How does a project team work in Task Manager?
When you’re managing six projects at once, the first hour of the day can disappear while you look for priorities. You open the task list, check due dates and go back to last week’s decisions. Task Manager gives project teams a Board with projects side by side. Each project has its own column, and the colours of the items make it easy to check due dates at a glance.
Each project has its own Workspace. Its column has three sections - Favourites, Tasks and Chats. Red means overdue, blue means due today and green means the due date hasn’t passed yet. These are the same item cards you’ll find in Calendar and the main list.
Arrange columns by dragging them by their headings. The layout is saved separately for you. This also applies to Mail columns - they won’t move to the end of the Board after a data refresh.
What exactly can I see on the Board?
Open the Board using the views icon (squares) in the top bar of the middle column. You can also select Calendar and Notes from the same menu. When you click a task or chat, the Board docks on the left and the thread opens next to it. The open item stays highlighted. On a phone, the Board collapses into a floating button, and the button for returning from a task takes you back to the Board instead of the task list.
Drag items up and down to change the order in which they appear. Their due dates won’t change. Dragging an item into Favourites adds it to your favourites; dragging it out removes it. You can undo a reorder or a move into or out of Favourites using the undo icon or the Ctrl+Z shortcut. Undo history covers up to 20 changes. If undoing a change to favourites fails, you’ll see a message; the order will already have been restored. New items are added at the end, in line with the current sorting.
At the bottom of each column are Task and Chat icons. They open the add window with the Workspace already selected. Add events in Calendar, available from the same views menu. At the top of the Board, you’ll find Show only and Sort. The options match those in the task list, except for “Emails” - use the separate “Mail on Board” toggle for that. Filters are set separately for each view. Both menus start with a Reset row.
What do you gain?
When you’re managing several projects, you don’t have to ask the team which designs are overdue or where the homepage copy is due today. Start your day by checking both items side by side instead of searching through projects one by one.
You don’t have to wait for the customer to ask about overdue materials. You can spot the delay during your morning review and check what’s going on before replying to their message.
When you get back to work the next morning, your projects are in the order you set earlier. You don’t have to work out from scratch which deployment you wanted to check first.
An everyday example
Monday, 8:30 am. The project manager opens the Board. She sees five columns in the order she set on Friday - the upcoming deployment is first on the left. Two items in that column are red: the designs and the homepage copy. Three columns further along, the items are green, which means their due dates are still on track. The project manager focuses on the deployment.
She opens the red task. The Board docks on the left and the thread appears next to it. The task description contains the brief, and the task also has customer messages and attachments. The project manager can check the decisions about the logo without looking for them in a separate chat. If she has permission to change the status, she sets it to “In progress” in the open task. A system message with her full name and the status “In progress” is added to the thread. If the status actually changed, an email is sent to the assigned people who have status change notifications enabled, except for the person who changed it.
Then she returns to the board. At the bottom of this project's column, she selects Chat and starts a conversation about moving the deadline. The Workspace is already selected. She drags the task with the mock-ups into the Favourites section so she can get back to it more easily after lunch.
Frequently asked questions
Can I see all my projects at once on the Board?
You’ll see columns for the Workspaces you have access to: those open to everyone, those you’re explicitly assigned to, and those you created. The global administrator can see all Workspaces.
Can I arrange the projects in my own order?
Yes. Drag a column by its heading to move it left or right, and the layout is saved for your account. On a phone, press and hold the heading, then move the column sideways. New Workspaces are added alphabetically at the end.
Does dragging tasks change their due dates?
No. Dragging items within a column only changes the order in which they appear on the Board. Their due dates and times stay the same.
Do the task list filters also work on the Board?
The Board uses the same filtering and sorting options as the task list, except for “Emails”. Mail has a separate toggle on the Board. The Board keeps its own settings: changing a filter in the task list won’t change the Board view, and vice versa. You can clear either menu using the Reset row.
Can I use the Board on my phone?
Yes. Scroll horizontally through the columns. The Board opens full-screen. When you open a task, it collapses into a floating “Board” pill that you can use to return to it.