Task Management
Overview
Tasks help break down projects into smaller, manageable pieces of work. Each task can have its own deadline, priority, assigned member, and even a specific rate for billing purposes.
When to Use Tasks
- Breaking large projects into smaller work items
- Assigning specific work to team members
- Tracking detailed time at task level
- Task-specific billing rates
Creating Tasks
Step 1: Navigate to Project Tasks
- Go to Projects in the sidebar
- Select your project
- Navigate to Tasks tab
- Click "Add Task" or "New Task" button
Step 2: Fill in Task Details
Required Fields
Task Name
- Clear, actionable description of the work
- Length: 3-200 characters
- Examples:
"Design homepage mockup"- "Implement user authentication"
- "Write product description copy"
"Task 1" (too generic)- "Fix" (not descriptive)
Optional Fields
Description
- Detailed task explanation
- Acceptance criteria
- Length: Up to 2000 characters
- Formatting: Plain text
- Example: "Create responsive homepage design in Figma. Include hero section, features grid, testimonials, and CTA. Desktop and mobile versions required."
Priority
- Levels:
Urgent: Drop everything, do this now
High: Important, do soon
Medium: Normal priority (default)
Low: Can wait, nice to have
Assignees
- Select one or more team members responsible for the task
- Autocomplete dropdown: Shows all active project team members with avatar and name
- Multiple selection: Supported on all tiers — select multiple people as chips
- Unassigned: Leave empty if no specific person is responsible
- Chip display: Each selected assignee appears as an avatar chip; click the
×to remove
Impact on Time Tracking
Assignees directly affect which tasks appear in the Project / Task selector when logging time:
- No assignees set → the task is visible to all project members
- One or more assignees set → the task is only visible to the assigned members
This keeps the task selector clean and relevant for each team member — you only see tasks that belong to you.
Deadline
- Target completion date
- Date picker: Select date
- Time: Optional (defaults to end of day)
- Alerts: Email reminders (PRO+)
Estimated Hours (PRO+)
- Expected time to complete
- Format: Hours (e.g., 4, 8.5, 16)
- Used for: Capacity planning, progress tracking
- Warning: Alert when actual time exceeds estimate
Task Rate (PRO+)
- Specific hourly rate for this task
- Overrides: Project and user rates
- Use case: Specialized work, different skill levels
- Example: Junior dev task: €40/hour, Senior dev task: €80/hour
Step 3: Create Task
Click "Create Task" button.
What happens:
- Task added to project
- Assigned member notified (if enabled)
- Task appears in task list
- Available for time tracking
Task States
Tasks move through different states during their lifecycle:
Available States
Active (Default)
- Task is open and being worked on
- Ready to be picked up or in progress
- Next action: Complete or put on hold
Completed
- Task finished
- All work done
- Next action: Archive or review
On Hold
- Temporarily paused
- Waiting on external factor or decision
- Next action: Resume (→ Active) when ready
Archived
- Task is no longer active
- Closed or cancelled work
- Next action: Restore if needed
Changing Task State
Manual Update:
- Click the task in the task list
- Select the new state from the status dropdown
- Save
Auto-update (PRO+):
- Active → Completed: When marked complete from the timer
- Configurable: Project Settings → Task Automation
Tier Limits
| Tier | Max Tasks per Workspace | Task Assignment | Task Rates | Task Automation |
|---|---|---|---|---|
| FREE | 50 total | (multiple) | | |
| PRO | 70 total | (multiple) | | |
| ENTERPRISE | Unlimited | (multiple) | | |
FREE Tier Limit
FREE tier allows only 50 tasks per workspace (across all projects). Manage tasks carefully or upgrade to PRO for 70 tasks.
Task Organization
Filtering Tasks
Filter by:
- State: Active, Completed, On Hold, Archived
- Priority: Urgent, High, Medium, Low
- Assignee: "All" (default) or "Assigned to Me" — quickly find tasks assigned to you
- Deadline: Overdue, due this week, due this month
- Project: Single project or all projects
Saved Filters (PRO+):
- Save commonly used filter combinations
- Quick access from dropdown
- Examples: "My urgent tasks", "Team overdue tasks"
Sorting Tasks
Sort by:
- Priority: Urgent → Low
- Deadline: Nearest first
- Created date: Newest or oldest
- Alphabetical: Task name A-Z
- State: Active → Completed
Default Sort: Priority (high to low) + Deadline (nearest first)
Task List Views
List View (Default)
- Compact list with key info
- Quick state changes
- Bulk actions (PRO+)
Board View (PRO+)
- Kanban-style columns (Active | Completed | On Hold)
- Drag-and-drop state changes
- Visual workflow
Calendar View (PRO+)
- Tasks plotted by deadline
- Monthly/weekly/daily views
- Drag to reschedule
Task Details & Tracking
Task Detail Page
Click any task to view full details:
Information Displayed:
- Task name and description
- Current state and priority
- Deadline
- Estimated vs actual hours
- Comments and history
- Linked time entries
Sidebar Cards:
- Projects: Shows the linked project(s)
- Assignees: Shows all assigned team members with avatar, full name, and role (
contributor). This card is hidden when no assignees are set.
