Projects and tasks

Projects keeps work in one place: a project has a customer (or is internal), members, tasks on a board, due dates, time and files, and every task carries its own comments, checklist and history. It's an add-on — ask us to switch it on for your workspace — and it appears in the sidebar as Projects and My tasks.

The Projects list

Projects lists every project you can see, with its number (PRJ-00001), name, customer, status, due date (red when late), open tasks, a progress bar and time spent. The pills — Open, Mine, Completed, Cancelled, All — show how many projects each holds, and the search in the top bar finds a project by number or name.

You see the projects you started or are a member of; people your admin allows to manage all projects see every project.

Start a project

1. Press New project. Give it a name, a customer (or leave it Internal), a status, start and due dates, a budget in hours and a description. If you invoice your time, set the hourly rate and whether time is billable by default — see Invoice your time.
2. Save. You are the project's manager.
3. Press Members to add people as manager or member. Members add and change tasks and log time; managers also edit the project, its members and archive it.

A project that is Completed or Cancelled becomes read-only until it is reopened.

The project page

At the top: the customer, members and description, and cards for progress, open tasks, time spent, estimate and budget, and the dates. Below, four tabs:

• Board — one column per task status (To do, In progress, In review and Done to begin with). Drag a card to another column to change its status, or within a column to reorder it. + Add task at the bottom of a column (or + New task at the top of the page) adds one. Each column shows its first 20 cards with Show more; a Paused column appears only while it has tasks, and cancelled tasks stay off the board.
• List — the same tasks as a table with Open / Done / All pills, Sort (due date, status, task), Filters (assignee, label) and paging.
• Time — logged time for the project and its tasks; see Time tracking and the timer.
• Files — files for the whole project.

A card shows the task's assignees, a flag for high priority, its labels, its checklist and subtask progress ("3/5", "2/4") and a red Blocked badge while another open task blocks it. Click a card to open the task in a side panel.

Tasks on a sales order

Not every task needs a project. A sales order has a Tasks panel next to its bookings: + adds a task about that order (title, assignees, due date), and each row shows its people, time logged, due date and status, with a tick to mark it done. Anyone who can see the order can see its tasks; adding one needs permission to edit orders.

A customer's projects

A customer's page lists that customer's projects with their status, due date, progress and time — and, when you invoice time, the unbilled time and the customer's hourly rate.

Archive and restore

A project's managers can Archive it from the project page (you're asked to confirm). It leaves every list, My tasks, the customer's page and the reminders, and nobody can change it. To bring it back, open Projects → Archived (shown to a project's managers, and to people who manage all projects) and press Restore: the project returns with its members, tasks and time exactly as they were.

Deleting a single task is final; time logged on it is kept.

Related: Working on a task, My tasks, Checklists, subtasks, labels and links, Statuses, labels and Projects settings.