TaskOH.

Client workflow guide

How to manage client requests without losing the brief

By TaskOH · Updated 8 September 2026

A useful request tells you what needs to change, why it matters and how the client will know it is finished. A single task gives that request a home as it moves from a conversation into delivered work.

Start with a brief you can act on

Ask for one outcome per request. A short description with a concrete example is easier to estimate than a long thread containing several unrelated changes.

Example: improve a newsletter signup

What should change?
Add a newsletter signup to the website footer.
Why does it matter?
Visitors currently have to find a separate subscription page.
What counts as done?
The form works on mobile, shows confirmation and sends the address to our existing mailing list.
What should we attach?
The approved copy and a screenshot showing the preferred position.
Is there a timing constraint?
The client would like it before the next campaign. Confirm feasibility after reviewing scope.

This is an illustrative brief, not a TaskOH feature for building mailing lists. Keep credentials and other secrets out of task descriptions and screenshots.

Use a short, repeatable request workflow

  1. Collect the request

    Give clients one place to submit a title, description and supporting files. Keep follow-up comments beside the request so the next person can see its context.

  2. Clarify the outcome

    Ask about missing acceptance criteria before estimating. If the request contains several outcomes, split the work into tasks or subtasks with clear boundaries.

  3. Check scope before making a promise

    Mark whether the task is in scope or out of scope. Record the planned hours and fee; send an estimate for the client’s decision when agreement is needed.

  4. Move agreed work into the plan

    Assign the task and move it from Inbox to Planned, then In progress. Use Needs client when a decision or answer is blocking the next step.

  5. Review delivery against the brief

    Check the original acceptance criteria, collect feedback on the task and request delivery approval. An accepted estimate and accepted delivery answer different questions.

Read the estimate and delivery approval workflow →

Set it up in TaskOH

Create a project, invite your client and enable client request creation in the project settings. On plans with client access, clients use the portal to submit requests, see shared work and respond to decisions. New portal requests enter Inbox as client-visible tasks.

TaskOH uses six statuses: Inbox, Planned, In progress, In review, Needs client and Done. Board and list views show the same tasks. Your internal work remains separate from the tasks you share with clients.

If the starting point is a Word brief, upload a .docx file and review the AI-generated drafts before creating tasks. Pasted-email imports on Pro and Business create tasks directly in Inbox, so check the results there.

Free includes two projects and task collaboration. Solo adds the client portal and estimate/delivery approvals while keeping every Free allowance. Client guests count toward the project member limit. Compare current plans and limits.