Tracking Deadlines, Allocated Hours, and Task Notifications

1. Task deadlines

Each task can have a deadline — its target completion date. The system uses deadlines to:

• Highlight overdue tasks on the Kanban (typically in red).
• Send reminders as deadlines approach.
• Aggregate reports on upcoming and overdue tasks.

2. Allocated vs. actual hours

Each task has two important time fields:

• Allocated hours (estimate) — set when the task is created.
• Actual hours (logged) — recorded as you work.

Comparing these two helps you:

• Measure estimation accuracy.
• Spot tasks blowing the time budget early.
• Improve planning for similar future tasks.

3. Time logging conventions

• Log hours at the end of each day — don't batch by week (you'll forget).
• Distinguish hours actually worked on the task from meetings/discussions (those may need their own task).
• If actuals exceed 150% of allocated, flag it in the project status update.

4. Task notifications via Google Chat / Zalo

The system pushes notifications to Google Chat and Zalo for these events:

5. Common reports

• Overdue tasks per person — spot who is overloaded.
• Total actual hours per project / month — control man-days.
• On-time completion rate — a team-health KPI.
• Estimate vs. actual variance — improve planning quality.

6. Tips

• Set realistic deadlines, not aspirational ones — phantom deadlines kill trust in the reminder system.
• When you change a deadline, log the reason in a comment — avoid silent slippage.
• Mute notifications for tasks no longer relevant to you to reduce noise.