Tasks
Tasks — How-To Guide
Everything you need to get work done without another meeting
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:
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 |
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
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.
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
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.
Alert Rules
Alert rules let you set automatic reminders for yourself. There are two kinds:
Set from inside a specific task. Only fires for that task. Good for: "Remind me 2 days before this task is due."
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."
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.
- Open the task → Groups section → Add group members.
- Members get notified and the task appears in their list.
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 |

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