Creating Tasks
Create tasks to assign work, set deadlines, and track progress — for yourself or your team.
Everything happens in one place: the New Task form. Only two fields are required, so you can create a task in seconds — or fill in the rest to set targets, attach files, and define exactly what "done" means.
How to Create a Task
- Go to Tasks
- Click New Task (top-right of the page)
- Fill in the details (see below)
- Click Create
You can also start a task from inside an epic: open the epic and click + New task. The epic is filled in for you. See Managing Epics.
Only Title and Department are required. The Create button stays greyed out until both are filled in — hover it to see which one is missing.
To close the form without saving, click Cancel, press Esc, or click outside the window.
The New Task Form
The fields appear in this order:
| Field | Required | What it does |
|---|---|---|
| Title | ✅ | A clear, short name for the task |
| Description | No | The details of what needs doing |
| Department | ✅ | Which department owns the task |
| Priority | No | Low / Medium / High / Critical (default Medium) |
| Initial Status | No | Which column the task starts in |
| Estimated Hours | No | Expected effort — used as the time-tracking target |
| Start Date | No | When work should begin (date + time) |
| End Date | No | The target completion date (date + time) |
| Reminder | No | A reminder before the end date — appears once an End Date is set |
| Epic | No | Link the task to a larger initiative |
| Tags | No | Your own labels, comma-separated |
| Assignees | No | One or more people who will do the work |
| Form Template | No | Add a saved set of fields as completion requirements |
| Done Conditions | No | Requirements that must be met before the task can be completed |
| Visibility | No | Share the task read-only with other departments or people |
| Files | No | Attach files to the task |
Each field is explained below.
Title and Description
Title is the name people see on the board and in lists — keep it short and specific ("Prepare Q3 budget summary" beats "Budget").
Description is a longer, multi-line field for the details: context, links, what "good" looks like. It's optional, but a task with no description usually comes back as a question.
Department
Every task belongs to a department. The dropdown lists only the departments you're allowed to create tasks in:
| Your role | Departments you can choose |
|---|---|
| Member | Your own department (or your teams) |
| Manager | The departments you manage |
| Admin / Executive | All departments |
The department also decides which columns are available under Initial Status, so pick it before setting the status. If you change the department afterwards, the status resets.
Priority
| Priority | When to use it |
|---|---|
| Low | Nice-to-have, no urgency |
| Medium | Standard work (default) |
| High | Important, needs attention soon |
| Critical | Urgent, must be done now |
Priority shows as a colour-coded badge on the task card, you can filter the board by it, and it's broken down in Performance.
Initial Status
Choose the column the task starts in. The list shows your department's own columns — only the ones a task is allowed to start in:
- Backlog
- To Do
- In Progress
- In Review
If your department has a To Do column, it's selected by default.
You can't create a task directly as Done or Pending Approval — those are reached by completing the task or sending it for approval. See Approvals.
The dropdown is disabled until you pick a department. Depending on what's happening, it may show:
| Message | What it means |
|---|---|
| Select department first | Choose a department to load its columns |
| Loading statuses… | The department's columns are being fetched |
| Statuses unavailable | The columns couldn't be loaded — the task will be created in Backlog |
| No statuses for this department | The department has no columns set up yet |
Column names are set per department under Tasks → Settings → Column Customization, so your list may use different names. See Task Settings.
Estimated Hours, Start Date and End Date
These three fields feed automatic time tracking.
| Field | Notes |
|---|---|
| Estimated Hours | A number, in half-hour steps. Tracking starts when status moves to "To Do". |
| Start Date | Date and time. Used for tracking together with End Date if Estimated Hours is empty. |
| End Date | Date and time. Must be after the start date — otherwise you'll see "End date must be after start date" and can't create the task. |
The target is taken from Estimated Hours first. If you leave it empty but set both dates, the Start → End range is used instead. Only your department's business hours count towards elapsed time.
See Time Tracking for how progress, warnings and "completed late" are calculated.
Reminder
The Reminder field only appears once you've set an End Date.
| Option | Reminder sent |
|---|---|
| None | No reminder (default) |
| 1 hour before | 1 hour before the end date |
| 3 hours before | 3 hours before the end date |
| 1 day before | 1 day before the end date |
| 2 days before | 2 days before the end date |
For same-day work, 1 hour before or 3 hours before is usually enough. For deliverables that need preparation, pick 1 day or 2 days.
