Here's what happens behind the scenes, from creation to time tracking.

1. The task is created at the organization level

Global Tasks live outside of any single project. They are created and managed from Settings → Global Tasks, which acts as the central library for your organization.

Because they're stored centrally, any change you make to a Global Task is reflected everywhere that task is being used.

Check this article to learn more: How to create Global tasks in Apploye?

2. The task is made available to projects

A Global Task only becomes usable once it's attached to a project. There are two ways this happens:

• Manually — while creating or editing the Global Task, select the projects you want it to be available in.
• Automatically — turn on the "Use this task for future projects" toggle, and the task will be added to every newly created project without any extra steps.

3. A project-level task is generated automatically

When a Global Task is assigned to a project, Apploye creates a generated task inside that project behind the scenes. This is what makes the task selectable in the timer.

At the same time, all members of that project are automatically assigned to the task. You don't need to assign anyone manually — and manual assignment or unassignment isn't supported for Global Tasks.

4. Members track time the usual way

Nothing changes for your team. Users select a project + task in the timer and start tracking, exactly as they would with a regular task. Global Tasks appear alongside regular tasks in the task list.

In the web app, Global Tasks are shown with a Global Task icon, so it's easy to tell at a glance which tasks are centrally managed and which belong only to that project.

A global task will be marked with this icon:

5. Updates stay in sync

Because the task is managed from one place, editing it in Settings → Global Tasks updates it across every project it has been assigned to. There's no need to repeat the same edit project by project.

Controlling Global Tasks per project

Global Tasks are managed centrally, but each project still has a say. To turn them on or off for a specific project, go to Project Details → Settings and enable or disable Global Tasks for that project.

This is useful when a particular project needs a clean, project-specific task list without the organization-wide tasks appearing in it.

What Global Tasks can't do?

A few behaviors work differently from regular tasks:

• Status can't be changed. A Global Task can't be marked as completed the way a regular task can, since it's shared across projects.
• Members can't be assigned or removed manually. Assignment is handled automatically based on project membership.
• They aren't managed from inside a project. Edits happen in Settings → Global Tasks, not in the project's task list, not even from the Tasks page.

If you need a task that can be completed, assigned to specific people, or scoped to one project only, create a regular task inside that project instead.

Why use Global Tasks

• Create a task once and reuse it across your entire organization.
• Keep naming consistent so reports stay clean and comparable.
• Avoid duplicate tasks scattered across projects.
• Skip manual member assignment entirely.
• Add recurring tasks to new projects automatically.

Related articles

• Global Tasks vs. Regular Tasks

The Global Task feature allows organization owners and admins to create reusable tasks that can be assigned across multiple projects. This helps maintain consistency and eliminates the need to recreate the same task for each project.

Create a Global Task

To create a new global task: Go to Settings → Global Tasks.

Then,

1. Click the "+ New Global Task" button.
2. Enter a name for the task.
3. Click "Create Global Task" to save it.

Once created, the global task can be reused across multiple projects, making task management faster and more consistent throughout your organization.

You can also select projects for this task to be available right now.

Prerequisites

Before starting, make sure you have an authenticator app installed on your smartphone or desktop. Apploye supports standard TOTP (Time-Based One-Time Password) apps, including:

• Google Authenticator
• Authy
• 1Password
• Microsoft Authenticator

Setup Instructions

1. Log in to your Apploye account, click your profile icon, and navigate to Profile Settings.

2. Select Sign in & Security.

3. Scroll down to the Two-Factor Authentication section. Click the toggle button to turn on 2FA. Now, select "Authenticator App" as the method. It will generate your account's unique setup key and QR code.

4. Open your authenticator app (e.g., Google Authenticator, Authy) and either scan the displayed QR code or manually copy and paste the setup key into the app. Enter the 6-digit verification code generated by your app to complete the link.

Upon successful setup, Apploye will issue one-time recovery codes. Download them as a TXT file or copy them to a safe location. These codes ensure you do not lose access to your account if you lose your phone or primary device.

You can also use a passkey (biometric or device PIN) as additional authentication.

