✦Currently in private beta.
Projects & Work

Projects

Beginner10 min read

Plan and manage your team's work with Kanban boards, sprints, task assignments, and real-time collaboration -- all in one workspace.

Key concepts

  • Project: A workspace that contains tasks, team members, columns, sprints, and resources. Each project has a status (Active, Completed, On Hold, or Cancelled) and a unique Project ID.
  • Task: A unit of work inside a project. Tasks have a title, description, priority, assignees, due dates, story points, and belong to a column (status).
  • Column: A vertical lane on the Kanban board representing a workflow stage (e.g., To Do, In Progress, Done). You can create custom columns with colors.
  • Sprint: A time-boxed iteration (with a name, goal, start and end dates). Tasks are added to sprints and tracked through to completion.
  • Tag: A color-coded label you attach to tasks for quick filtering. Tags can be project-scoped or promoted to global (shared across all projects).
  • Subtask: A child task nested under a parent task, useful for breaking large work items into smaller pieces.
  • Checklist: A list of to-do items inside a task. You can apply checklist templates for repeatable processes.
  • Guest: An external collaborator (e.g., a client) who sees a limited, privacy-filtered view of the project.
  • Client Alias: A display-only replacement name shown to external collaborators in place of the real team member's name, to keep internal identities private.
How to

Step-by-step

Create a Project

  1. Navigate to Work > Projects

  2. Click New Project in the top-right corner

  3. Enter a Project Name (minimum 3 characters)

  4. Optionally type a few words and click the sparkle icon to get an AI-suggested name, description, and starter tasks

  5. Add an optional Description

  6. Choose a Visibility:

    • Public -- all team members can access the project. Choosing Public automatically adds every active workspace member to the project, so there is no member picker.
    • Private -- only invited members can access it. Select Team Members from the checkbox list to invite them immediately.

  7. Click New Project to create

Navigate the Project Workspace

  1. Open a project from the project list

  2. Use the tab bar at the top to switch views:

    • List -- a flat table view of all tasks
    • Kanban (Board) -- drag-and-drop board grouped by columns
    • Sprints -- sprint board with backlog and sprint lanes
    • Resources -- project files and documents
    • Archived -- tasks that have been archived out of the active board (see "View Archived Tasks" below)

  3. To open the Team view, click the member avatar stack in the project header -- it is not a tab. From there you can manage project members and permissions.

  4. Your last-used tab is remembered per project

Create a Task

  1. Inside a project, click Add Task (or click the + button on any Kanban column). The task is created in the column or board you launched the form from -- there is no column or sprint picker in the modal.

  2. Enter a Title

  3. Set the Priority (Low, Medium, High, or Urgent)

  4. Choose one or more Assignees

  5. Optionally set a Start Date and Due Date

  6. Optionally set Story Points (shown only when story points are enabled for the project)

  7. Optionally add Tags

  8. Optionally write a Description in the rich-text editor

  9. Click Create

Work with the Kanban Board

  1. Open the Kanban tab in your project

  2. Drag a task card from one column to another to change its status

  3. Drag tasks vertically within a column to reorder them

  4. Click a task card to open its detail view

  5. Use the Filters panel to narrow tasks by status, priority, assignee, tags, due date, or custom fields

Manage Columns

  1. Click the + icon at the end of the column header row

  2. Enter a Column Name and pick a Color

  3. Click Create

  4. To rename or recolor, click the column menu (three dots) and select Edit

  5. To reorder, drag the column header to a new position

  6. To delete, click the column menu and select Delete (tasks will be moved to the default column)

Use Custom Fields

  1. Custom fields are defined per project and let you capture extra structured data on tasks beyond the built-in fields

  2. Open the project's custom field settings, click to add a field, and give it a name, type, and (for choice-style fields) options

  3. Toggle Show in filter on a field so it becomes available as a filter option in the Kanban Filters panel

  4. Reorder fields to control the order they appear on tasks

  5. Custom fields stay scoped to the project they are created in

View Archived Tasks

  1. Open the Archived tab in the project's tab bar

  2. The tab shows tasks that have been archived out of the active board, in a list layout

  3. Archiving a task removes it from the board and list views without deleting it, so it can be restored later

  4. Archiving a task is distinct from deleting it -- deleted tasks are soft-deleted and removed from your lists, while archived tasks stay browsable under this tab

