Tasks & projects

Boards and teams

Each team (workstream) has its own kanban board on Tasks. Directors also maintain an org-wide pool for tasks that are not tied to a specific team, useful for cross-functional work anyone can claim.

Open Tasks from the left nav.
Select a team tab to see that board, or switch to the org pool if your workspace uses it.
Use the Projects tab to filter tasks by project across teams.

Board, list, and calendar views

The Tasks page offers three ways to see your work. Board view is the default kanban layout, one column per status. List view presents tasks as a sortable table. Click any column header (title, assignee, due date, priority) to sort; useful for bulk scanning or export prep. Calendar view plots tasks by due date on a monthly or weekly calendar, making it easy to spot deadline pile-ups and gaps. Switch between views with the view toggle in the top-right corner of the board.

Status workflow

Tasks move through a fixed workflow:

Backlog: captured but not started.
To Do: ready to pick up.
In Progress: actively being worked.
Blocked: waiting on someone or something; records blockedAt for manager reporting.
Done: complete.
Cancelled: will not be done; kept for history.

Drag cards between columns or change status from the task detail panel. Marking a task Blocked feeds the manager Friction Score on Today, use it when work truly cannot proceed, not as a generic "on hold."

Create and edit tasks

Click Add task on a column header, or use ⌘K / Ctrl+K and search for "New task."
Enter a clear title; add description, assignee, due date, and priority (Low → Urgent).
Optionally link a project (color-coded grouping across teams) and a team. Assigning a task to a team places it on that team's kanban board, so the right workstream sees it without needing to search the org pool. A task can belong to exactly one team at a time; leaving it blank keeps it in the org-wide pool.
Use AI draft on an empty description to generate text from the title, assignee, and due date, review before saving.
Add checklist sub-items; progress shows on the card (e.g. 3/7).
Attach files and @mention teammates in comments for discussion.

Every change is logged in the activity log on the task detail panel.

Priority and due dates

Priority helps sorting and manager views; it does not auto-notify anyone unless you have automation rules. Due dates power "due soon" and overdue sections on Today and in the inbox feed. Set realistic dates, at-risk detection flags overdue and stalled work for managers.

Assign and hand over

Change assignee from the task panel's assignee field. When you reassign, Teamtastic may open a handover modal:

AI drafts a handover note from recent comments and activity.
The current assignee reviews and confirms before the reassignment completes.
The note stays on the task for the new assignee.

AI may also suggest an assignee when creating a task if your workspace has that feature enabled, suggestions use workload rules, not blind automation.

Projects

Projects group related tasks with a color label. They can span a single team or help you filter work in the Projects tab. Archive projects when initiatives end so boards stay readable.

Comments, mentions, and attachments

Use comments for async discussion. Type @ to mention someone, they receive a notification if they opted in. Upload attachments on the task; files are stored securely and download via signed URLs.

Stale tasks and automation

Managers configure automation rules under Settings → Rules. Common patterns:

Task unchanged for N days → nudge the owner.
Still idle → notify the team lead.
Escalation → flag for reassignment.

Rules run on a daily schedule and are idempotent, you will not get duplicate alerts for the same condition. See also workspace-level stale task rules per team.

Search tasks

Use the command palette (⌘K / Ctrl+K) or the Search page to find tasks by title and description. Semantic search may be available depending on your workspace configuration.

Custom fields and custom statuses (Business plan)

Business plan workspaces can extend tasks beyond the default fields and status columns. Custom fields let you attach structured data to every task in a workspace, for example a "Story points" number, a "Client" dropdown, or a "Sprint" text field. Custom statuses let you add or rename columns on the kanban board beyond Backlog → Done, so boards can reflect your team's real workflow. Both are configured by Directors at Settings → Custom Fields. Once added, custom fields appear in the task detail panel and are available as sort and filter criteria in list view.

Manager tips

Review blocked and at-risk tasks from Today → Insights.
Export task CSV from Settings → Tools for reporting.
Wire outbound webhooks for task events if you integrate with external systems, see Integrations.