The Complete Guide to Task Management on Wallxy — Smart Lists, To-Dos, and Team Assignment

Once your project is created and your drawings are uploaded, the next challenge is execution. How do you track what needs to be done, who is responsible for it, and when it must be finished?

Wallxy eliminates the need for third-party apps like Trello or Asana by building a complete task management engine directly into your architectural workspace. Everything — from a quick daily to-do to a multi-step drawing revision checklist assigned to a junior architect — lives in the same place as your drawings, your team, and your project.

Here is exactly how to use every feature.

🗂️ Part 1 — The 6 Smart Lists

When you open the Tasks module from your dashboard sidebar, you will see a beautifully organised left panel. Wallxy automatically categorises your entire workload using six built-in Smart Lists — each with its own colour, icon, and filter logic.

☀️ My Day

A focused, daily workspace. Add any task here to prioritise your immediate 24-hour attention. Tasks do not automatically move out of My Day — you manually mark them as part of your day so you are always in control of your focus.

⭐ Important

Any task you mark with the Star icon instantly appears in this high-priority list. Use it for tasks that must not slip through — client deliverables, approval deadlines, critical site decisions.

📅 Planned

Tasks with a due date are automatically collected here. Planned gives you a clean calendar-sorted view of everything that has a deadline — without having to search across multiple lists.

🚨 Overdue

Tasks that have passed their due date and are not yet completed appear here — highlighted in red. Use this list at the start of every day to identify what needs immediate chase-up.

👤 Assigned to Me

When a project manager, principal architect, or collaborator assigns a task specifically to you from their Wallxy account, it appears here. This is your personal incoming work queue — everything you are responsible for, in one place.

✅ Tasks

The general default list — your inbox for everything that does not fall into the Smart List filters above. Most new tasks land here unless you specify otherwise.

➕ Part 2 — How to Create a Task

Creating a task is designed to be as fast as possible. You do not need to open a separate window or navigate away from your current view.

Step-by-step:

1. Select your list — click whichever Smart List or Custom List you want the task to live in

2. Type the task — look at the floating input bar at the bottom of the screen. Type your instruction Example: "Draft ground floor electrical layout"

3. Add a due date (optional) — click the Calendar icon to attach a deadline. You can pick Today, Tomorrow, Next week, or any specific date from the mini-calendar

4. Attach files (optional) — click the attachment icon to upload PDFs, images, or reference sketches directly into the task. You can also paste images directly from your clipboard — copy an image anywhere and paste it straight into the task bar

5. Press Enter — the task appears instantly in your list

Task title limit: 500 characters maximum.

Note: If you create a task while in the My Day, Important, or Planned Smart List, the task is automatically tagged with that property when created.

🛠️ Part 3 — The Task Editor Panel

Clicking any task row opens the Task Editor Panel on the right side of your screen. This is where a simple text task becomes a complete architectural workflow item.

Sub-Tasks (Steps)

Break a large task into smaller, checkable steps.

Example — "Complete Ground Floor Electrical Layout" broken into:

☐ Step 1: Add lighting points
☐ Step 2: Add switchboard positions
☐ Step 3: Add conduit routing
☐ Step 4: Add circuit schedule

Each step has its own checkbox. The task row shows a step progress counter (e.g., 2/4) so you can see how far along any task is at a glance without opening it.

Assign to a Team Member

Click Assign inside the task editor to send this specific task to anyone in your Wallxy connections network — a draftsman, MEP consultant, contractor, or client.

• Search by name or email in the connection picker

• The assigned person receives an instant notification

• The task appears in their "Assigned to Me" Smart List

• The task row shows the assignee's name in blue

You cannot delete a task that was assigned to you by someone else — only the task creator can delete it.

Due Date and Reminder

Due Date: Click the Calendar section in the editor to set or change the deadline. Quick shortcuts — Today, Tomorrow, Next week — are available without opening the full calendar.

Reminder: Set a specific date and time reminder. Wallxy will send you a push notification when the reminder time arrives — even if the task is not yet overdue.

Repeat

Set tasks to automatically recur on a schedule:

Best for: Weekly site visit reports, monthly billing follow-ups, recurring client check-ins.

Notes

Add detailed instructions, client feedback, or context for your team directly inside the task. Notes are visible to anyone the task is assigned to.

Attachments

Attach reference files directly to any task — PDFs, drawings, images, or sketches.

Two ways to attach:

• Click the attachment icon → upload from your device

• Paste from clipboard — copy any image and paste it directly into the task

Attached files are stored securely on Wallxy's CDN and accessible to assigned team members. PDF attachments open in Wallxy's built-in PDF viewer.

Mark as Important / Add to My Day

Use the Star icon to mark a task Important, or use the "Add to My Day" button to add it to your focused daily list — directly from inside the task editor without navigating back to the list.

Share Task Link

Generate a secure shareable link for any individual task — useful for referencing a specific task in a WhatsApp message or email without giving access to the full project.

📂 Part 4 — Custom Lists and Folders

Smart Lists cover daily workflow. Custom Lists let you organise your tasks by project phase, team, or category — however your practice works.

Creating a Custom List

1. Click "New List" at the bottom of the sidebar

2. Enter the list name

3. Select a colour from the palette

Available colours:

Purple · Blue · Green · Amber · 
Orange · Red · Pink · Violet

Example custom lists:

• Concept Design

• Municipal Approvals

• Site Execution

• Client Revisions

• Billing & Invoices

Organising Lists into Folders

When you have multiple custom lists, organise them into Folders to keep your sidebar clean.

1. Click "New Folder" to create a folder (e.g., "Residential Projects")

2. Drag and drop any custom list into the folder

You can also drag lists between folders or back out to the unfiled section. Folders collapse and expand with a single click.

Drag and drop works throughout the task module — reorder tasks within a list, move lists between folders, and reorganise your entire sidebar without any save button.

🔗 Part 5 — List Sharing — Assign an Entire Checklist

Need to assign a full checklist of 30 tasks to a contractor or a new team member?

You do not need to assign them one by one. Wallxy lets you share and assign an entire list with a single link.

How to generate a List Assign Link:

1. Click the "..." (three-dot) button on any Custom List in your sidebar

2. Click "Generate Link" from the menu

3. Copy the generated link

4. Send it to the contractor or team member via WhatsApp, email, or any channel

When the recipient opens the link, every task inside that list is assigned to them in one action. No manual task-by-task assignment required.

You can revoke the link at any time from the same "..." menu — previously claimed assignments remain in place, but the link stops working for new recipients.

⚡ Part 6 — Real-Time Updates

Wallxy's task module uses Firebase real-time sync — which means task updates from your team members appear on your screen instantly, without needing to refresh.

When a team member:

• Completes a task assigned to them

• Adds a note or step

• Changes a due date

— your task list updates in real time. No more "did you update the task?" messages on WhatsApp.

📋 Part 7 — Task Status at a Glance

Every task row shows multiple status signals simultaneously:

The Clarity Your Practice Has Been Missing

The most common source of execution failure in Indian architecture firms is not a lack of talent or effort. It is the absence of a system that makes it clear — at any moment — what is pending, who owns it, and when it is due.

WhatsApp threads bury action items. Excel trackers go stale. Trello boards get abandoned after the first month.

Wallxy's task engine works because it lives inside the same workspace as your drawings and your team — not as a separate app that requires a separate habit to maintain.

Related Link

Wallxy Subscription Plans

Free plan available. Go at ₹1,799/month. Pro at ₹4,399/month (Includes a 7-day free trial on Pro). Upgrade your architectural studio today!

Explore →wallxy.com