---
title: "Step 3: Add Tasks & Rate Categories"
canonical: "https://support.functionfox.com/space/GS/39322546/Step%203%3A%20Add%20Tasks%20%26%20Rate%20Categories"
format: markdown
---
## Add Tasks & Rate Categories
If the term 'Task' doesn't fit your business, you can choose a different term by clicking on your initials at the top right, and then the Settings & Preferences gear icon. Under the **Account Preferences** tab, scroll down to the **Naming** section. Other options include 'Service', 'Activity,' or 'Code.'
Rate Categories allows you to create groupings of specific Tasks and rates that you can use to apply to Clients and Projects as needed. Your **Common Rate Category** is the default group of tasks and rates that are common across most of your Projects and will be made available to you when creating new Projects in FunctionFox. Tasks are what your team will track time against on the Timesheet page.
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> ℹ️ **FOX TIP:** Don't need to track hourly fees? you can hide rates & currencies account-wide by going to Settings & Preferences > Account Preferences > Other.
#### To Add Tasks to a Rate Category
1. Go to **Projects > Tasks** in the left menu.
2. Check to make sure that **All Clients** and **All Projects** are selected in the Client and Project drop-down menus at the top of the page.
3. Select the appropriate Rate Category (all accounts start with the default Common Rate Category)
4. Enter the Task Name and the Hourly Rate in the corresponding fields. **Note:** Any Task with a $0 rate is considered **non-billable**. If you leave the rate field blank, the Task Rate will default to $0.
5. Select one of the following 'Add To' options:
1. **'This rate category only'** – This Task will be available to use within this rate category for all new Projects going forward, but it will not be added to any existing Projects. *If you're just getting started and have not yet added any projects, we recommend you choose this option.*
2. **'This rate category & Open Projects using this rate category'** – This will apply this Task to use within this rate category and add the Task to all existing open projects using this rate category. *If you have already added some Projects in your account and would like to apply this Task to use right away, we recommend this option.*
6. Click **Save New**
Once you click Save New, the Task will appear in the 'Active Tasks in this rate category' table at the bottom of the screen.
#### To Add a New Rate Category
1. Go to **Projects > Tasks** in the left menu.
2. Click the **Manage** link next to the Rate Category drop-down menu.
3. Fill in the Rate Category Name (e.g. Rush, Discount, etc.)
4. Click **Save New**.
**Once the new Rate Category has been added:**
1. Make sure that **All Clients** and **All Projects** are selected in the Client and Project drop-down menus at the top of the Tasks page.
2. Select that Rate Category from the drop-down menu.
3. Add the appropriate Tasks and rates to the new Rate Category by filling in the Task Name and Hourly Rate and selecting **'Add To: This rate category only.'**
You will be able to use this Rate Category to apply the Tasks within that category to new clients and/or projects, going forward.
#### **To Copy a Rate Category**
1. Click the **Manage** link next to Rate Category drop-down menu
2. In the Manage Rate Categories modal, click the **Copy** button to create a copy of that Rate Category.
3. Once the Copy has been created, you can edit that Rate Category to change the name. Select that Rate Category on the Tasks page to edit the rates, if needed.
The copy function is useful if you want to use the same set of Tasks across multiple Rate Categories, without having to build each Rate Category from scratch.
#### **Applying a Rate Category to a Client**
You can apply a Rate Category to a specific client. If a rate category is applied when adding a **new client**, all projects added under that client will default to the applied rate category. If a Rate Category is applied to an **existing client**, all projects added going forward will default to that rate category – existing projects will remain unchanged.
**To Apply a Rate Category to a New Client:**
1. Go to the **Clients > Manage** page in the left menu.
2. Input the Client Name & select the appropriate Rate Category.
3. Click **Save New.**
**To Apply a Rate Category to an Existing Client:**
1. Go to **Clients > Manage** in the left menu.
2. Click the **edit** pencil next to the client’s name in the Client List.
3. Select the appropriate Rate Category from the Rate Category drop-down menu.
4. Click **Save Edit**.
#### **Changing a Project to a New Rate Category**
To change a project from one rate category to another:
1. On the **Projects > Tasks** page, select the Client and Project from the drop-down menus.
2. Select the Rate Category that you want to change the project to from the **Rate Category** drop-down menu.
3. The Task list for that project will update in the tasks table to show how the tasks and rates will change if the project is changed to the selected Rate Category.
