# Tasks Report

Source: https://docs.astalty.com.au/guide/reports/tasks-report

> Review all tasks by Participant or team member, with billed and unbilled hours.

## Report Overview

The [Tasks Report](https://app.astalty.com.au/reports/tasks/tasks) lists the tasks your coordinators have recorded, so you can review time, completion and billing in one place. Use it to check how a week's work was recorded, find tasks that were never completed, or pick up billable tasks that are missing their charges.

> **Looking for shift tasks instead?**
>
> This report covers **coordinator tasks** - the time entries your coordinators create against a Participant, which carry case notes and charges.
>
> The [Support Tasks Report](https://docs.astalty.com.au/guide/reports/support-tasks-report) is separate. It covers checklist items attached to a support that a Support Worker completes in the mobile app.

> **Available on the Professional plan**
>
> This report is included on the **Professional** plan and above. The Account Owner can review your options on the [Billing](https://docs.astalty.com.au/guide/billing) page.

![The Tasks Report, marked Beta, with a Date Range field, Search, the filter button, a View toggle for All Tasks or My Tasks, Total Billable Hours and Total Unbillable Hours cards, and a table of tasks with Date, Coordinator, Participant, Name and Time columns.](https://docs.astalty.com.au/assets/tr1.png)

## Where to Find It

1. From the left-hand menu, select **Reports**.
2. Under **Tasks**, select **Tasks**.

## All Tasks and My Tasks

Above the table there is a **Tasks** choice with two options:

**All Tasks**\
Every task you are allowed to see across the organisation.

**My Tasks**\
Only the tasks assigned to you.

Admins and Managers can switch between the two, and the report opens on **All Tasks**. For Team Members, the report always shows **My Tasks**.

![The Tasks Report with the View control highlighted, showing All Tasks selected and My Tasks alongside it, next to the Date range 24/08/2026 - 30/08/2026, above the task table.](https://docs.astalty.com.au/assets/tasks-report-view-filter.png)

> **All Tasks still respects your case note visibility**
>
> Even in **All Tasks** mode, the report only shows tasks you can see. If you can't view everyone's case notes and tasks, you see your own tasks, plus your user group's tasks where that has been enabled for you. Tasks with no coordinator assigned are always included.
>
> If the report shows less than you expect, ask an Admin to check your access. See [Roles and Permissions](https://docs.astalty.com.au/guide/roles-and-permissions).

> **Team filters don't apply in My Tasks mode**
>
> The **Team** and **Team Member** filters only change the results in **All Tasks** mode. In **My Tasks** mode the report is already limited to you, so those filters make no difference to what appears.

## Total Billable and Unbillable Hours

Two summary cards sit above the table:

**Total Billable Hours**\
The billable time across every task in the report.

**Total Unbillable Hours**\
The unbillable time across every task in the report.

Both cards reflect the filters you currently have applied, so they update as you change the date range or narrow the report down.

![The Tasks Report with the two summary cards highlighted above the table, reading Total Billable Hours 34.7 and Total Unbillable Hours 12.](https://docs.astalty.com.au/assets/tasks-report-billable-unbillable-hours.png)

> **The cards and the Time column measure different things**
>
> The **Time** column on each row is the **total** time on that task - billable and unbillable added together. The two cards above the table split that total into its billable and unbillable halves.
>
> Adding up the Time column will therefore not match either card on its own; it matches the two cards combined.

## Report Columns

Click any row to open the task viewer, where you can see the full task, its case notes and its charges.

The **Date**, **Completed**, **Coordinator**, **Participant**, **Name**, **Billable** and **Time** columns can all be sorted by clicking the column heading. The report opens sorted by **Date**, newest first.

