Task Settings
The Settings tab is where managers and admins set the ground rules for tasks: when the working day starts and ends, which columns each department's board shows, which tags exist, and which notifications your organization sends.
Everything you change here applies to other people — a whole department, or the whole organization. Nothing here is a personal preference.
Where to Find It
Go to Tasks → Settings.
The tab only appears if you are a manager or an admin. If you don't see it, you don't have access to it.
The page has two blocks, and they are gated differently:
| Block | Contains | Who sees it |
|---|---|---|
| Department Settings | Business Hours, Column Customization | Managers and admins |
| Organization Settings | Tag Management, Notification Settings | Admins only |
Managers see Department Settings for the departments they manage. Admins and executives see every department.
Department Settings
Business Hours
Business Hours define your team's working window. Only time inside that window counts toward a task's time target — evenings, weekends, and non-working days are not counted against your team.
| Field | What you set |
|---|---|
| Department | The department you're configuring. Pick it first — everything below applies to that department only |
| Start | The time the working day begins (time picker, in half-hour steps) |
| End | The time the working day ends (time picker, in half-hour steps) |
| Working Days | Mon / Tue / Wed / Thu / Fri / Sat / Sun buttons. Click a day to switch it on or off; highlighted days are working days |
Click Save when you're done. You'll get a confirmation once the hours are updated.
Two rules are enforced when you save:
- Start must be earlier than End.
- At least one working day must be selected.
Set Business Hours before you rely on time tracking or deadline warnings. A task started at 5 PM on a Friday shouldn't look overdue on Monday morning — correct business hours are what prevent that.
See Time Tracking for how the working window feeds into a task's progress bar and its on-time / late result.
Column Customization
This is where you shape the Kanban board a department works on. Pick a department from the dropdown, and its current columns are listed.
Each column in the list shows its color dot, its name, and the status it is mapped to. Hover over a column (or just look, on mobile) to reveal its edit and delete actions.
Add a column
Click + Add Column, then:
| Step | What you do |
|---|---|
| Column name | Type the name your team will see on the board |
| Status | Choose which status the column represents — only statuses that don't already have a column are offered |
| Color | Pick a color from the swatches |
Click Create to add it, or Cancel to back out.
Statuses a column can map to
| Status | Typical meaning |
|---|---|
| Backlog | Captured, not scheduled yet |
| To Do | Ready to be picked up |
| In Progress | Being worked on |
| In Review | Waiting for a check or feedback |
| Done | Finished |
Each status can have one column only. Once every status has a column, the Add form has nothing left to offer — delete or re-purpose an existing column first.
Rename or recolor a column
Click the edit icon on a column. You can change its name and its color, then Save (or Cancel). The status a column is mapped to is fixed when the column is created.
Delete a column
Click the delete icon. You'll be asked to confirm, and the message reminds you that tasks in that column must be moved first — a column that still holds tasks cannot be deleted.
Columns are shared. Renaming, recoloring, adding, or removing a column changes the board for everyone in that department, not just for you.
See Kanban Board for how these columns behave day to day.
Organization Settings
This block is visible to admins only. Changes here reach every department and every user in your organization.
Tag Management
Tags are free text when someone creates a task, so they drift over time — urgent, Urgent, and urgnt end up as three different tags. Tag Management is where you clean that up.
The panel lists every tag in use, with a count at the top and a Search tags... box to find one quickly.
| Action | What happens |
|---|---|
| Rename | Click the edit icon, type the new name, then Save (or press Enter). The tag is renamed on every task that uses it, and the confirmation tells you how many tasks were updated |
| Delete | Click the delete icon and confirm. The tag is removed from every task that has it |
If there are no tags yet, the panel says so; if your search matches nothing, it tells you that instead.
Rename and delete both act across all tasks at once, and there is no undo. Renaming a tag onto an existing name is the practical way to merge duplicates.
Do a tag tidy-up every few months. A short, consistent tag list makes filtering and searching far more useful for everyone.
Notification Settings
These switches control which task notifications your organization sends. They are grouped by what the notification is about.
| Group | Covers |
|---|---|
| Task Activity | Assignment, completion, cancellation and approval notifications |
| Comments & Interaction | Task comment notifications |
| SLA & Reminders | Approaching deadlines, SLA warnings/breaches, escalations |
| Process & Requests | Process completion and service request notifications |
Flip a group's switch on or off, then use the buttons at the bottom:
| Button | What it does |
|---|---|
| Reset | Discards your unsaved changes and puts the switches back where they were |
| Save | Applies the change for the whole organization |
Both buttons stay inactive until you actually change something, so you can look without risk.
These settings apply to all users in your organization. Turning a group off stops every in-app and email notification in that group.
If your team complains about notification noise, turn off one group at a time and give it a week. Switching everything off at once usually means someone misses an approval they were waiting on.
See Notifications for what notifications look like on the receiving end.
Recommended Order
If you're setting a department up for the first time:
- Business Hours — so time tracking and deadline warnings are fair from day one.
- Column Customization — shape the board around how the team actually works, before people fill it with tasks.
- Tag Management — check in periodically once tasks start accumulating tags.
- Notification Settings — tune only after you've seen what your team actually receives.
Related Pages
- Task Management — what the Tasks section covers
- Kanban Board — the board your columns shape
- Time Tracking — how business hours drive targets
- Creating Tasks — where tags get added in the first place
- Departments — managing the departments listed here