Tasks are the actual work inside your projects. Your main task list is on the Variable Tasks page (in the sidebar under Tasks). Here you can add, filter, complete and open every task you have.
Your task list
The page starts with an Overall Progress bar (for example 12 of 40 tasks completed), followed by your filters and the list itself.
Each row shows the task title, a priority pill, a decision tag (Do, Delegate, Decide or Delete — see below), the project name, the due date and the person in charge. Overdue due dates appear in red with a warning icon.
To narrow the list:
- Type in Search tasks... to find a task by name.
- Use All Statuses, All Priorities and All Phases to filter.
- Switch between All, To Do and Done.
Add a task
- Press Add Task at the top right.
- Enter a Task Title (required).
- Fill in the other fields and press Create Task.
| Field | What it does |
|---|---|
| Project | Links the task to a project. Leave it on No Project for a standalone task |
| Kanban Category | The column the task appears in on the Kanban Board: Backlog, To-Do, In Progress, Review or Done |
| Status | To Do, In Progress, Hold, To Review, Started or Completed |
| Priority | Very High, High, Medium, Low, Very Low or On Hold |
| Start Date / Due | When work starts and when it's due. The due date drives overdue warnings and the dashboard's task tabs |
| Person | Who's doing the task. Type any name |
| Important / Urgent | Two checkboxes that set the task's decision tag |
| Notes | Optional details |
What the decision tag means
Project Manager sorts tasks into four groups based on the Important and Urgent boxes:
| Important | Urgent | Tag |
|---|---|---|
| Yes | Yes | Do |
| Yes | No | Delegate |
| No | Yes | Decide |
| No | No | Delete |
These tags also power the Decision Matrix view and the Decision filter on the Kanban Board.
In a hurry? Press C anywhere in Project Manager to open the quick-add bar and type something like "Send quote friday high @mike". It picks out the due date, priority and person for you.
Complete, edit or delete a task
- Circle on the left — marks the task done (it gets a green check and a line through the title). Click again to undo. A completed task also moves to the Done column on the Kanban Board.
- Double-click the title — rename the task right in the list. Press Enter to save or Esc to cancel.
- Pencil icon — opens the Edit Task form with all fields. Press Save when done.
- Trash icon — deletes the task after you confirm.
The task detail panel
Click a task's title to open its detail panel on the right. The top shows the task's status, person and progress. Below that are six tabs:
- Subtasks — break the task into smaller steps. Type in Add subtask... and press Enter, then tick each one off as you go.
- Comments — leave notes for yourself or your team. Type in Add comment... and press the send icon.
- Labels — click a label to attach it to the task, and click it again to remove it.
- Files — press Upload File to attach an image (JPEG, PNG or WebP).
- Time — press Start Timer when you begin working and Stop Timer when you finish. The tab adds up the minutes you've logged.
- Fields — fill in any extra custom fields.
Under the tabs, the Activity box lists changes to the task. Use Follow task to keep an eye on it.
Import tasks from a spreadsheet
Already have a task list somewhere else? Open Import tasks at the top of the Variable Tasks page:
- Paste your tasks as CSV text. You need a Title column. Dates must be written as YYYY-MM-DD.
- Choose the Destination project.
- Press Preview import to check how your columns are matched up.
- Press Confirm import.
If you import the same batch twice by mistake, Project Manager won't create duplicates.
FAQ
Status describes where the task stands (for example Hold or To Review). Kanban Category is the column it sits in on the board. Marking a task done updates both: the status becomes Completed and the task moves to the Done column.
Tasks created from the quick-add bar, or with No Project selected, aren't linked to a project. Open the task with the pencil icon and pick a Project to link it.
The same tasks appear on the Kanban Board, on each project's detail page, and in views such as the Gantt Chart and calendars.