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Task Management

Task Management


Create, organize, and track tasks within your projects to get work done efficiently.


What are Tasks?


Tasks are individual work items within a project. Each task represents:

  • Work to Do: Specific action or deliverable
  • Owner: Person responsible
  • Deadline: When it's due
  • Status: Not started, in progress, completed
  • Priority: Low, medium, high


Creating a Task


Quick Create


  1. Go to Projects → [Select Project]
  2. Click "Add Task" or "New Task"
  3. Fill in task details
  4. Save


Required Fields


  • Title: Task name
  • Project: Which project (auto-selected if in project view)


Optional Fields


Basic Information:

  • Description: Task details and requirements
  • Task List: Which section/phase (e.g., "Planning", "Development")
  • Status: Not started, in progress, completed
  • Priority: Low, medium, high
  • Assignee: Who's responsible
  • Due Date: When task is due
  • Start Date: When work begins


Time Tracking:

  • Estimated Hours: How long you think it will take
  • Actual Hours: Time actually spent (log time)


Additional:

  • Parent Task: Link to parent task (for subtasks)
  • Tags: Organize tasks
  • Custom Fields: Your custom data


Task Lists (Sections)


Organize tasks into groups:


Creating Task Lists


  1. Go to project
  2. Click "Add Task List" or "New Section"
  3. Enter name (e.g., "Planning", "Development")
  4. Save
  5. Add tasks to list


Common Task List Names


By Phase:

  • Planning
  • Design
  • Development
  • Testing
  • Deployment
  • Support


By Category:

  • Design Tasks
  • Development Tasks
  • Marketing Tasks
  • Content Tasks


By Sprint:

  • Sprint 1
  • Sprint 2
  • Sprint 3


Task Statuses


Not Started


Task hasn't begun:

  • Default status for new tasks
  • Not yet worked on
  • Shows in "To Do" column


In Progress


Work has started:

  • Task is being worked on
  • Actively in progress
  • Shows in "In Progress" column


Completed


Task is finished:

  • Work is done
  • Task complete
  • Shows in "Done" column
  • Contributes to project progress


Other Statuses


May include:

  • Blocked: Waiting on something
  • On Hold: Temporarily paused
  • Cancelled: No longer needed


Assigning Tasks


Assign to Team Member


  1. Create/Edit Task: Open task
  2. Assignee Field: Select team member
  3. Save: Task assigned
  4. Notification: Assignee notified (if configured)


Multiple Assignees


If supported:

  • Assign to multiple people
  • All receive notifications
  • All can update task


Unassigned Tasks


  • Tasks can be unassigned
  • Show in "Unassigned" view
  • Can assign later


Task Priorities


Priority Levels


High:

  • Urgent tasks
  • Critical work
  • Important deadlines
  • Shown with red indicator


Medium:

  • Normal priority
  • Standard work
  • Default priority
  • Shown with yellow indicator


Low:

  • Nice to have
  • Can wait
  • Low urgency
  • Shown with gray indicator


Due Dates


Setting Due Dates


  1. Open task
  2. Find "Due Date" field
  3. Select date
  4. Optionally set time
  5. Save


Due Date Benefits


  • Prioritization: See what's due soon
  • Filtering: Filter by due date
  • Notifications: Get reminders
  • Tracking: Monitor overdue tasks


Subtasks


Break down large tasks:


  1. Create Parent Task: Main task
  2. Add Subtask: Click "Add Subtask"
  3. Fill Details: Enter subtask info
  4. Link to Parent: Automatically linked
  5. Complete Subtasks: Mark off as done
  6. Parent Updates: Parent task reflects progress


Use Cases:

  • Large tasks broken into steps
  • Multi-step processes
  • Checklist items
  • Task dependencies


Time Tracking


Estimated Hours


Set how long you think it will take:

  1. Open task
  2. Enter "Estimated Hours"
  3. Save
  4. Used for planning and budgeting


Logging Time


Track actual time spent:

  1. Open task
  2. Click "Log Time" or "Add Time Entry"
  3. Enter:
  • Date: When work was done
  • Hours: Time spent
  • Description: What was worked on
  1. Save
  2. Actual Hours updates automatically


Time Reports


View time tracking:

  • Total estimated vs actual
  • Time by team member
  • Time by task list
  • Project time summary


Organizing Tasks


Drag and Drop


Reorder tasks:

  1. Kanban View: Drag between status columns
  2. List View: Drag to reorder
  3. Task Lists: Move between lists


Filtering


Filter tasks by:

  • Status: Not started, in progress, completed
  • Assignee: Show tasks for specific person
  • Priority: High, medium, low
  • Due Date: Overdue, due soon, upcoming
  • Task List: Filter by section


Searching


Search tasks by:

  • Title
  • Description
  • Assignee name
  • Tags


Task Comments


Collaborate on tasks:


  1. Open Task: Click task
  2. Comments Section: Find comments area
  3. Add Comment: Type your comment
  4. @Mention: Tag team members
  5. Save: Comment added
  6. Notifications: Mentioned users notified


Task Attachments


Attach files to tasks:


  1. Open task
  2. Find "Attachments" or "Files" section
  3. Click "Upload" or "Add File"
  4. Select file
  5. Upload
  6. File attached to task


Supported Files:

  • Documents (PDF, Word, etc.)
  • Images
  • Spreadsheets
  • Any file type


Completing Tasks


Mark Complete


  1. Open Task: Click task
  2. Status: Change to "Completed"
  3. Save: Task marked complete
  4. Progress: Project progress updates


Quick Complete


  • Checkbox: Click checkbox in list
  • Status Dropdown: Change status to "Completed"
  • Drag: Drag to "Done" column (Kanban view)


Best Practices


  1. Break Down Work: Divide large tasks into smaller ones
  2. Set Clear Titles: Descriptive task names
  3. Add Descriptions: Explain what needs to be done
  4. Assign Ownership: Every task should have an owner
  5. Set Deadlines: Use due dates to prioritize
  6. Update Status: Keep task status current
  7. Use Task Lists: Organize into logical groups
  8. Track Time: Log hours for accurate tracking
  9. Communicate: Use comments to collaborate
  10. Review Regularly: Check task status frequently


Common Scenarios


Starting a New Project


  1. Create Project: Set up project
  2. Add Task Lists: Create sections/phases
  3. Add Initial Tasks: Break down into tasks
  4. Assign Tasks: Distribute to team
  5. Set Deadlines: Establish timeline
  6. Begin Work: Start on tasks


Daily Task Management


  1. View Assigned Tasks: Check your tasks
  2. Update Status: Mark in progress
  3. Log Time: Track hours worked
  4. Add Comments: Update team
  5. Complete Tasks: Mark finished
  6. Check Due Dates: Prioritize upcoming


Task Collaboration


  1. Assign Tasks: Give work to team
  2. Add Comments: Discuss in task
  3. @Mention: Tag team members
  4. Share Updates: Keep everyone informed
  5. Review Progress: Check completion


Troubleshooting


Can't create task?

  • Verify project exists
  • Check required fields filled
  • Try refreshing page
  • Check permissions


Task not showing?

  • Check filters not hiding it
  • Verify task list selected
  • Check project view
  • Refresh page


Can't assign task?

  • Verify team members exist
  • Check user has access
  • Try different assignee
  • Check permissions


For more help, see Common Issues.


Next Steps



Updated on: 13/03/2026

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