Tasks and boards · Help centre

The idea in one minute

A task is one piece of work: "Write the welcome email", "Fix the login button". Tasks live on a board, which is a row of columns that show how far along each task is. A new board starts with four columns:

Column	Meaning
To do	Agreed, not started
In progress	Someone is working on it
Review	Finished, waiting for a teammate to check it
Done	Checked and complete

A project has a board (sometimes several), and a workspace is the group of projects your team shares.

Note

Everything below works in both views. In the town, the board is in the Workshop. In Work view it is the Board page. See Your town for how to switch.

Create a task

Open the board and choose Create task (in Work view, the New task button in the project bar).
Give it a short name that says what the work is.
Add a brief: the context the person doing it needs. A sentence or two is often enough.
Choose Create.

The task appears in To do.

Give it an owner and a due date

Open the task and set:

Assigned to: the person who will do the work. They see it in their Town Hall and get told about changes.
Due date: when it needs to be finished. It then shows on the calendar, and turns red on the board if it is late.
Priority: Low, Normal, High or Urgent, so the team knows what to pick up first.

You can leave a task unassigned until someone picks it up.

Move it across the board

Drag a task from one column to the next as the work moves on, or open it and choose the next column from Move this work forward.

To do → In progress when you start.
In progress → Review when it is finished and ready for a second pair of eyes.
Review → Done when a teammate has checked it. If it needs changes, send it back with a comment saying what to change.

Some columns ask for a short comment when you move a task into them, so the team knows why.

Comments

Every task has a conversation. Open the task, scroll to Add a comment, write your note and choose Post comment. Mention a teammate with @ and their name to make sure they see it. The people on the task are told about new comments.

Comments are the best place for questions, decisions and "this is done, over to you".

Checklist

Bigger tasks can carry a checklist: small steps inside the task. Open the task, find Checklist, and add a line for each step. Tick them off as you go; the task shows how many are done.

A checklist keeps one task tidy. If a step is big enough to need its own owner and due date, make it a separate task instead.

The calendar

Every task with a due date appears on the calendar. Open it from Calendar Tower in the town, or the Calendar page in Work view.

See what is due in the days and weeks ahead.
Open a task straight from the calendar.
Your own tasks can also be sent to Google Calendar, Outlook or Apple Calendar; see Calendar.

Invite a teammate

Open the Guild hall in the town (or Settings → Members in Work view).
Enter their email address and pick a role.
Choose Send invitation. They get an email with a link that works once and expires after 14 days.

If the email does not arrive, copy the invitation link from the same place and send it yourself.

Free workspaces include up to ten people, counting the owner and anyone still invited. Client approvers do not count.

What the roles mean

Role	What they can do
Owner	Everything, including project settings, members and billing. Each project has one owner.
Admin	Everything an owner can do inside the project: settings, members, workflow. Cannot buy or cancel Town Planner.
Member	The everyday role. Create, edit, assign and move tasks, comment and review. Cannot change settings or invite people.
Viewer	Can look at the board and read tasks, but not change anything. Good for someone who just wants to follow along.

Owners and admins can adjust what each role is allowed to do under Settings → Roles and permissions, but most teams never need to.

Tip

Start small: one board, a handful of tasks, each with an owner and a due date. Add checklists, labels and extra boards later, once the team has the rhythm.