crew assigned, and can move the project's Kanban stage. See Calendar & Scheduling.

They are not walled off from each other. A checklist item assigned to a team member also generates a task for that person, and ticking the item off closes the task. An activity scheduled for today or one that has gone overdue generates a task for whoever it is assigned to.

Rule of thumb

If it needs a person, make it a task. If it needs a time slot, make it a calendar activity. If it is a step every job repeats, put it on the checklist template.

23.2 The Tasks Board

Open the My Tasks card on the Dashboard and tap View all.

The board has three tabs:

Tab What it shows
My Tasks Open tasks assigned to you — pending, in progress, and snoozed
Requested Tasks Open tasks you created for someone else. Your delegation list
Completed Tasks Tasks you have finished, so you can look back at what was done

Each row shows the priority as a colored icon, who it belongs to, the project it relates to, the dates, and a status pill.

Reading a task row

Element Meaning
Colored icon Priority — grey Low, blue Medium, orange High, red Urgent
Person + avatar The assignee on Requested and Completed tabs; the creator on My Tasks
Project code Tap it to jump straight to the project
Flag date The due date. Today shows as Today! in orange, past due shows the days overdue in red, anything within two days is orange
Status pill Pending, In Progress, Snoozed, or Completed

Pull down to refresh.

Where tasks come from

Some tasks you create yourself. Others the app creates for you, every morning at 6:30 AM, and whenever something happens that needs a follow-up:

Trigger Task created
Project moves to Lead Contact new lead: client
Project moves to Production Order material: project
Project moves to Completed Send final invoice: project
An activity is scheduled for today A reminder to run it
An activity has gone past its date An overdue-activity task
A quote has been sitting unanswered Follow up on the quote
An invoice is past due Chase the payment
A project has had no movement for a while A stale-project nudge
A checklist item is assigned to a team member That item as a task for that person

Auto-generated tasks also close themselves when the underlying thing is resolved. Moving a project to Production clears its "collect deposit" and "order material" tasks; ticking a checklist item closes its task; sending the invoice closes the invoice task. You are not expected to tidy up after them.

23.3 Creating a Task

  1. On the Tasks board, tap the + in the top bar (or the + on the Dashboard's My Tasks card).
  2. Fill in:
Field Description
Title Required. What needs to happen
Description Optional detail
Project Optional. Links the task to a job so it can be opened from the task
Priority Low, Medium, High, or Urgent — Medium by default
Due date Optional. Defaults to today if you leave it blank
Assign to Assign to me or Assign to other — pick a team member
  1. Tap Create Task.

A task you assign to someone else lands in their My Tasks tab and in your Requested Tasks tab.

One task per person

A task belongs to a single assignee. To give the same job to three people, create it three times — that way each person can complete their own copy without stepping on the others.

23.4 Working a Task

Tap any task to open its action sheet. What you see depends on the task:

Action Available when What it does
View project The task is linked to a project Jumps to the project detail
Complete The task is not finished Marks it done and moves it to the Completed tab
Reopen The task is finished Puts it back in the open list
Edit Always Change title, description, priority, due date, or assignee
Discussion Always Opens the comment thread — see 23.5
Dismiss Auto-generated tasks that are open Hides it without marking it done — for a nudge that does not apply
Delete Tasks you created by hand Removes it, after a confirmation
View details The task points at a related record Opens whatever the task is about — an invoice, a quote, an activity

Dismiss and Delete are not the same

Delete is only offered on tasks a person created by hand. Auto-generated tasks cannot be deleted — the app would just recreate them on the next run. Use Dismiss instead: it clears the task from your list without claiming the work was done.

Reassigning a task

Open the task, tap Edit, and change the Assigned user. The task moves to that person's list.

23.5 Task Discussions & @Mentions

Every task carries its own comment thread, so the back-and-forth about a job stays attached to the job instead of scattering across chat.

  1. Open a task and tap Discussion.
  2. Type in the box at the bottom and send.

Mentioning a teammate

Type @ and a picker of your team members appears. Choose one and their name is inserted into the comment.

The person you mention gets a notification with your name, the task title, and the start of your comment. Tapping it opens Stone Project straight on that task's discussion — even if the task is not assigned to them and does not appear on any of their tabs.

The input works exactly like project chat, so the @ picker behaves the way your team already expects.

Who can be mentioned

Only active members of your company can be mentioned and notified. You cannot mention yourself.

You can delete your own comments. Owners and admins can delete anyone's.

