This feature is currently in Early Access. If you’re interested in enabling it on your account, please reach out to your Customer Success Manager.
Overview
The Lists and Tasks on Web feature gives your team one place inside each project to create, assign, and track work from start to finish.
With this feature, field and office teams can:
Build organized Lists for punch items, quality checks, safety reviews, inspections, and more.
Manage Tasks inside each list with clear owners, due dates, priorities, and statuses.
Work in either Grid View (table) or Kanban View (board), depending on how they prefer to review progress.
Import and export lists using Excel for fast setup and easy sharing.
Keep tasks in sync with mobile, so field teams always see the latest work, even after being offline.
1. When to Use Lists and Tasks
Use Lists and Tasks on Web any time you need a clear, trackable checklist tied to a project, such as:
Punch lists during walkthroughs and closeout
Inspection items (city, owner, GC, or internal inspections)
Quality and safety checklists for specific areas or phases
Coordinating field tasks across multiple crews on a project
Replacing scattered spreadsheets, paper notes, texts, and emails with a single source of truth
2. Accessing Lists in a Project
Go to Projects and open the project you want to work on.
In the left sidebar, click Lists.
The Lists page opens in Grid View by default.
If you don’t see the Lists tab, your role may not have the required permission. See the Permissions section below or contact your BuildOps admin.
3. Managing Lists
Lists are folders for related tasks (for example, “Final Punch – Floor 3” or “Safety Checklist – Week 5”).
Create a New List
From the Lists tab, click Create List.
Enter:
Name – e.g., “Final Punch – Floor 3”, “MEP Rough‑In Inspection – South Wing”.
Description (optional) – give your team a short explanation of what this list covers.
Click Save.
You now have a new, empty list that is ready for tasks.
Import a List from Excel
Use this option when you already have a punch list or checklist in a spreadsheet and want to bring it into BuildOps.
Download the Excel template from the Lists page.
Fill out the template with your tasks (titles, descriptions, assignees, etc.).
Back in BuildOps, click Import.
Upload the completed file.
BuildOps will create the list and automatically populate all tasks.
This is the quickest way to move existing spreadsheets into a structured project list.
Edit, Duplicate, and Delete Lists
From the list header, you can:
Edit a List – change the list name or description any time the scope or naming needs to be updated.
Duplicate a List – copy a list (including its tasks) to reuse it for another floor, area, or phase.
Delete a List – soft‑delete a list when it’s no longer needed. It’s removed from active use without impacting the rest of the project.
Export Lists to Excel
When you need to share lists with external stakeholders (GCs, owners, inspectors, etc.):
On the Lists page, choose to export a single list or all lists for the project.
Download the Excel file.
Send or upload the file through your usual communication channels.
Working with Tasks
Tasks are the individual work items within a list (for example, “Patch drywall at Grid C‑4”).
Create Tasks
Open the list where you want to add tasks.
Click Create Task.
Fill in the key fields:
Title – short, clear description of the work.
Description – optional details or instructions.
Assignee – who is responsible (typically a foreman or crew lead).
Priority – e.g., High, Medium, Low.
Due Date – when the work should be completed.
Save the task.
Each task receives an auto‑generated task number to make it easy to reference in meetings, emails, and reports.
View and Edit Task Details
From either Grid or Kanban view:
In this panel, you can see:
All task fields (title, description, assignee, status, due date, priority, etc.).
Notes – for updates, context, or instructions.
Attachments – such as photos, PDFs, or documents.
Drawing references – links to specific locations on project drawings (if enabled and configured).
Resolution history – a timeline of completions, rejections, approvals, and notes.
You can edit most fields directly in this panel. Changes save automatically.
Task Workflow: Complete, Reject, Approve
Tasks follow a structured completion workflow so you always know what happened and when:
Complete
When work is finished, mark the task as Completed and add a resolution note describing what was done.Reject
If a completed task doesn’t meet expectations (for example, it fails inspection), mark it as Rejected and add a note explaining what needs to be fixed. The task returns to an active state so it can be reworked.Approve
Once the work passes review, mark the task as Approved. The task is locked and the approval is recorded in the resolution history.
This workflow makes it clear who did what, when, and why for every task.
Duplicate or Delete Tasks
Duplicate – copy an existing task (with all its details) when similar work needs to be done in multiple locations.
Delete – remove a task that was added by mistake or is no longer relevant.
Grid View vs. Kanban View
The Lists page offers two flexible ways to work with tasks.
Grid View (Table)
Grid View is the default and is best for detailed review and filtering.
Shows tasks in a sortable, filterable table.
Common columns include:
Task number
Title
Status
Assignee
Priority
Due date
Other project‑specific fields
Use column headers to sort (for example, by due date or priority).
Use filters to narrow down to specific:
Assignees
Statuses (for example, only “Rejected”)
Lists or areas
Time ranges
Grid View is ideal for project managers who want to review and manage a large number of tasks quickly.
Kanban View (Board)
Kanban View gives you a visual, drag‑and‑drop board organized by status.
Tasks appear as cards in status columns such as:
To Do
In Progress
Completed
Approved
You can drag and drop tasks between columns to update their status instantly.
You can still open any card to see full details in the right‑side panel.
Kanban View is especially useful for:
Daily standups
Walk‑throughs on a projector or large screen
Quick status reviews with the project team
You can switch between Grid and Kanban at any time.
6. Notes and Attachments
Each task can include notes and file attachments so all context lives in one place.
Use Notes to:
Add progress updates from the field
Record decisions made during meetings
Capture additional instructions or constraints
Use Attachments to:
Upload photos (before/after, deficiencies, corrections)
Attach PDFs (inspection reports, spec sheets)
Store supporting documents needed for review or handover
This keeps important information tied directly to the task instead of scattered across emails and chats.
Lists and tasks created on web are fully synced with the mobile app, including offline support:
Field users see their assigned tasks on mobile, even when they’re offline.
When they reconnect, updates sync back to the web automatically.
7. Permissions
Two key permissions control access to this feature:
projectListsAccess
Controls whether a user can see the Lists tab on a project.
If this permission is off, the Lists tab is hidden.
projectListsTasksManage
Controls whether a user can create, edit, complete, reject, approve, duplicate, delete, import, and export lists and tasks.
Users with only projectListsAccess can view lists and tasks but cannot modify them.
If someone on your team is unable to see Lists or cannot perform certain actions, your admin may need to update their role under Settings → Admin → Roles & Permissions.
8. Enabling the Feature
Lists and Tasks on Web is available as an Early Access feature. To enable it for your company:
Contact your BuildOps Customer Success Manager or the BuildOps Support team.
Once enabled, you’ll see the Lists tab inside Projects on web, and tasks will sync with mobile.