Tasks & Notes

The platform provides integrated task management and note-taking capabilities. Tasks help you track work, while notes capture ideas and knowledge that can later be converted to actionable items.

Task Management

Tasks are the fundamental unit of work tracking. They support flexible workflows through customizable Kanban boards.

What is a Task?

A task represents a discrete piece of work with:

Task Scopes

Tasks can be scoped to different levels:

• Team-level - General tasks not tied to a specific project
• Project-level - Tasks within a project context
• Client-level - Tasks associated with a specific client

This flexibility lets you organize work however makes sense for your team.

Priority Levels

Kanban Workflow

Tasks are organized on Kanban boards with customizable status columns.

Default Statuses

New teams start with common statuses:

• To Do - Work not yet started
• In Progress - Currently being worked on
• Done - Completed work

Custom Statuses

Create statuses that match your workflow:

1. Go to Tasks and click the settings icon
2. Add new status columns
3. Set colors for visual distinction
4. Reorder by dragging
5. Set default status for new tasks

Status Scopes

Statuses can be defined at two levels:

• Team-level - Shared across all projects
• Project-level - Specific to a single project

Subtasks

Break complex tasks into smaller pieces:

Main Task: Launch new feature
├── Subtask: Write documentation
├── Subtask: Create demo video
└── Subtask: Notify users

Subtasks have:

• Title and optional Description
• Completed checkbox
• Position for ordering

Track completion of subtasks independently while keeping them grouped under the parent task. A progress indicator shows how many subtasks are complete.

Recurring Tasks

Set up tasks that repeat on a schedule:

Recurrence Types

Recurrence Settings

• Interval - Every N days/weeks/months (e.g., every 2 weeks)
• End Date - Optional date when recurrence stops

When a recurring task is completed, the system automatically creates the next occurrence. The original task serves as the parent, with each occurrence linked back to it.

Task Dependencies

Define relationships between tasks:

• Blocked by - This task can't start until another completes
• Blocks - Other tasks depend on this one

A task can block multiple other tasks, and can be blocked by multiple tasks. Dependencies help:

• Visualize work sequences
• Identify bottlenecks
• Plan sprint order
• Prevent starting work prematurely

Task Tags

Apply tags to tasks for better organization:

• Filter the Kanban board by tag
• Create tag-based views
• Track work by category (e.g., "bug", "feature", "documentation")

Tags are shared across your team and work the same way as tags on notes, ideas, and other content.

Note Capture

Notes provide a lightweight way to capture information that isn't yet actionable.

What is a Note?

A note is a simple text entry with:

Note Workflow

Notes follow a simple status progression:

1. Raw - Freshly captured, unprocessed
2. Synthesized - Reviewed and distilled
3. Archived - No longer active

This workflow encourages regular review and prevents notes from becoming a dumping ground.

Collections

Group related notes into collections:

• Client notes - Discovery calls, requirements
• Research - Industry trends, competitor analysis
• Ideas - Feature concepts, improvements
• Meeting notes - Recurring sync summaries

Collections can be archived when no longer active.

Note Tags

Apply tags to notes for cross-collection organization:

• Find related notes across collections
• Create topic-based views
• Link notes thematically (e.g., all notes tagged "onboarding")

Linking Notes to Tasks

The power of notes comes from connecting them to tasks.

Creating Links

1. Open a note
2. Select text that represents an action item
3. Click Create Task or Link to Task
4. The task is created with a reference to the source note

Why Link?

• Provenance - Track where tasks originated
• Context - View the original note when working on a task
• Completeness - Ensure all action items are captured
• Line tracking - Know which specific line in the note spawned the task

Linking Notes to Ideas

Notes can also be connected to ideas in your idea backlog:

• Mark a note as the primary source for an idea
• Link supporting notes that provide context
• Track the evolution from raw note to validated idea

This creates a knowledge trail from initial capture through to implementation.

Dashboard Views

Tasks Dashboard

The main tasks view provides:

• Kanban board - Drag tasks between statuses
• Filters - By project, client, assignee, priority
• Search - Find tasks by title or description
• Quick add - Create tasks without leaving the board

Filtering Tasks

Narrow down your view:

• Project filter - Show only project-specific tasks
• Assignee filter - Your tasks or specific team members
• Priority filter - Focus on high-priority items
• Status filter - Hide completed tasks

Best Practices

For Tasks

1. Keep titles actionable - Start with a verb (e.g., "Review", "Fix", "Add")
2. Use priorities consistently - Define what each level means for your team
3. Break down large tasks - Use subtasks for complex work
4. Review regularly - Keep the board current
5. Archive, don't delete - Maintain history

For Notes

1. Capture quickly - Don't over-edit when capturing
2. Review regularly - Process raw notes into tasks or archive
3. Use collections - Prevent clutter
4. Link to tasks - Make notes actionable

Related Concepts

• Accounts & Teams - Task assignments within teams
• Projects - Project-scoped tasks

Next Steps

• Public Profiles - Showcase your work publicly