Time Tracking on Tasks
Start Timer:
- Open task
- Click "Start Timer" button
- Timer starts, auto-tags with task
- Work on task
- Stop timer when done
Manual Entry:
- Create time entry
- Select project
- Select task from dropdown
- Fill in time details
- Save
Task Time Summary:
- Total time tracked on this task
- Breakdown by team member
- Billable vs non-billable hours
- Rate applied (if task rate set)
Task Dependencies (ENTERPRISE)
ENTERPRISE Feature
Task dependencies are only available in ENTERPRISE tier.
Set Dependencies:
- Open task detail page
- Click "Add Dependency"
- Select predecessor task
- Choose dependency type:
- Finish-to-Start: Task B starts after Task A finishes
- Start-to-Start: Task B starts when Task A starts
- Finish-to-Finish: Task B finishes when Task A finishes
Visual Dependency Chain:
- Gantt chart view
- Critical path highlighted
- Blocker warnings if dependency incomplete
Bulk Task Operations (PRO+)
PRO+ Feature
Bulk task operations require PRO or ENTERPRISE tier.
Bulk Actions:
Select Multiple Tasks:
- Enable checkbox selection
- Select tasks (Ctrl+Click for multiple)
- Choose action from bulk menu
Available Actions:
- Change state: Mark all as Done, In Progress, etc.
- Change priority: Set to Urgent, High, Medium, Low
- Assign to: Assign all to specific team member
- Set deadline: Bulk deadline update
- Delete tasks: Remove multiple tasks at once
- Export tasks: CSV export of selected tasks
Undo (within 30 seconds):
- Accidental bulk action? Click "Undo" notification
Task Templates (ENTERPRISE)
ENTERPRISE Feature
Task templates are only available in ENTERPRISE tier.
Create Template:
- Create project with standard tasks
- Project Settings → Advanced
- Save as project template (includes tasks)
Use Template:
- New Project → Use Template
- Select template
- All tasks auto-created
- Customize as needed
Example Template: "Website Redesign"
Tasks included:
- Kickoff meeting
- Design mockups
- Client feedback round 1
- Revisions
- Development - HTML/CSS
- Development - JavaScript
- Content migration
- QA testing
- Client review
- Launch
Task Comments & Collaboration
Add Comment:
- Open task detail page
- Scroll to Comments section
- Type comment
- Optional: @mention team member
- Post comment
Comment Features:
- @mentions: Notify specific team members
- Attachments: Upload files (ENTERPRISE)
- Edit/Delete: Own comments only
- History: Full comment thread preserved
Notifications:
- Email for @mentions
- In-app for all task comments (if subscribed)
Task Best Practices
Do's
- Use actionable names - "Design homepage" not "Homepage"
- Set realistic deadlines - Better to finish early
- Assign tasks - Clear ownership
- Update states - Keep task board current
- Add descriptions - Context helps future you
- Break down large tasks - Smaller tasks are manageable
- Set priorities - Focus on what matters
Don'ts
- Don't create too many tasks - Analysis paralysis
- Don't leave tasks unassigned - Someone must own it
- Don't ignore deadlines - Update or remove if changed
- Don't use generic names - "Task 1", "Misc", "Other"
- Don't skip state updates - Reflect actual progress
- Don't forget to close - Mark done when complete
Task Reports (PRO+)
Available Reports:
- Task completion rate: % of tasks done vs total
- Average task duration: How long tasks take
- Overdue tasks: Tasks past deadline
- Member workload: Tasks per team member
- Priority distribution: Urgent vs low priority breakdown
Export Options:
- CSV: All task data
- PDF: Formatted report
- Excel: Pivot-ready data
Troubleshooting
"Maximum tasks reached" error
Problem: Can't create more tasks.
Solutions:
- FREE tier: Delete completed tasks or upgrade to PRO (50 → 70 tasks)
- PRO tier: Delete completed tasks or upgrade to ENTERPRISE (unlimited)
- Archive completed tasks: ENTERPRISE only
Cannot assign task to team member
Problem: Team member not appearing in the Assignees autocomplete dropdown.
Reasons:
- Member's status is not
activein the workspace (only active members are shown) - Member removed from workspace
- Member has not accepted their invitation yet
Solutions:
- Go to Settings → Team and verify the member's status is
Active - Re-invite the member if they haven't joined yet
- Check workspace access settings
Task not showing in timer dropdown
Problem: Created task doesn't appear when selecting task.
Solutions:
- Refresh page (F5)
- Check task state (blocked/cancelled tasks hidden by default)
- Check if project requires task (Settings → Time Entry Settings)
- Verify you're in correct project
Bulk actions not working
Problem: Can't perform bulk operations.
Reason: Bulk actions require PRO or ENTERPRISE tier.
Solution: Upgrade subscription or perform actions individually.
Next Steps
- Project Budgets → - Track task-level budgets (PRO+)
- Time Tracking → - Track time on tasks
- Reporting → - Generate task reports
- Rate Management → - Set task-specific rates
Need Help?
- Email: support@cadensa.io
- Community: community.cadensa.io
- FAQ: Task Management FAQ