Epic
Link the task to an epic to group it with related work. The dropdown starts with None and then lists epics that are still open (planning or active).
Once linked, the epic appears as a clickable badge on the task card, and the task counts towards the epic's progress. You can also link or change the epic later from the task's detail view. See Managing Epics.
Tags
Add your own labels, separated by commas — for example:
design, critical, frontend
Tags are useful for slicing work that cuts across departments and epics. The first couple of tags show on the task card; the rest appear as a "+N" badge.
Admins can rename or delete tags across all tasks at once under Tasks → Settings → Tag Management.
Assignees
Click Add under Assignees and search for people by name or email. You can pick more than one; each selected person becomes a chip you can remove with the ×. If nobody is selected, it shows No assignees.
You can add and remove assignees at any time later from the task's detail view.
Members only see tasks assigned to them on the Kanban board. If you leave a task unassigned, the people who need to do it may never see it.
Form Template
A Form Template is a saved set of fields — text boxes, numbers, dates, choices, checklists, file uploads, plus headings and info text. Picking one turns those fields into the task's completion requirements, so the person doing the work fills them in before the task can be marked done.
- Open the Form Template (optional) dropdown
- Leave it on — No template —, or pick a template
- A read-only Template preview shows exactly which fields will be added
Template fields are snapshotted onto the task at the moment you create it. If someone edits the template later, this task keeps the version it was created with.
See Form Templates for creating and managing templates.
Done Conditions
Under Done Conditions you can add your own requirements that must be satisfied before the task can be completed — a checklist item, a text answer, an approval, a number or amount, a date, a dropdown choice, a file upload, a dependency on another task, or a calculated condition.
For each condition you add:
| Setting | What it does |
|---|---|
| Type | The kind of answer required |
| Description | What you're asking for — this is what the assignee reads |
| Required | Ticked by default. Required conditions block completion until they're met |
| × | Removes the condition |
Click + Add Condition for each new requirement. Conditions from a form template and conditions you add by hand can live on the same task.
See Completion Conditions for every condition type and how each one is answered.
Visibility (Read-Only Share)
Use Visibility to let people outside the owning department follow the task:
- Departments — click Add and search for a department
- Users — click Add and search by name or email
Selected users and departments can read the task and add comments or files, but cannot edit it. If they need to make changes, they have to explicitly unlock editing from the task itself and confirm — after which a banner reminds them their changes affect the owning team.
Visibility is the right tool when another team needs to stay informed or contribute a document, but the work still belongs to your department.
Files
Attach files directly to the task:
- Drag and drop them onto the upload area, or
- Click browse from computer
Limits: up to 25 files, 50 MB each. Files attached here stay only inside this task.
Each file you add appears in a list with its size and an × to remove it before creating the task. If a file is too large you'll see a message that it exceeds 50 MB limit, and if you go past the file count you'll be told the per-task limit is 25 files.
Files are uploaded after the task is created. While that happens, the Create button shows the upload progress ("Uploading 2/5…") along with a progress bar. You can add more files at any time from the task's Files tab.
Creating the Task
At the bottom of the form:
| Button | What it does |
|---|---|
| Cancel | Closes the form without creating anything |
| Create | Creates the task — disabled until Title and Department are set |
When the task is created you get a confirmation, the form closes, and the task appears in the column you chose.
Subtasks
You can't add subtasks while creating a task — you add them afterwards, from the task's detail view:
- Open the task
- Find the Subtasks section
- Click + Add Subtask, type a title, then press Enter or click Add
Each subtask shows a status dot and its title; completed ones are struck through, and the count appears on the task card. Subtasks can only be added to a parent task (not to another subtask), and not to a task that's already done or cancelled.
See Task Details.
Tips
- Always set the department first — it decides who sees the task and which starting columns are offered
- Add Estimated Hours (or Start + End dates) so time tracking has a target
- Assign to specific people — members only see tasks assigned to them on the board
- Use a Form Template for work that always needs the same information collected
- Set a Reminder on anything with a real deadline — it's one dropdown, and it appears as soon as you set the End Date
- Use Done Conditions instead of a long description when there are things you must receive before the task can be closed
Related Pages
- Kanban Board — where your new task appears
- Task Details — edit, comment, attach files, add subtasks
- Completion Conditions — every condition type explained
- Form Templates — build reusable field sets
- Time Tracking — how targets and progress work
- Recurring Tasks — repeat a task on a schedule
- Approvals — tasks that need a sign-off