4. If you are happy with these changes, click **Update Rate Category**, and confirm.
#### **Editing Tasks Within a Rate Category**
1. On the **Projects > Tasks** page, select **All Clients/All Projects** from the drop-down menus at the top of the page.
2. Select the Rate Category that contains the Task that you want to edit.
3. Click on the **edit** pencil next to the Task.
4. Make your changes in the Task/Hourly Rate fields.
5. Select one of the following 'Add To' options:
1. **'This rate category only'** – The updated Task will be available to use within the selected rate category for all new Projects going forward, but the edit will not be applied to any existing Projects.
2. **'This rate category & Open Projects using this rate category'** – This will apply the edit to the selected rate category and apply it to all existing open projects using this rate category
6. **Save Edit.**
Repeat these steps if the same Task and rate is included in more than one Rate Category.
**Note: When hourly rates are updated, this update will take effect for all time tracked against that Task. If you need to update a Task rate effective a specific date, please ****[reach out](mailto:staycreative@functionfox.com)**** to the FunctionFox Customer Support Team with the details of your request.**
#### Editing Tasks for Specific Clients or Projects
You can also make changes to the Task names and rates that have been applied to specific Clients or Projects.
1. On the **Tasks > Manage** page, select the Client and Project from the drop-down menus at the top of the page. The table below will update to reflect the active Tasks for your selection.
2. Click on the **edit** pencil next to the Task that you wish to edit.
3. Make your changes in the Task/Hourly Rate fields.
4. Click **Save Edit**.
*In the example above, we edited the hourly rate associated with the 'Design' Task for Acme Corporation Project 0001-Brochure. This change will not affect the rate set for 'Design' on other Clients/Projects or Rate Categories.*
**Note: When hourly rates are updated, this update will take effect for all time tracked against that Task. If you need to update a Task rate effective a specific date, please ****[reach out](mailto:staycreative@functionfox.com)**** to the FunctionFox Customer Support Team with the details of your request.**
#### **Deleting Tasks from a Rate Category**
If you have Tasks within a Rate Category that you no longer wish to use, you can remove them. To do this:
1. On the **Projects > Tasks** page, select **All Clients/All Projects** in the drop-down menus at the top of the page.
2. Select the Rate Category that contains the Task that you want to remove.
3. In the Tasks table, find the Task that you want to remove, and click on the **delete** icon.
4. Confirm that you would like to delete this Task, and then select one of the following options:
1. I would like to remove [task name] from this rate category AND from all existing Projects.
2. I would ONLY like to remove [task name] from this rate category.
5. Click on **YES** beside the appropriate option.
Repeat these steps if the same Task and rate is included in more than one Rate Category.
You can remove a Task from a specific Client/Project by selecting that Client/Project from the drop-down menus at the top of the Project > Tasks page and then clicking the delete icon next to the Task. FunctionFox will only allow you to delete a Task from a specific Client/Project if no time has been tracked against it.
#### **Archiving Tasks**
If you have Tasks with time tracked against them that you no longer wish to use, you can Archive them. Archiving will remove the Task from use, while retaining all previous time tracked against it, for reporting purposes. To Archive a Task:
1. Find the Task that you wish to Archive and click the **edit** pencil next to it
2. Check off the Archive Checkbox in the top half of the screen under the Task field.
3. Click **Save Edit**
Tasks can be Archived from Rate Categories, or from specific Clients/Projects.
**Note:** Once a Task has been archived from a specific Client/Project, all Timesheet entries associated with that Task will appear locked.
*FunctionFox Customer Support may be able to help with Archiving Tasks across multiple Clients and Projects. please **[reach out](mailto:staycreative@functionfox.com)** to the FunctionFox Customer Support Team with the details of your request.*
#### Viewing/De-Archiving Archived Tasks
To view or De-Archive Tasks that have been Archived, click the Tips/Links box on the upper right-hand side of the Tasks page, and then click the Show Archived link. Archived Tasks will appear greyed-out in the Tasks table in the bottom half of the page. Uncheck the Archive checkbox in the table to De-Archive the Task. Click the Hide Archived link under the Tips/Links to hide your Archived Tasks.
> ℹ️ **Now that your Tasks and Rate Categories are ready to go, you can move on to adding your ****[Clients](https://functionfox.atlassian.net/wiki/spaces/GS/pages/39322647)****. **