Use Sprints

  1. Switch to the Sprints tab

  2. Click Create Sprint

  3. Enter a Sprint Name, Goal, Start Date, and End Date

  4. Drag tasks from the Backlog into the sprint lane

  5. Click Start Sprint when your team is ready

  6. When all work is done, click Complete Sprint

Open Task Details

  1. Click any task card on the Kanban board or list view

  2. In the task detail modal you can:

    • Edit the Title and Description (rich text)
    • Change Priority, Status, Assignees, and Dates
    • Add Tags to categorize the task
    • Create Subtasks for granular breakdown
    • Manage a Checklist (or apply a checklist template)
    • Add Comments (internal or client-visible)
    • Upload Attachments
    • Track Time with the built-in timer or manual entry
    • View the Activity Log for a full audit trail

Track Time on a Task

  1. Open a task's detail view

  2. Click Start Timer to begin tracking

  3. Click Stop when you finish -- the time entry is saved automatically

  4. Alternatively, click Log Time to manually enter hours, a date, and a description

  5. Mark the entry as Billable if it should be invoiced

Invite Team Members

  1. Switch to the Team tab inside the project

  2. Click Add Member

  3. Search for a user from your workspace

  4. Select a Role (Member, Viewer, or Guest)

  5. Click Add

  6. To manage permissions for a member, click the settings icon next to their name

Configure Project Settings

  1. Click the Settings (gear) icon in the project header

  2. Update the Project Name, Description, or Status

  3. Change the Visibility between Public and Private. Switching a project to Public auto-adds all active workspace members who are not already on it.

  4. Set the Default View (Kanban, List, or Sprints) for all team members

  5. Connect a Slack Channel to receive notifications for project events

  6. Manage Client Alias Settings to replace real member names with display aliases when external collaborators view the project

  7. Click Save

Use AI to Generate Tasks

  1. Inside a project, click the AI icon in the toolbar

  2. Describe the type of tasks you need

  3. Review the AI-generated task suggestions

  4. Select the tasks you want to add and confirm

Filter and Search Projects

  1. On the Projects list page, use the Search bar to find projects by name or description

  2. Click the Status filter to show only Active, Completed, On Hold, or Cancelled projects

  3. Switch between List and Grid view modes using the toggle in the header

  4. Use Pagination at the bottom to navigate through large project lists

Delete a Project

  1. On the projects list, click the three-dot menu on a project row

  2. Select Delete

  3. Confirm the deletion in the dialog

  4. The project (along with its tasks, sprints, and related data) is moved to a deleted state and removed from your lists -- this is a soft delete, so the data is preserved rather than permanently erased

  5. Note: if you are the project owner (not an admin), deletion is blocked while the project still has other team members, non-deleted tasks, or logged time entries. Archive or move those first, or ask an admin to remove the project.

Archive or Unarchive a Project

  1. Archiving a project hides it from your default lists and boards but preserves all of its data -- this is different from deleting it

  2. Open the project, then use the project menu to Archive the project

  3. To restore an archived project, Unarchive it to bring it back into your active lists

  4. Archiving and unarchiving are idempotent -- archiving an already-archived project (or unarchiving an active one) has no effect

Tips & best practices

  • Keep column names short and action-oriented (e.g., "To Do", "In Review", "Done") so the Kanban board stays readable
  • Use Story Points on tasks when running sprints -- they help estimate team capacity
  • Apply Tags consistently across projects so you can spot patterns (e.g., "bug", "design", "backend")
  • Set Due Dates on tasks to surface overdue items automatically in task views
  • Use Checklists inside tasks for multi-step work instead of creating many tiny subtasks
  • Promote frequently used tags to Global so they are available in every project
  • Assign a Guest role to external clients so they only see tasks relevant to them
  • Use Client Alias Settings when you want external clients to see friendly display names (e.g. "Design Team") instead of individual team members
  • Link your project to a Slack channel to keep the team updated without leaving their chat tool

Was this article helpful?

Your feedback helps us improve these guides.