**Date**\
Date of the task.

**Completed**\
A ticked box when the task has been marked as complete, and an empty box when it hasn't.

**Coordinator**\
The coordinator the task is assigned to.

**Participant**\
The Participant who the task is for.

**Name**\
Name of the task.

**Billable**\
An icon marks an unbillable task. Billable tasks show nothing in this column.

**Time**\
The **total** time recorded against the task, shown in hours to two decimal places. This is billable time and unbillable time added together, not billable time alone. Tasks with no time recorded show a dash. For the billable-only and unbillable-only figures, use the two cards above the table.

> **Need this in a spreadsheet?**
>
> The [Tasks Export](https://docs.astalty.com.au/guide/exports/tasks-export) includes a **Time** column that matches the Time shown here, so you can review task time in Excel.

## Report Filters

![The Tasks Report with the filter button's menu highlighted, listing Participant, Billable Status, Team and Team Member.](https://docs.astalty.com.au/assets/tr2.png)

**Date**\
The date range the report covers, matched against the task's date. This filter is always applied and cannot be cleared. It opens on the current week, Monday to Sunday. Quick presets cover **last** and **this** week, fortnight, month, quarter and year; to look at a future date range you will need to set the dates yourself.

**Search**\
Free text search that matches the **task name**. It does not search Participant or coordinator names.

**Participant**\
Filter to one or more Participants. Includes an **Unassigned** option so you can find tasks that were never linked to a Participant.

**Billable Status**\
Show only **Billable** or only **Unbillable** tasks.

**Region**\
Filter to one or more [Regions](https://docs.astalty.com.au/guide/settings/regions), including an **Unassigned** option. A task matches when its Participant or its coordinator belongs to a selected Region. This filter only appears if your organisation uses Regions.

**Team**\
Filter to the tasks assigned to the members of one or more Teams. Teams are part of Astalty Premium, and this filter only appears if your organisation uses Teams.

**Team Member**\
Filter to the tasks assigned to specific team members, including deactivated ones.

**Completed Status**\
Narrow the report by how far along the task is:

- **Completed** - the task has been marked as complete.
- **Incomplete** - the task has not been marked as complete, whatever its date.
- **Outstanding** - the task has not been marked as complete *and* it is dated on or before today. Tasks dated in the future are not counted as outstanding, because there is still time to do them. See [Outstanding Tasks](https://docs.astalty.com.au/guide/tasks/outstanding-tasks) for more on what this means.

**Has Charges**\
Show only tasks that do (**Yes**) or do not (**No**) have charges attached.

This filter checks only whether a task has any charge. It does not check the charge status, whether it has been invoiced, or whether the task is billable. An unbillable task with a charge still counts as **Yes**. See [Finding tasks that are missing charges](#finding-tasks-that-are-missing-charges) for a practical filter combination.

![The Tasks Report filter row with the Completed Status filter highlighted, offering Completed, Incomplete and Outstanding, and the Has Charges filter highlighted, offering Yes and No.](https://docs.astalty.com.au/assets/tasks-report-completed-status-has-charges-filters.png)

## Finding tasks that are missing charges

Use this report before invoicing to find completed billable tasks that have no charges.

Set the filters to:

- **Date** - the period you are about to invoice
- **Has Charges** - **No**
- **Billable Status** - **Billable**
- **Completed Status** - **Completed**

Whatever is left in the list is completed billable work with nothing to bill against it. Click into each task to add the charges it should have had.

> **How this differs from the invoice batch warning**
>
> The invoice batch warning is narrower than this report. It counts completed billable tasks with both a Participant and coordinator, and skips tasks linked to a future calendar event.
>
> If you use only **Has Charges: No**, the report can also show incomplete tasks, unbillable tasks, and tasks without a Participant or coordinator. Use the four filters above when you want the closest pre-invoice check.

> **Has Charges: Yes doesn't mean the task will be invoiced**
>
> A charge existing on a task is not the same as that charge reaching an invoice. It may have been invoiced already or be set aside as invalid when the batch is built.
>
> Use this filter to find charges that are **missing**, not to confirm that anything is ready to invoice.