Introduction

Want to keep clients updated without chasing them down with phone calls or drowning in email threads? TaskTag’s built-in communication tools let builders, contractors, and project managers deliver updates in real time—right from the jobsite. This guide shows how to use TaskTag to simplify client communication, centralize documentation, and build trust through transparency.

Who this is for: Project managers, admins, or business owners who want to centralize communication with clients and reduce confusion, lost messages, or approval disputes.

What this solves: This workflow gives you a clean, organized space to manage conversations with clients — without exposing them to internal chatter, notes, or confidential details.

Common Communication Challenges in Construction Projects

In most jobs, client communication is scattered:

• Some messages live in text threads
• Some photos are sent via email
• Some approvals are verbal or lost in group chats
• And sometimes clients ask for the same update again... and again... and again

This leads to:

• Confusion over what was said, when
• No paper trail of approvals
• Wasted time searching for files or messages
• Frustrated clients or team members

A Smarter Workflow for Client Updates Using TaskTag

With this setup in TaskTag:

• You create a dedicated chat group per client or project
• You keep all communication with that client in one thread
• You tag any important updates with the project hashtag
• You create a task called “Client Updates” to house only what’s intended for the client
• You can share additional workflows (like punch list) to involve the client without giving full internal access
• You maintain a clean separation: internal vs. client-facing

Step 1: Set Up a Project-Based Group Chat to Centralize Client Conversations

Use a clear name, like:

• Smith Residence
• Lincoln High School - Client Updates
• Westside Remodel - Client Hub

This chat will become the single place where all communication with that client lives.

Make sure to connect with everyone you're adding to the chat
ahead of time!

Step 2: Use Project Tags to Keep Client Conversations Organized and Searchable

Every time you send a message, use the project hashtag (e.g. #Smith_Residence) to create an easily searchable history! For example:

"Here's the updated layout for review. #Smith_Residence"

"Photos from the walkthrough are attached. Let us know if anything stands out! #Smith_Residence"

These messages will automatically appear in the project's activity feed!

Step 3: Log Key Updates with a Dedicated Client Task for Progress Reports

Inside the related project, create a task with a name like:

• Client Updates
• Client-Facing Files
• What We've Shared With Client

This task will act as a curated record of what you've shared or will share with the client!

Step 4: Attach Photos, Notes, and Files to Give Clients Full Project Visibility

Use the task to store:

• Any photos shared with the client
• PDFs or signed change orders
• Screenshots of approvals
• Site photos meant for client view

Step 5: Loop Clients into Workflows Like Punch Lists Without the Micromanaging

If you want the client to also track key workflows:

• Share the Punch List Tracker task
• Share a Change Order task
• Invite them as a free contributor with limited access

This keeps them in the loop — without giving access to your internal notes, team discussions, or financials.

You'll need to connect with the client on TaskTag first, though.

Real-World Example: How a GC Shared Daily Progress with a Client

Project: Smith Residence

Task: Client Updates

The activity log might include:

Pro Tips for Communicating with Clients Through TaskTag

Keep client messages in their own group chat

Don’t mix with internal crew threads

Use hashtags consistently

Keeps everything searchable and tied to the project

Use the “Client Updates” task as a filter

Only upload files or photos that are meant to be client-visible

Tag punch list updates or approvals in chat

Helps clients feel involved and keeps records clear

Invite clients as contributors only when needed

Control what they can see — and what they can’t

Use pinned messages in the chat for key info

Like: jobsite address, schedule, or meeting times

Final Review Checklist Before Sharing with Clients

• [ ] Group chat created for client/project
• [ ] Project hashtag used in all client communication
• [ ] “Client Updates” task created in the project
• [ ] Files/photos uploaded to that task
• [ ] Client workflows (e.g. Punch List) shared when needed
• [ ] Team knows what’s internal vs. client-facing
• [ ] All communication is centralized, searchable, and professional

How Better Communication Builds Trust and Wins Repeat Work

Professionalism — Clients feel informed and confident

Saves time — No more backtracking through emails or texts

Reduces errors — Clear approvals, clear expectations

Builds trust — You look organized and on top of things

Protects you — You’ve got the paper trail

“Every message, photo, and file — all in one place, and always attached to the project.”

Frequently Asked Questions

1. Can I control what clients see in the group chat or task updates?
Yes. You can create a dedicated client-facing group chat and selectively share updates through tagged tasks. Internal conversations stay private, while clients only see what you choose to share.

2. How often should I update the client communication task?
We recommend updating it daily or at major project milestones. Regular updates—photos, notes, and progress checklists—help reduce phone calls and build trust.

3. Can I loop clients into punch lists or specific task updates without overwhelming them?
Absolutely. Tag the relevant project or task, and share only the specific punch list or update. Clients stay informed without being buried in details meant for the crew.

Next Guide: Maintenance Schedule Workflow