Task Management

Task management organizes project work into manageable units with assignments, dependencies, and progress tracking. This guide covers creating, assigning, and tracking project tasks.

Overview

Task management enables you to:

• Create and organize tasks
• Assign work to team members
• Track task progress
• Manage dependencies
• Use Kanban boards
• Handle task automation

Accessing Tasks

Navigate to Projects → [Project] → Tasks or use the global task view.

Understanding Tasks

Task Hierarchy

Project
├── Phase/Section
│   ├── Task
│   │   ├── Subtask
│   │   └── Subtask
│   └── Task
└── Phase/Section
    └── Task

Task Statuses

Status	Description
To Do	Not started
In Progress	Being worked on
In Review	Awaiting review
Blocked	Cannot proceed
Done	Completed

Task Priorities

Priority	Visual	Description
Critical	🔴	Urgent, blocking
High	🟠	Important, soon
Medium	🟡	Normal priority
Low	🟢	Can wait

Creating Tasks

Basic Task Creation

1. Open project
2. Go to Tasks tab
3. Click Add Task
4. Enter details:

Field	Description
Title	Task name
Description	Details and requirements
Assignee	Who will do it
Due Date	When it's due
Priority	Urgency level
Estimated Hours	Expected effort
Section/Phase	Where it belongs

5. Save task

Quick Task Entry

Fast task creation:

• Click + Add Task in section
• Type task title
• Press Enter
• Click to add details later

How-To Guides

How to Create Project Tasks

Detailed Task Creation

1. Define the Task

   • Clear, action-oriented title
   • Detailed description
   • Acceptance criteria
   • Required deliverables

2. Set Parameters

   • Assign to team member
   • Set due date
   • Estimate hours
   • Set priority

3. Add Context

   • Attach files
   • Link related tasks
   • Add checklist items
   • Reference documents

4. Configure Tracking

   • Enable time tracking
   • Set up notifications
   • Define workflow

How to Use Kanban View

Kanban Board

Visual task management:

┌─────────────┬─────────────┬─────────────┬─────────────┐
│   To Do     │ In Progress │  In Review  │    Done     │
├─────────────┼─────────────┼─────────────┼─────────────┤
│ [Task 1]    │ [Task 3]    │ [Task 5]    │ [Task 7]    │
│ [Task 2]    │ [Task 4]    │             │ [Task 8]    │
│             │             │             │ [Task 9]    │
└─────────────┴─────────────┴─────────────┴─────────────┘

Using Kanban

1. Go to Tasks → Kanban View
2. View tasks in columns by status
3. Drag tasks between columns
4. Click task to edit
5. Filter by assignee, priority, etc.

Customizing Columns

1. Go to Settings → Task Statuses
2. Add/remove/reorder statuses
3. Set column colors
4. Configure WIP limits

How to Assign Tasks

Individual Assignment

1. Open task
2. Click Assignee field
3. Select team member
4. Assignee notified
5. Task appears in their list

Multiple Assignees

For collaborative tasks:

• Add primary assignee (owner)
• Add additional assignees
• Each can log time
• Primary accountable

Self-Assignment

Team members can:

• View unassigned tasks
• Claim tasks
• Manage own workload

How to Track Dependencies

Dependency Types

Type	Description
Finish-to-Start	B starts when A finishes
Start-to-Start	B starts when A starts
Finish-to-Finish	B finishes when A finishes
Start-to-Finish	B finishes when A starts

Creating Dependencies

1. Open dependent task
2. Go to Dependencies
3. Click Add Dependency
4. Select predecessor task
5. Choose dependency type
6. Set lag time (optional)

Dependency Visualization

View in Gantt chart:

• Lines connect dependent tasks
• Critical path highlighted
• Delays cascade visible

How to Handle Task Status

Status Workflow

Standard flow:

To Do → In Progress → In Review → Done
           ↓
        Blocked

Updating Status

Options:

• Drag on Kanban board
• Click status in task detail
• Use quick actions
• Bulk update selected

Status Automation

Auto-update based on:

• All subtasks complete
• Time logged
• Review approved
• Checklist finished

How to Create Subtasks

Subtask Structure

Break down complex tasks:

Main Task: Build User Authentication
├── Subtask: Design login page
├── Subtask: Implement backend auth
├── Subtask: Add password reset
└── Subtask: Write tests

Adding Subtasks

1. Open parent task
2. Go to Subtasks
3. Click Add Subtask
4. Enter title and details
5. Assign and set due date

Subtask Rules

• Inherit parent project
• Can have own assignee
• Contribute to parent progress
• Parent closes when all done (optional)

How to Use Checklists

Task Checklists

Within-task to-do items:

Task: Prepare Presentation
☑ Create outline
☑ Design slides
☐ Add graphics
☐ Practice delivery
☐ Get feedback

Creating Checklists

1. Open task
2. Go to Checklist
3. Click Add Item
4. Enter item text
5. Check off when done

Checklist Progress

• Shows completion %
• Can trigger status change
• Visible on task card

Advanced Features

Task Templates

Reusable task patterns:

1. Create task template
2. Define standard fields
3. Include subtasks/checklist
4. Apply when creating tasks

Recurring Tasks

Auto-create repeated tasks:

• Daily/weekly/monthly
• Custom schedule
• Auto-assign
• Track history

Task Automation

Trigger actions:

• Status change → notify
• Overdue → escalate
• Complete → update parent
• Assign → send details

Bulk Operations

Manage multiple tasks:

• Select tasks
• Bulk assign
• Bulk status change
• Bulk delete
• Bulk move

Task Time Tracking

Log time directly:

• Click timer on task
• Start/stop tracking
• Manual time entry
• View task total

Best Practices

📝 Task Definition

• Clear, actionable titles
• Specific acceptance criteria
• Right-sized (not too big)
• Measurable completion

👤 Assignment

• Single accountability
• Clear expectations
• Consider workload
• Balance distribution

📅 Planning

• Realistic due dates
• Account for dependencies
• Include buffer
• Regular review

📊 Tracking

• Daily status updates
• Prompt blocking reports
• Accurate time logging
• Progress communication

Configuration

Task Settings

Navigate to Settings → Projects → Tasks:

• Statuses - Available statuses
• Priorities - Priority levels
• Default Values - New task defaults
• Required Fields - Mandatory fields

Kanban Settings

• Columns - Status columns
• WIP Limits - Max per column
• Card Display - Shown fields
• Swimlanes - Grouping options

Notification Settings

• Assignment - When assigned
• Status Change - Status updates
• Due Soon - Approaching deadline
• Overdue - Past due

Troubleshooting

Common Issues

Cannot create task

• Check project permissions
• Verify project active
• Review required fields
• Check user role

Task not visible

• Review filter settings
• Check status filter
• Verify assignment
• Check date range

Cannot change status

• Review workflow rules
• Check prerequisites
• Verify permissions
• Check blocking tasks

Drag not working

• Refresh browser
• Check permissions
• Verify status transition allowed
• Clear cache

Next Steps

Learn about Project Budgets to manage financial aspects of your projects.