Overview #
Tasks are the fundamental unit of work in Workflo. Every deliverable, action item, milestone, or to-do in your organization can be captured, tracked, and managed as a task. Tasks are rich in detail — they can carry descriptions, priorities, due dates, assignees, files, comments, subtasks, custom data, and more.
What Is a Task? #
A Task is a single, trackable unit of work. Tasks live within projects (organized into sections) but can also exist independently within a workspace. Each task has a unique identifier, making it easy to reference and locate from anywhere in the platform.
Task Fields #
When creating or editing a task, you can populate the following information:
| Field | Description |
|---|---|
| Title | A clear, concise name for the task |
| Description | A detailed explanation of the work required |
| Priority | The urgency level of the task (e.g., Low, Medium, High, Critical) |
| Severity | The impact level of the task if applicable |
| Due Date | The date by which the task should be completed |
| Assignees | One or more team members responsible for completing the task |
| Section | The stage or category the task belongs to within a project |
| Tags | Labels used to categorize or filter tasks across projects |
| Cost | An optional cost value associated with the task |
| Files & Attachments | Supporting documents, images, or reference materials |
| Custom Fields | Additional data fields defined by your organization |
| Subtasks | Smaller tasks nested beneath the parent task |
Creating a Task #
Any project member can create a task within a project (with the exception of Limited Access Guests and Commentators). To create a task:
- Open the project where you want the task to live
- Navigate to the appropriate section
- Click Add Task or the + icon within that section
- Enter the task title and any relevant details
- Save the task
Tasks can also be created directly within a workspace, outside of any specific project. These workspace-level tasks are visible to workspace admins and owners.
Assigning Tasks #
Tasks can be assigned to one or more team members. Assignees are notified when they are added to a task and can view all tasks assigned to them from their personal task view.
To assign a task:
- Open the task
- Click the Assignees field
- Search for and select the team member(s) responsible
- Save
Task Priority and Severity #
Priority indicates how urgently a task needs to be addressed. Severity indicates the potential impact if the task is not completed. Using both fields allows your team to make informed decisions about sequencing and resource allocation.
Subtasks #
Complex tasks can be broken down into Subtasks — smaller, more granular items that contribute to completing the parent task. Subtasks follow the same structure as regular tasks and can have their own assignees, due dates, and descriptions.
Subtasks are displayed within the parent task, giving a clear picture of progress at a granular level.
Recurring Tasks #
For work that repeats on a regular schedule, Workflo supports Recurring Tasks. A recurring task can be configured to repeat automatically based on a defined duration and schedule.
Recurring task options include:
- Duration — How often the task repeats (e.g., every 7 days)
- Days of the week — Specific days the task should recur
- End date — When the recurrence should stop
- Number of iterations — How many times the task should repeat
- Trigger — Whether recurrence is triggered automatically on a schedule or upon completion of the previous instance
Examples of recurring tasks:
- Monthly client billing reviews
- Weekly status reports
- Daily stand-up task reminders
- Annual compliance filings
Watching a Task #
In addition to being assigned to a task, any workspace member can Watch a task. Watchers receive notifications about updates to the task — including new comments, status changes, and completion — without being formally assigned to it.
This is useful for managers or stakeholders who need visibility into a task’s progress without being directly responsible for it.
Task Comments #
Every task has a built-in comment thread where team members can discuss the work, ask questions, share updates, and provide feedback. Comments support text formatting and can include @mentions to notify specific team members.
Who can comment:
- Any project member, including Commentators (Guests), can leave comments on tasks
Completing a Task #
To mark a task as complete:
- Open the task
- Click the Mark Complete button or toggle
- The task is timestamped with the completion date and the name of the person who completed it
Completed tasks can be reopened if additional work is required.
Moving Tasks Between Projects #
Tasks can be moved from one project to another. This is useful when a task’s scope changes or when work is being reorganized. To move a task:
- The user must have access to both the source task and the destination project
- Limited Access Guests cannot move tasks
Duplicating Tasks #
Tasks can be duplicated to quickly create a copy with the same structure, description, and fields. This is helpful for repetitive task types where only minor details differ. Limited Access Guests cannot duplicate tasks.
Task Tags #
Tags are workspace-level labels that can be applied to any task. They allow you to categorize and filter tasks across multiple projects simultaneously. For example, tagging tasks with a client name or a specific initiative makes it easy to pull up all related work regardless of which project it lives in.
Task Files and Attachments #
Files can be attached directly to a task — documents, images, spreadsheets, or any other relevant materials. All project members (including guests) can upload files to tasks. Files are stored securely and can be downloaded by anyone with access to the task.
Task Visibility #
A task is visible to a user if any of the following apply:
- The user is a Workspace Admin or Owner
- The user created the task
- The user is a member of a project the task belongs to
- The user is an Assignee on the task
- The user is Watching the task
Free Plan Task Limit #
Organizations on the Free plan are limited to 100 tasks per workspace. Upgrading to a paid plan removes this restriction.
Best Practices #
- Write clear task titles. A good task title describes the action and the outcome — e.g., “Prepare Q3 financial summary for client review” rather than “Summary.”
- Always set a due date. Tasks without due dates tend to be deprioritized. Due dates create accountability and help with planning.
- Use subtasks for complex deliverables. Breaking a large task into subtasks makes progress more visible and easier to manage.
- Assign ownership clearly. Every task should have at least one assignee. Unassigned tasks often fall through the cracks.
- Use recurring tasks for repetitive work. Setting up recurring tasks for regular activities reduces administrative overhead and ensures nothing is forgotten.
- Use tags strategically. A consistent tagging system (by client, initiative, or priority type) dramatically improves your team’s ability to filter and report on work.
