← All help articles
Work items

Inside a work item

A tour of a work item: the Summary page with details, time budget, subtasks and notes, what each tab is for, and how to set a reminder.

In short: A work item is one job for one client, for example 2026 Personal tax return. Click it on the Work page or on Home to open it. The Summary page shows everything you need day to day; the tabs along the top hold the rest.

Work item Summary page

The header

The work name, then the client chip. Click the client to open the client’s profile.
A Recurring pill if the work is on a repeat schedule.
The ⋮ menu (top right): Reassign and Archive.

Summary: the Details card

Status – click the pill to change it. The list shows the statuses of this work’s work type. Status Changed shows when it last changed.
Task progress – how many subtasks are ticked, for example “3/7 Subtasks”.
Time budget – the hours planned for this work and how much is used:
- Budgeted, Tracked and Remaining boxes, plus “N% used”.
- The bar is green up to 60% used, yellow up to 80%, and red above that.
- Click Budgeted to open Edit Budget. There you change the Work Budget and set a budget in hours for each subtask, then click Save.
- Start timer starts tracking your time on this work; Stop ends it.
Assignee and Role – who does the work. If the work waits for a role you belong to, click the person button next to Role (“Assign this role to me”) to take it. To reassign, click the assignee’s avatar(s): Reassign work to: lists your team. Tick up to 5 people (“N / 5 selected”) and click Save. The ⋮ menu > Reassign does the same.
Not recurring – Set up a repeat schedule (or the schedule, if it repeats) – click it to go to the Repeats tab.
Start date, Due date, Client and Work type.

Click Edit at the top of the card to change the client, work type or assignee.

Summary: subtasks

The middle of the page lists the Subtasks: the steps of the job. Each has an assignee, a status, its own timer and a due date.

Tick a subtask’s checkbox when it’s done. Its status changes to Completed.
When all subtasks are ticked, the work item’s status changes to Completed too, as long as the work type has a Completed status.
You can still change any status by hand afterwards.

See Subtasks and subtask templates.

Summary: the Notes panel

On the right, Notes works like a chat. Type in “Write a note… (@ to mention)” and press
Enter. Type @ to mention a teammate, or click Reply under a note to answer it. The paperclip attaches a file (it’s saved to Files) and the microphone lets you dictate. See
Notes on work items and clients.

The tabs

Tab	What it’s for
Time	All time tracked on this work, with billable and unbilled totals and Start timer.
Repeats	Set up, edit or stop a repeat schedule, and see every work item in the series.
Files	Files for this work (they are also in the client’s Files tab). Click Upload to add files or New folder to make a folder. See Keep a client’s files in folders.
Notes	All notes as cards, with search and Add note.
Emails	Emails linked to this work; Compose email writes a new one.
Sequences	Automatic email series to the client, which stop when the client replies.
Automation	Rules that act on their own, for example when the due date is reached, notify someone.
Reminders	Notify someone a number of days before or after the start or due date.
Log	The history of this work item: who changed what, and when.

Numbers on the tabs (for example Files 2) show how many items each holds.

Set a reminder

Open the Reminders tab and click Add reminder.
Under When, type the number of days, then choose before or after, and the due date or start date. For example: 5 Day(s) before the due date.
Check the line under it, for example “Goes off on Wed, Oct 28, 2026 at 9:00 AM.”
Under Notify, choose the team member.
Click Create.

Reminder window

On that day the person gets a notification (the bell, top right) and, if they have email notifications turned on, an email. Each reminder in the list can be edited or deleted.

Still stuck? Email support@procharted.com and we’ll help you out.