Complex tasks often require multiple steps, contributors, or smaller actions to reach completion. In WorkOwl, you can break larger tasks into subtasks to create clear, structured workflows. This helps teams stay organized, ensures accountability, and keeps progress transparent from start to finish.
Step 1: Understanding Subtasks
A subtask is a smaller action item that sits under a parent task.
Subtasks are ideal when:
- A single task involves multiple steps or contributors.
- You want to track progress within a larger deliverable.
- You need to delegate smaller portions of a main task to different people.
Example:
Main Task: “Launch Marketing Campaign”
Subtasks:
- Write ad copy
- Design graphics
- Schedule social posts
- Review analytics setup
By organizing work into subtasks, you give your team a clear roadmap of what needs to happen and in what order.
Step 2: Adding Subtasks to a Task
To create subtasks in WorkOwl:
- Go to your Project → Tasks Tab.
- Open the main task you want to expand.
- Scroll to the Subtasks section within the task details panel.
- Click Add Subtask.
- Enter the subtask name, assign it to a team member, and add a due date if needed.
- Click Save.
Repeat the process for additional subtasks. Each subtask will appear under the parent task with its own status and assignee.
Step 3: Managing Subtasks
Once created, subtasks can be managed just like regular tasks. You can:
- Mark subtasks as In Progress, Review, or Completed
- Reassign them to other team members
- Adjust deadlines or priorities
- Leave comments or attachments within each subtask
As subtasks are completed, the parent task’s overall progress will automatically update—helping project managers monitor completion without manual tracking.
Step 4: Structuring Workflows with Subtasks
Subtasks are powerful tools for building organized workflows. You can use them to create process templates for recurring types of work.
For example:
- Design Workflow: Draft → Review → Revisions → Final Delivery
- Development Workflow: Plan → Code → Test → Deploy
- Client Project Workflow: Research → Proposal → Approval → Execution
By defining subtasks for each phase, your team gains consistency and clarity across similar projects.
Step 5: Visualizing Subtasks in Views
WorkOwl supports subtask visibility across multiple project views:
- List View: Displays subtasks nested under their parent tasks.
- Board View: Lets you drag and drop subtasks across status columns.
- Timeline View: Shows subtasks in sequence, aligned with project deadlines.
This flexibility ensures you can track progress at both a detailed and high level—all within the same workspace.
Step 6: Converting Tasks into Subtasks (and Vice Versa)
If you create a task that later needs to become part of a larger item, you can easily convert it into a subtask.
To convert:
- Open the task.
- Select More Options → Convert to Subtask.
- Choose the parent task it should belong to.
You can also promote a subtask back into a standalone task when needed using Convert to Task from the same menu.
This flexibility helps you adjust your workflow as projects evolve.
Best Practices for Structured Workflows
- Keep subtasks small and action-oriented.
- Assign each subtask to one clear owner.
- Use consistent naming patterns for repeatable workflows.
- Avoid unnecessary nesting—use subtasks only where they add clarity.
- Review subtask progress regularly to catch delays early.
A well-structured task and subtask system turns complex projects into manageable, trackable processes.
Quick Recap
- Use subtasks to break complex tasks into smaller, manageable actions.
- Assign each subtask individually with its own deadline and assignee.
- Track progress across all project views.
- Convert tasks to subtasks (and vice versa) when workflows change.
- Maintain a consistent subtask structure for repeat projects.
Need Help?
If you need assistance creating task templates, setting up recurring workflows, or managing nested tasks, visit the Support area in your WorkOwl dashboard.
WorkOwl helps you structure your work efficiently — giving your team the clarity, control, and consistency to get things done.