Projects & Tasks

This guide covers setting up a project, its people, its task board, and individual tasks.

Purpose

This answers: "What's this project, who's on it, and what needs to get done?"

Projects

A project has a title, description, start date, optional end date, an optional reference document, and a status (New, In Progress, Completed, On Hold, Cancelled, or Expired — the last set automatically once the end date passes without the project being closed out).

Every project has two kinds of people attached:

• Managers — full control over the project's details, stages, tasks, and membership.
• Members — participants who can see and work on the project's tasks and log time, without administrative control over the project itself.

Stages & the Task Board

Every project starts with a first stage the moment it's created, so there's always somewhere to put the first task. Additional stages can be added, giving the project's task board as many columns as the work needs — for example, To Do, In Progress, Review, Done. One stage can be marked as the finishing stage.

Tasks are shown on a visual board grouped by stage, and can be dragged from one stage to the next as work progresses.

Project list vs. task board

The project list itself is a status-colored card view, not a drag-and-drop board — the draggable Kanban experience is specifically the task board within a single project.

Tasks

A task belongs to a stage within a project, and has its own:

• Managers and members — task-level people, separate from (but often overlapping with) the project's own managers and members.
• Status — To Do, In Progress, Completed, or Expired.
• Optional due date.
• An optional reference document.

Task managers and project managers can create, edit, and delete tasks; task members can be assigned to a task and update its status as they work.

What Each User Sees

Action	Project/Task Member	Project Manager	HR Administrator
View the project and its tasks	✅	✅	✅
Update a task's status	✅	✅	✅
Create tasks	✅ (in projects they're in)	✅	✅
Edit project details, stages	—	✅	✅
Add or remove project members	—	✅	✅
Delete a project	—	✅	✅

How Visibility Is Decided

1. Being a manager or member. Of the project itself, or of a specific task — either grants access to see and work that piece.
2. Reporting line, for tasks. A manager can see their direct reports' assigned tasks even without being on the project themselves.
3. Permissions. Company-wide visibility and management across every project requires the relevant permission.
4. Company. Projects belong to the company they were created under.

Customization Options

• Stages are entirely up to the project — as many as needed, in whatever order makes sense for the work.
• Tasks can be created from several places — from within a stage, from the project itself, or from a general task list — landing in the same place either way.

Good to Know

• A stage can't be deleted while it still has tasks in it — clear it out first.
• Task and project membership are independent. Someone can be a task member without being a full project member, and vice versa — useful for pulling in a specialist for just one piece of the work.

The board, always up to date.