Projects & tasks

A project is a container for a chunk of work; tasks are the individual things that get done. This page covers how to use them effectively.

Creating a project

From Project Management Hub → All Projects → New Project, or auto-created when a grant is awarded. Required:

• Title — short and clear ("Q4 Annual Gala", not "Project for Gala").
• Type — grant-funded, event, ongoing program, ad-hoc.
• Owner — one person responsible for the outcome.
• Members — anyone who'll be doing tasks on it.
• Period — start and end dates.
• Budget (optional) — total dollars allocated.

Tasks: what they have

Every task has:

• Title + description.
• Assignee — one person.
• Due date.
• Status — open, in progress, blocked, done.
• Priority — low / normal / high / critical.
• Subtasks — nested checklist.
• Comments — threaded discussion.
• Attachments — files specific to this task.

Three task views

• List — flat sortable table. Best for reviewing or bulk-editing.
• Kanban — by status column. Best for active work — drag cards as work progresses.
• Calendar — month view by due date. Best for planning ahead.

Bulk operations

Select multiple tasks (checkbox in list view) and apply:

• Reassign to another person.
• Bulk-shift due dates by N days.
• Bulk-update status (e.g. mark all "in progress" tasks "done" at end of sprint).

Comments and @mentions

Every task supports threaded comments. @mention someone and they get notified in their Inbox. Replies are threaded under the original comment.

Templates

For repeatable work (e.g. annual gala, monthly newsletter, quarterly grant report), create a project template:

• Define the task list, due-date offsets (e.g. "10 days before event"), and assignees.
• Click "Use template" → a new project gets created with all tasks pre-populated, dates calculated from the start date.

Saves enormous setup time for any work you do repeatedly.

Time tracking (optional)

Tasks have an optional time-tracking toggle. When enabled:

• Members can log hours against a task.
• Project totals show actual vs. estimated hours.
• Used for cost-per-output reporting on grants.

Common patterns

• One owner per task — even if many people contribute, one person is responsible for it being done.
• Small tasks beat big tasks — anything that takes more than 2 days should be broken into subtasks.
• Due dates matter — every task should have one. "Whenever" isn't a date.