Key Benefits of Global Tasks

• Create a task once and reuse it across multiple projects.
• Manage tasks from a single, centralized location.
• Ensure consistency across projects without creating duplicate tasks.
• Automatically assign project members to Global Tasks, reducing manual intervention.
• Optionally make Global Tasks available for future projects automatically.

How it works:

• A Global Task is created once at the organization level from the settings page.
• When it is assigned to a project, the system creates a project-level generated task behind the scenes, and all project members are automatically assigned to that task.
• Users still track time the same way as before, using the existing project + task flow.
• If enabled, a Global Task can also be auto-assigned to future projects.

In simple terms:

• Weekly Limit = Maximum allowed hours (tracking is blocked after reaching the limit).
• Weekly Target = Expected hours (tracking continues even if the target is exceeded or not met).

For example, if an employee has:

• Weekly Target: 40 hours
• Weekly Limit: 45 hours

They are expected to work 40 hours, but they can track up to 45 hours. Once they reach 45 hours, Apploye prevents any additional time tracking for that week.

Expected Days

Expected Days define the days an employee is supposed to work.

Purpose:

• Set the employee’s regular working schedule.
• Calculate attendance, working days, and productivity reports.
• Compare actual tracked time against expected working days.

Example:

• Expected Days = Monday to Friday
• The employee is expected to work on those 5 days.
• If they do not track time on Tuesday, it may appear as a missed working day.

Important: Expected Days do not prevent time tracking.

Blocked Days

Blocked Days define the days when an employee is not allowed to track time.

Purpose:

• Prevent tracking on specific weekdays.
• Enforce company policies.
• Stop accidental or unauthorized time entries.

Example:

• Blocked Days = Saturday and Sunday
• The timer cannot be started on those days.
• Manual or live tracking for those days is restricted.

Important: Blocked Days actively restrict time tracking.

Quick Comparison

Simple Example

Expected Days: Monday–Friday

Blocked Days: Saturday–Sunday

Result:

• The employee is expected to work Monday–Friday.
• If they miss Wednesday, reports may show an absence or missed workday.
• They cannot track time on Saturday or Sunday because those days are blocked.

A useful way to remember it:

Expected Days = “Should work”

Blocked Days = “Cannot track”

This creates a standard 5-day workweek and prevents weekend tracking.

To set expected work days, go to the Members section, click the Actions button for the specific member, then select Edit Member. On the Edit Member page, scroll down to find the Expected Work Days option.

To block tracking days, go to the Members section, click the Actions button for the specific member, then select Edit Member. On the Edit Member page, scroll down to find the Blocked Days option.

Simply select the days you want to block. Once those days are blocked, the employee will not be able to track time on the selected days.

The Daily Limit feature allows organizations to set a maximum number of hours a member can track in a day. Once the configured limit is reached, time tracking automatically stops, and the member cannot start a new tracking session until the next day.

This feature helps organizations enforce daily working hour limits and maintain accurate time tracking records.

After clicking on the Actions button <> Click on Edit Member. On the Edit Member page, scroll down to find the Daily Limit option.

Now, add the daily work time limit for your employees.

Once your employer completes the payment for your account, your access will be restored automatically.

Please contact your employer and ask them to complete the payment on your behalf.

Before it is approved, it will look white, with a purple border. There will be a "!" icon on the left, instead of "MANUAL" or "M".

Regular time, tracked through the Apploye desktop app, mobile app, or Chrome extension, is displayed in green.

If the members have added any manual time, you will see those manual time entries here. Check the details, such as: Project, task, Time range & Duration, and Reason for adding manual time.

If the manual time looks correct, click Approve. Click on the X button, if you think the time should not be counted.

It will show a pop-up. You can write a helpful note, or just click on the Approve/Reject button.

You can also approve multiple or all at once. Click on the checkbox beside the "Member" and then click "Approve Selected" or "Reject Selected".

For viewing past approvals and rejections, check the "History" section.

You will see the next invoice. If you want to see the details of the invoice amount, click on "View Breakdown".