How to Manage Subtasks and Task Dependencies in CrmLeaf
All editions. Core feature - no add-on required. Viewing dependency links on a Gantt chart uses the project Gantt view.
Availability: All editions. Core feature - no add-on required. Viewing dependency links on a Gantt chart uses the project Gantt view.
Overview
Subtasks break one task into smaller steps that can be tracked individually. Dependencies record that one task cannot sensibly start or finish until another is done. Together they let you keep a task list readable while still showing the real sequence of work.
A subtask is deliberately lighter than a task: it has its own dates, a single assignee, and a complete or incomplete state.
How It Works
You add subtasks inside a parent task, and you record dependencies between tasks.
Open task → Add subtasks → Assign each subtask → Link dependent tasks → Complete in order
- Subtasks live inside their parent task. They are not separate tasks in the task list and do not carry the parent's full field set.
- Each subtask takes a single assignee, so accountability for each step is unambiguous.
- Each subtask is either complete or incomplete, which makes the checklist of remaining work obvious.
- Dependencies are recorded between tasks, and dependency links are drawn on the project Gantt chart as connections between task bars.
- Time is logged against tasks, not subtasks, so billable time stays at task level.
Who Can Use This Feature?
User
- Add, edit and delete subtasks inside a task.
- Assign each subtask to one person and set its dates.
- Mark subtasks complete as the work progresses.
- Record dependencies between tasks and review them on the Gantt chart.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- The parent task must exist and be within your permission scope.
- The person you assign a subtask to must be a user in the account and, for a project task, a member of that project.
- For dependencies, both tasks must exist. To see dependency links drawn, the tasks must belong to a project with a Gantt chart.
For Users
Step 1: Open the parent task
Open the task you want to break down. Confirm you are in the correct task before adding subtasks, because subtasks belong to their parent.
Step 2: Add the subtasks
Select Add in the task's subtask area and enter each step as its own subtask. Keep each subtask to a single deliverable action so that completion is unambiguous.
Step 3: Give each subtask an owner and dates
Assign one person to each subtask and set its dates. A subtask takes one assignee only; if a step genuinely needs two people, make it a task instead, because tasks support multiple assignees.
Step 4: Record dependencies between tasks
Where one task must wait for another, record the dependency on the task. Use dependencies for sequencing between tasks and subtasks for the checklist inside a task.
Step 5: Work the sequence
Mark each subtask complete as it is finished, then complete the parent task. Open the project Gantt chart to check that the dependency links reflect the real order of work.
Field and Option Reference
| Field / Option | Description | Required |
|---|---|---|
| Subtask title | The single step of work being tracked inside the parent task. | Yes |
| Assignee | The one user responsible for the subtask. A subtask takes a single assignee. | No |
| Dates | The subtask's own start and due dates, independent of the parent task's dates. | No |
| Status | Complete or incomplete. | No |
| Dependencies | Recorded on the task, linking it to the tasks it depends on. Shown as links on the Gantt chart. | No |
Expected Result
The subtasks are saved inside the parent task, each with its own assignee, dates and completion state. Dependencies recorded between tasks appear as links between the task bars on the project Gantt chart.
Service Organisation Context
Service work is usually one deliverable with several steps inside it, and subtasks let a firm show those steps without breaking the deliverable into separate billable items. Because time and the billable flag stay at task level, a document review or a design round remains one chargeable unit no matter how many checkpoints sit beneath it, and the single assignee on each subtask keeps accountability clear when a consultant, a reviewer and a client-facing lead all touch the same piece of work. Dependencies handle the other case - sequencing between phases of an engagement, such as a cutover that cannot begin until testing is signed off. The same distinction serves site and production work, where sequence matters as much as effort.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- A subtask is not a task. It does not carry priority, labels, billable status or its own time logs.
- Log time against the parent task. Billable time reaches invoices at task level.
- Use subtasks for a checklist within one piece of work, and dependencies for order between separate pieces of work.
Common Scenarios
Example: one deliverable, several steps. A task called "Publish product page" gets four subtasks - draft copy, review copy, build page, final check - each assigned to one person with its own due date. The parent task carries the estimate and the billable time.
Example: sequencing site work. On an installation project, the inspection task depends on the installation task. The dependency is recorded so the Gantt chart shows the inspection cannot begin first.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| A subtask cannot be assigned to two people | A subtask supports a single assignee by design. | Create a task instead, which supports multiple assignees. |
| Time cannot be logged against a subtask | Time logs are recorded against a project, task and user. | Log the time against the parent task. |
| Dependency links do not appear on the Gantt chart | The tasks are standalone rather than attached to a project, so they are not on a project Gantt chart. | Attach the tasks to the project before recording the dependency. |
| The intended assignee is not available for a subtask | The person is not a member of the parent task's project. | Ask the project administrator to add the person as a project member. |
Frequently Asked Questions
Can a subtask have its own subtasks?
Subtasks are documented as a single level inside a task. Use dependencies between tasks for deeper structure.
Do subtasks appear in the task list or on the taskboard?
Subtasks belong to their parent task; the parent task is what appears in the list and on the board.
Can I make a subtask billable?
No. Billable is a task-level option, and time is logged against the task.
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