Tasks
Tasks are the unit of work inside a project. Each task has an assignee, a priority, a due date, estimated hours — and a direct Log Time button that connects work to the time tracker without any extra navigation.
Task Statuses
Tasks move through four active statuses on the Kanban board, plus one terminal status:
Todo
Default when created. Work hasn't started yet.
In Progress
Someone is actively working on this.
In Review
Work is done, waiting for review or approval.
Done
Completed. Counts toward tasks_completed on the project.
Cancelled
Removed from scope. Does not count toward progress.
Cancelled tasks are hidden from the Kanban board by default. They don't count toward task progress on the project card. To see cancelled tasks, use the filter option on the board.
Task Priorities
| Priority | Color | Meaning |
|---|---|---|
| Urgent | Red | Needs attention today |
| High | Orange | Important this week |
| Medium | Gold | Normal priority — default |
| Low | Gray | Backlog / nice to have |
Priority is shown as a small colored dot on the task card in the Kanban board. It doesn't affect the order within a column — tasks are ordered by your manual drag-and-drop position. Use the priority dot as a visual signal, not a sorting mechanism.
The Kanban Board
The Kanban board lives in the Tasks tab of every project. It has four columns (Todo, In Progress, In Review, Done) arranged horizontally. The board scrolls horizontally if needed — each column scrolls vertically independently.
Creating a task
Click + Add Task at the bottom of any column
A quick-create form appears in that column with the corresponding status pre-set.
Type the task title and press Enter
The task is created immediately. For a quick task, this is all you need.
Open the task to add details
Click anywhere on the task card to open the Task Detail sheet — add assignee, priority, due date, estimated hours, and description.
Moving tasks between columns
Drag a task card from one column and drop it into another. The status changes immediately (optimistic update). Moving a task to the Done column automatically sets completed_at = now().
Tasks can also be reordered within a column by dragging. The position is saved so the order is consistent for all team members viewing the board.
Column headers
Each column header shows the task count for that status. This is useful for spotting bottlenecks — a column with 20+ tasks in In Review suggests a review process problem, not a work problem.
Task Detail
Clicking any task card opens the Task Detail as a slide-in sheet from the right side. It doesn't block the Kanban board — you can still see the board behind it and close the sheet to return without losing your place.
Fields in Task Detail
| Field | Notes |
|---|---|
| Title | Editable inline — click to edit, click away or press Enter to save |
| Status | Dropdown — updates the column on the board immediately |
| Priority | Dropdown — Urgent / High / Medium / Low |
| Assignee | Team member picker — only shows people added to this project |
| Due Date | Date picker — shows in red if past due on the task card |
| Estimated Hours | Decimal input. Used for capacity planning and workload reports |
| Description | Free text — supports basic formatting |
| Actual Hours Logged | Read-only. Sum of time entries linked to this task |
| Subtasks | Nested task list. Subtask count shows on the parent card |
| Comments | Chronological comment feed with edit/delete for authors |
Log Time from a task
The Log Time button in the Task Detail opens the time entry form pre-filled with the current project and the current task. This is the fastest way to log time because it eliminates the need to manually select the project and task. The timer widget in the top bar also lets you link time entries to a specific task.
Subtasks
Any task can have subtasks. Subtasks have the same fields as parent tasks (title, status, assignee, priority, due date). The parent task card shows a subtask progress indicator (e.g. "3/5 subtasks").
- Subtasks do not appear as separate cards on the Kanban board — they're only visible inside the parent task's detail sheet.
- Subtask completion does not automatically complete the parent task. You must manually move the parent to Done.
- Time can be logged directly against a subtask.
- There is currently one level of nesting only — subtasks cannot have their own subtasks.
Comments
Every task has a comment feed for discussion, decisions, and status updates. Comments are permanent records — use them to document why something was done a certain way, not just to chat.
Comment permissions
- Anyone assigned to the project can comment on any task in that project.
- Authors can edit their own comments inline.
- Managers and Admins can delete any comment on any task.
- Members can only delete their own comments.
@Mentions
Type @anywhere in a comment to bring up a dropdown of team members in your organization. Start typing a name to filter the list, then click or press Enter to insert the mention. The selected person receives an in-app notification immediately — they don't need to be assigned to the project to be notified.
- The @mention dropdown shows all active members in your organization.
- You can @mention someone who isn't on the project — they'll still receive the notification.
- A comment can contain multiple @mentions.
- Notifications for @mentions appear in the bell icon in the top bar and on the /notifications/ page.
- Editing a comment does not re-trigger notifications for existing @mentions.
See the Notifications docs for a full breakdown of notification types, the /notifications/ page, and how to manage your notification preferences.
My Tasks View
At /tasks/ (accessible from the sidebar), you can see all tasks assigned to you across all projects. This is your personal work queue.
Filters available
- Status — show only Todo, In Progress, or In Review tasks
- Priority — filter by Urgent or High to see what needs attention
- Due this week — quickly see everything due in the next 7 days
- Project — filter to a single project
My Tasks is only available for your own assigned tasks. Managers and Admins can see all tasks across the organization by going to the Tasks tab within each project, or by using the Reporting → Utilization view.
Estimated Hours and Capacity Planning
Estimated hours on a task feed directly into the Resource Planning module. The weekly capacity view uses estimated hours (divided by 5 working days) to project each team member's committed hours for the week.
Tasks without estimated hours contribute zero to capacity calculations. This means if your team creates tasks without estimates, the capacity view will underestimate workload. Encourage your team to add at minimum a rough estimate to every task before assigning it.
Roles & Permissions
| Action | Member | Manager | Admin | Owner |
|---|---|---|---|---|
| View tasks on assigned projects | ✓ | ✓ | ✓ | ✓ |
| Create tasks | ✓ (own projects) | ✓ | ✓ | ✓ |
| Edit tasks | ✓ (own tasks) | ✓ | ✓ | ✓ |
| Delete tasks | ✗ | ✓ | ✓ | ✓ |
| Add comments | ✓ | ✓ | ✓ | ✓ |
| Delete any comment | ✗ | ✓ | ✓ | ✓ |
| View all tasks org-wide | ✗ | ✓ | ✓ | ✓ |
Best Practices
- Always add estimated hours to tasks before the sprint starts. Without estimates, the capacity view cannot warn you about overallocation.
- Keep task titles specific and action-oriented: 'Implement user authentication middleware' is better than 'Auth work'.
- Use the In Review column genuinely — don't skip straight to Done. The review step catches bugs and quality issues before they reach the client.
- If a task has been In Progress for more than a week without updates, it's either blocked or forgotten. Add a comment explaining the current state.
- Use subtasks to break down large tasks rather than creating deeply nested projects. If a task has more than 7 subtasks, consider splitting it into multiple parent tasks.
FAQ
Can I assign a task to multiple people?
No. Each task has a single assignee. If multiple people are working on something together, either split it into subtasks (one per person) or create separate tasks. The single-assignee model keeps accountability clear.
Why can't I see all projects' tasks in one board?
The Kanban board is scoped to a single project. A cross-project board view is on the roadmap but not yet available. Use My Tasks (/tasks/) to see your own assigned tasks across all projects.
What happens to tasks when a project is completed?
Tasks remain linked to the project and are accessible in read-only mode. You can still view task details and comments, but you cannot add new tasks or change status after the project is archived.
Can I copy a task template between projects?
Task templates are on the roadmap. Currently, you must create tasks manually in each project. A workaround is to create tasks in bulk using the quick-create at the bottom of each column.