Task managers are the people on your team who approve invoices for a Task. Add a second Task manager before someone goes on leave, or swap one out when a person changes roles, so your freelancers' invoices keep moving without waiting on one person.

Who can do this: Administrators, the Task's current Task managers, and team members whose role lets them edit the Task, for example through Can access and manage Tasks and Projects that are assigned to their Team.

Availability: Every account that uses Tasks, including Tasks on Contracts.

Your workspace may use different names for Tasks or Task managers. The steps are the same.

TABLE OF CONTENTS

What Task managers do

  • They approve invoices submitted against the Task, if their role includes Can approve Invoices.
  • They can approve timesheets on the Task. If the Task also has Timesheet approvers, those people can approve timesheets too.
  • They can edit the Task, including its description.

A Task can have more than one Task manager. Any of them can approve, so adding a second manager is the simplest way to cover an absence.

Before you start

The person you want to add must already be a team member in Worksuite and have accepted their invitation. If they aren't, ask an administrator to invite them. See How to Invite and Remove Team Members.

Add or change a Task manager

To add or change a Task manager on an existing Task:

  1. Open the Task. You can find it in Tasks & Projects → All Tasks, or open the Contract it belongs to, go to its Tasks tab and open the Task.
  2. In the Task's sidebar, find Task managers. You'll see a picture or initials for each current manager.
  3. Click the + button next to them.
  4. In Search teammates, start typing a teammate's name and select them.
  5. (Optional) To take someone off the Task, remove them from the list.
  6. Click Save changes.

The Task manager's picture appears under Task managers, and they can approve invoices on this Task from then on. Keep at least one Task manager on every Task.

To set Task managers on a Task you're creating, fill in the Task managers field when you create it. See Add New Projects & Tasks.

Change timesheet approvers

If your freelancers log time, timesheet approvers can approve their timesheets alongside the Task managers. Timesheet approvers shows on the Task's sidebar, but you change it in the Task editor:

  1. Open the Task and choose Edit task from its actions.
  2. In Timesheet approvers, add or remove people. You can search for teammates or enter an email address.
  3. Click Save changes.

When a team member leaves

When an administrator removes a team member, they choose a teammate to take over that person's Tasks, and that teammate becomes Task manager in their place. See How to Invite and Remove Team Members.

Invoices generated by a Contract

Some Contracts create invoices automatically. Those invoices can go to an Invoice approver set on the Contract rather than to the Task managers. To change that approver, change the Contract. See How to Submit and Track a Contract Change Request.

Troubleshooting

I don't see the + button next to Task managers

Your role doesn't let you edit this Task. Ask an administrator or a current Task manager to make the change.

The Task managers or Timesheet approvers field is greyed out when I edit the Task

Your account's Task template locks this field. Add Task managers from the Task's sidebar as described above. To change the template, contact Worksuite Support.

The person I want doesn't appear in the search

They aren't a team member yet, or they haven't accepted their invitation. Ask an administrator to invite them first.

A Task manager can't approve an invoice

Their role needs Can approve Invoices, and some accounts set a maximum amount each person can approve. See Roles and Permissions for Team Members.

Support/Resources

Still have questions about Task managers? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Including a link to the page you're on and a screenshot helps us answer faster.