What is a Task in Task Manager?
A task in Task Manager is a single thread for the brief, due date, people and conversation about the work. When a designer asks whether the logo should go on the left, the answer stays under the task description. Two weeks later, there's no need to look for it in your inbox.
A task has a subject (required, up to 255 characters), a description in the text editor, a priority - normal or high - a due date with an optional time, a list of assigned people, and a status. A task's status can be "No status", "In progress", "Done" or "Cancelled". In the description you can include a to-do list, a code block or a hand-drawn sketch. A drawing added to a message in the thread is also saved to the task's Files; a drawing placed directly in the description stays only in the description.
Next to each person selected in the "Assign users" field, in "Selected" mode, there are three toggles: "Administrator", "Change status" and "Observer". A task administrator can edit and delete it. An observer sees the task and the conversation, can write in the thread, but doesn't change the status or content of the task. Turning on "Observer" disables and greys out the other two toggles. The task's author or the workspace administrator cannot be an observer.
The “(edited)” badge appears only when the title or description changes. Moving the due date, changing the priority or adding a person won’t trigger it. It marks a change to the content, not just any change to the task.
What does a task look like inside?
An open task appears in the right-hand column, next to the task list. At the top is a card with the author and title. Below the title, you’ll see the status, a human-readable due date (“in 2 days” alongside the date) and the priority. The conversation runs below. Messages from the same person within the last 15 minutes are grouped under one heading. Days are separated by “Today”, “Yesterday” and the date.
The avatars in the task header show only the people doing the task. After clicking, the list shows those people first, labelled "Administrator" or "Changes status". Below is a collapsed, greyed-out "Observing" section, and at the end "Also have access" - administrators who see the task because of their role.
Changes to task details are recorded in the thread as centred pills with a time. This includes changes to the status, due date, priority and name, as well as adding or removing a person. When the due date changes, the previous value is shown. You can check who moved it from Tuesday to Friday, and when. Changing the description doesn’t create an entry like this - the new content appears on the card.
The due date colour works the same way in the list, on the board, in the calendar and on the card. Red means the date and time have passed. Blue means the due date is today and hasn’t passed yet. Green is used for upcoming days. If no time is set, the task is “due today” all day and only turns red the next day. Completed and cancelled tasks have a grey badge, even when overdue.
A task you're observing has an eye icon on the list, the Board and in the Calendar's List panel. It doesn't count towards "Overdue", "Today" or "On time", doesn't appear in due date reminders or the daily task summary, and the AI Assistant doesn't list it as a task to do. An observer only gets notifications about mentions of themselves, while the unread message counter on the task works as usual.
Tick off items in the to-do list directly on the card, without opening the editor or having permission to edit the task. A progress bar grows below the list, for example, “2 of 3 done”. A mini avatar of the person who ticked an item appears beside it. Hover over it to see their first name, surname and the date.
What do you gain?
You don’t have to rely on memory to reconstruct what was agreed. If a client says the due date was Tuesday, you don’t need to search through chats and your inbox. The task conversation shows you the previous date and who changed it.
You don’t have to ask the team every morning what’s at risk. The due date colour shows the same thing to everyone in the list, on the board and in the calendar. Closed tasks don’t stay red, making overdue ones easier to spot.
You don’t have to ask everyone for an update on work split into stages. You can see how many items are done and who ticked them off. Contact the right person instead of messaging the whole team.
An everyday example
An agency is running a campaign for a client. The task “September creatives” is due on Friday at 14:00, has high priority and is assigned to three people: a graphic designer, a copywriter and an account manager. Its description contains a to-do list of five formats.
The client sends revisions on Thursday. The account manager pastes a screenshot from the clipboard into the message. They sketch the revision separately in the “Draw” window and add the drawing to a message in the task thread. The drawing also goes into Files, in the task folder. The designer ticks off the completed formats. The progress bar shows that three of the five items are ticked off, and the team can see they won't finish by 14:00. The account manager moves the due date to Monday. A pill showing the previous date appears in the thread.
On Monday, no one has to reconstruct the story from memory. The question, feedback and due date change all stay in one thread.
Frequently asked questions
Can several people be assigned to a task?
Yes. Multiple people can be assigned to a task, and each sees it on their own list. The task creator always stays on it. You can also choose the "Everyone in the Workspace" option - it's selected by default in the form and assigns the task to all active people with access to that space, as doers, with the right to change status. Roles for individual people, including observer, are set in "Selected" mode.
Can I add someone just for visibility?
Yes. In the "Assign users" field, in "Selected" mode, you turn on the "Observer" toggle for that person. An observer sees the task and the conversation, can write in the thread, but doesn't change the status or content of the task, and only gets notifications about mentions of themselves. An observed task has an eye icon on the list and doesn't count towards "Overdue", "Today" or "On time". The "Observed tasks" item in the "Show only" menu is selected by default, and unticking it only hides from the list the tasks you're observing.
Can I see who changed a task's due date?
Yes. A due date change is recorded in the thread with the previous value and the time of the change. You can see who moved the due date. Changes to the status, priority and name, and the addition or removal of people, are recorded in the same way.
What happens when a task's due date has no time?
A task with a due date but no time is treated as due today for the entire day. The red indicator only appears the next day. If you enter a time, the task becomes overdue once that time has passed.
Can I hide a task without deleting it?
Yes. You can archive a task. It disappears from the main list but can be restored. Deleting is a separate action that requires you to confirm by typing the task name.