The Rule: If it needs to get done, it needs to be a task. Stop discussing it in a meeting — create a task instead.
Creating a Task
- Click + New Task in the top-right corner.
- Write a clear title — use action words: "Call vendor", "Send report", "Fix login bug".
- Set a Due Date — every task needs a deadline.
- Assign it to someone. If it is assigned to everyone, it belongs to no one.
- Choose a Priority: Low / Medium / High / Urgent.
- Add it to a Project to keep things organized.
- Click Save.
Updating Task Status
Open a task and change the status as you work through it:
To Do
→
In Progress
→
In Review
→
Completed
Private Tasks
Check Private when creating a task to make it visible only to you and assigned team members. Useful for sensitive or personal work items.
Views
| View | Best for |
|---|
| Dashboard | Overview of your progress, stats and overdue items |
| List | Full sortable list with filters — the main work view |
| Board | Kanban-style columns — drag to change status |
| Calendar | See tasks by due date across the month |
| My Tasks | Only tasks assigned to you — your personal to-do list |
When to use subtasks: When a task has multiple steps that different people may own, or that need to be tracked individually.
What is a Subtask?
A subtask is a smaller action that must be done to complete the parent task. It has its own assignee, due date and status.
Real Example
Task: Prepare vendor meeting for Tuesday
Call vendor to confirm arrival time — Assigned to: Sara
Book the meeting room — Assigned to: David
Prepare agenda and send to attendees — Assigned to: You
Order refreshments — Assigned to: Office Manager
How to Add a Subtask
- Open any task by clicking on it.
- Scroll to the Subtasks section in the sidebar.
- Click + Add Subtask.
- Give it a title, assignee and due date.
- Save — it now appears nested under the parent task in the list.
Good practice: The parent task is only "Completed" when all subtasks are done. Check your subtasks before marking the parent as complete.
Subtask vs Checklist: Use subtasks when steps need separate owners or tracking. Use a checklist for simple personal steps done by one person.
What is a Checklist?
A checklist is a list of quick steps inside a task. Think of it as a personal to-do within a to-do. Each item can be checked off as you go.
Example
Task: Send monthly report to client
Export data from system
Review numbers with team lead
Format in Excel template
Email to client with summary note
How to Add a Checklist
- Open the task.
- Find the Checklist section and click + Add Item.
- Type the step and press Enter to add more.
- Check items off as you complete them.
The task card shows checklist progress (e.g. 3/5 done) at a glance.
Watch a Task
Watching a task means you will get notified whenever something changes on it — even if you are not assigned to it. Useful when you need to stay informed without being responsible.
- Open the task.
- Click Watch (eye icon) in the task detail sidebar.
- You will be notified on status changes, new comments and updates.
- Click again to stop watching.
Watch is scoped to this specific task only. It does not affect other tasks.
Alert Rules
Alert rules let you set automatic reminders for yourself. There are two kinds:
Per-Task Alert
Set from inside a specific task. Only fires for that task. Good for: "Remind me 2 days before this task is due."
Open task → Task Alerts section → Add Rule
Global Alert (My Alerts)
Set from the bell button in the task header. Fires for all tasks you have access to. Good for: "Always alert me when any of my tasks becomes overdue."
Header → My Alerts → Add Rule
Alert Trigger Types
| Trigger | When it fires |
|---|
| Overdue | After the due date has passed (you set how many hours) |
| Due Soon | X hours before the due date |
| Status Change | When the task moves to a specific status |
| Priority Change | When priority is changed |
| New Comment | When someone posts a comment on the task |
Teams
A Team is a permanent group of people who work together (e.g. "Operations", "Sales", "IT"). Tasks belong to a team, and only team members can see those tasks.
- When you create a task, select the team it belongs to.
- All team members can see and work on the task.
- If you are in only one team, tasks are auto-assigned to your team.
- You can be in multiple teams and filter by team using the filters.
Groups
A Group is a flexible way to share one task with specific people across different teams. Think of it as a tag that connects people.
Example: The task "Prepare Q1 budget" needs input from Sales, Finance and HR — each in different teams. Add all three as a group on that task so everyone can see and collaborate on it.
- Open the task → Groups section → Add group members.
- Members get notified and the task appears in their list.
Team
Permanent, department-level. Controls task visibility by default.
Group
Ad-hoc, cross-team. Used to loop in extra people on a specific task.
This section is for Team Leads and Managers.
Manager Dashboard
Switch to the Dashboard view to see team-wide stats: tasks completed, overdue items, workload per person and project progress. Use this at the start of every week.
Instead of a Status Meeting
Before calling a status meeting, check the task list first. If the task is up-to-date, you already have your answer. Require your team to:
- Update task status before end of day.
- Add a comment when they are blocked or need help.
- Set due dates on everything — no open-ended tasks.
Setting Up Alert Rules for Your Team
Set a global alert rule so you are notified when any task assigned to your team becomes overdue. Go to My Alerts → Add Rule → Trigger: Overdue → Action: Notification.
Using Projects
Create a Project for every major initiative or client. All related tasks live under that project so you can filter and see progress in one place.
- Go to List view → click Projects in the sidebar or filter.
- Click + New Project to create one.
- When creating tasks, always assign them to the correct project.
Weekly Routine for Managers
| When | Action |
|---|
| Monday morning | Check Dashboard — review overdue tasks, re-assign or adjust due dates |
| During the week | Use Watch on critical tasks to get real-time updates without asking |
| Before a meeting | Open the task list — if everything is documented, cancel the meeting |
| Friday end of day | Filter by "In Progress" — make sure nothing is stuck without a comment |
Golden rule: Every action item from a meeting becomes a task within 10 minutes of the meeting ending — with an assignee, due date and project. No exceptions.
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