Bookings on tasks let you schedule work at the moment you define it. Instead of creating a task and then switching to the Resource Planner to book time separately, you can create bookings directly from the task itself.
The booking options and rules are the same as when creating high-level service bookings from the Resource Planner, including service selection, allocation types, and confirmation status.
The difference is that the booking stays linked to the task, making it easier to track planned work and keep schedules aligned.
Before You Start
To use bookings on tasks:
Enable Bookings on Tasks in Settings > Resourcing
Make sure you have permission to create bookings (Add, edit, and delete budget bookings)
The task must belong to a project with available services (belonging to linked budgets or deals)
Creating a Booking From a Task
You can create a booking directly from a task when planning work.
Open the task and click Add booking
The booking form opens in the Bookings tab
Add booking details (service, person, allocation) and click Create booking
A common workflow is to first define the task and then book people to work on it. In many cases, this allows you to create a booking with minimal additional input.
When creating a booking from a task, you’ll see the same options available as when creating a booking from the Resource Planner.
These include:
Service: selected manually, must belong to a budget or a deal linked to the project the task is in
Person: automatically filled if the task has an assignee, otherwise it can be any project member or a placeholder
Date range: prefilled if the task has start and due dates
Allocation type: such as Total hours, Hours per day, or Percentage of the person’s capacity (as defined in their cost rates)
Allocation value: if Time to complete is set on the task, it’s used to prefill the booking hours, which can be adjusted if needed
Booking status: confirmed or tentative
👉 If you plan to adjust task dates after the booking has been created, it's worth checking the article on How Task and Booking Dates Stay in Sync.
Managing the Booking After Creation (Task View)
After creating a booking, its details appear in the Bookings tab on the task.
From here, you can:
Click the booking to expand its details and adjust values directly where available
👉 Find out more about the booking details in Booking Details Explained
Use the three-dot menu to:
Edit the booking (opens the booking modal)
Duplicate or repeat the booking
Convert between tentative and confirmed
Open the related budget or deal
Jump to the booking in the Resource Planner
Delete the booking
Booking Multiple People on the Same Task (Same Service)
A single task can have multiple bookings, even for the same service.
📌 Example
A 20-hour design task is shared by two designers. Each person gets their own booking, with 10 hours assigned to each.
This allows you to split workload across people while keeping the task as the single source of truth for the work being done.
Booking the Same Task Across Multiple Services
A task can also have bookings for different services.
📌 Example
A design task includes work that’s billed under different services:
UI design work billed under a UI Design service
UX research work billed under a UX Research service (on the budget(s) linked to the project)
Each service gets its own booking, potentially with different people, rates, and budgets, while all bookings remain linked to the same task. This keeps billing logic intact while still planning work at the task level.
Creating Task Bookings From the Resource Planner
Bookings on tasks can also be created from the Resource Planner. When a booking is linked to a task:
The task reference is shown on the booking
You can navigate back to the task and project directly
Multiple bookings for the same task remain visible
This allows planner-first workflows to continue unchanged while benefiting from task visibility.
How Task Bookings Appear in the Resource Planner
In the Resource Planner:
Task-linked bookings display the task reference alongside the client, service, budget or deal, and project information
The task remains accessible from each booking
Tip: Right-click the booking to open the quick menu and jump directly to the linked task.
Task Identifiers in the Planner
How task bookings appear in the Resource Planner depends on the layout you’re using.
In the By Budget/Deal view, task bookings are prefixed with the task number, making them easy to distinguish from regular service (budget or deal) bookings.
📌 Tip: To make task bookings even easier to recognize in the By Budget/Deal view, you can use a custom task numbering scheme with a prefix such as TASK. This helps visually separate task bookings from budget or deal bookings.
In all other views, task bookings look like regular service bookings. However:
Hovering over the booking shows the linked task details.
Opening the booking reveals the task it’s linked to, displayed directly below the service information.
Time Tracking With Task Bookings
When a user is booked on a task, time tracking suggestions work the same way as with regular bookings.
The booking appears in My Time as a suggested entry. When the user logs time from the suggestion, the task is automatically linked to the time entry (and time to complete the task is adjusted accordingly).
This keeps time tracking consistent while preserving the connection between planned work and actual time logged.