23.6 Reminders

Reminders are the app's calendar-side nudges: a deadline is approaching, a quote is about to expire, someone needs a follow-up. They are not assigned like tasks — they fire at a date and time and notify people.

Access: sidebar > Reminders.

The three tabs

Tab What it shows
Today Pending reminders whose date is today. Your morning check
Pending Every reminder still waiting to fire, grouped by date — including ones already past due
All Every reminder in any state, so you can look back at what already fired or was cancelled

Pending and All group reminders under date headings: Today in orange, Tomorrow in blue, Yesterday in grey, and any earlier date labeled (Overdue) in red. The All tab also shows a status pill on each card.

Reminder statuses

Status Meaning
Pending Scheduled, not yet fired
Sent Fired — the notifications went out
Cancelled Called off before firing
Failed The system could not deliver it

Reminder types

Type Typically about
Deadline Approaching A project deadline coming up
Quote Expiring A quote about to pass its valid-until date
Follow-up Checking back in on a client or a quote
Overdue Something already past its date
Production Deadline A fabrication milestone
Design Deadline A drawing or template milestone
Installation Reminder An upcoming install
Measurement Reminder An upcoming measurement

Tap the filter icon in the top bar to narrow the list by status, by type, or both.

Working a reminder

  • Tap a reminder to open whatever it is about — the project or the quote.
  • Tap the ⋮ icon on a pending reminder for its menu (long-press or right-click works too):
Action What it does
Edit Change the title, message, date, time, and notification channels
Reschedule Push it to a new date
Cancel Stop it from firing, but keep the record
Delete Remove it entirely

The menu only appears on pending reminders. Once a reminder has fired, there is nothing left to reschedule.

23.7 How Reminders Fire

The system checks for due reminders every 15 minutes, so a reminder set for 9:00 AM goes out within a few minutes of that time.

Notification channels

Each reminder carries its own list of channels, editable from the Edit dialog:

Channel Where it lands
Push Notification The phone or the browser
Email The recipient's inbox
In-App The bell icon inside Stone Project

At least one channel must be selected. New reminders default to push and in-app.

Who gets notified

  • If the reminder was created for a specific person, only that person is notified.
  • Otherwise it goes to the company's owners and admins, plus the team member the project is assigned to.

Push notifications respect each person's own notification settings — someone who has turned push off will still receive the in-app and email copies if those channels are on.

Reminders that cancel themselves

A reminder about something already settled is noise, so the system drops it instead of sending it:

  • The project or quote it points at was deleted.
  • The project has reached Completed or Cancelled.
  • The quote has been accepted, rejected, or has expired.

In each case the reminder is quietly marked as cancelled and never fires.

23.8 Follow-up Reminders on Quotes and Projects

Follow-up reminders hang off a quote or a project, and every one of them carries the same fields — visible when you open a pending reminder and tap Edit:

Field Description
Date and Time When it fires. The time defaults to 9:00 AM
Title The notification headline
Message The body of the notification
Notify by Push, Email, In-App — at least one must stay selected

Both title and message are required, and the date cannot be pushed into the past. The reminder's type is fixed when it is created and cannot be changed afterwards.

Alongside these, quotes get chased two other ways that need no setup from you at all:

  • A follow-up task. A quote that has been sitting unanswered generates a task to chase it. The task closes itself when the client responds or the project moves to Approved.
  • An automatic follow-up email to the client. A quote still in Sent status with no response gets a follow-up email 3 days, 7 days, and 14 days after it was sent — three attempts, then it stops. These go out each morning at 10:00 AM and are recorded in the quote's email history.

23.9 Deadline Reminders from Projects and Activities

Not every reminder is one you wrote. The system generates them for project deadlines, quote expirations, and scheduled activities — activity reminders go out 24 hours and 4 hours before the appointment.

This is covered in full under Calendar > Deadline Reminders.

23.10 The Daily Summary

Every morning at 8:00 AM, Stone Project puts together a summary of what needs your attention:

Section What it lists
Overdue projects Projects past their deadline, with the client and how many days late
Due today Projects whose deadline is today
Upcoming Projects with a deadline in the next 7 days
Expiring quotes Quotes expiring within 7 days, with the client, total, and valid-until date
Quotes needing follow-up Quotes sent with no response yet, and how long they have been waiting

Combined with the Today tab on Reminders and the My Tasks card on the Dashboard, that is the whole morning check: what is late, what is due, and who owes you what.

Order of operations

Auto-generated tasks are built at 6:30 AM, the daily summary goes out at 8:00 AM. By the time the summary reaches you, the day's tasks are already sitting in your list.