Task Tracker App

Organize projects and track tasks on a board, on your own or with a team.

note

You can install and manage Root's own Apps on desktop or mobile. Apps from other developers, and Bots, are installed from Root on desktop. Once installed into a community, Apps and Bots can be used on Root desktop and mobile.

What is Task Tracker?

Task Tracker is a community app for managing projects and tasks. Teams create projects, add tasks, and move them through workflow phases on a board. Each project has its own board with three access levels, so the right people can view work, contribute tasks, or manage everything. Tags, priorities, assignees, and comments keep everything organized and the team informed.

How it works

Work in Task Tracker is organized into projects. Each project contains a set of tasks displayed on a board, grouped by workflow phase. The phase groups are stacked from top to bottom. Depending on their access level, members can view the board and follow progress, add and manage their own tasks, or manage everything in the project.

Projects

A project is a container for related tasks. Every project has:

• A title and optional description.
• A short identifier (1–4 letters, automatically capitalized) used to label tasks (for example, PROJ-1, PROJ-12).
• An optional image displayed on the project card.
• An owner: one person who looks after the project. It starts as whoever created it.
• Three access levels (View only, Contribute tasks, and Manage all tasks) that control who can view the project, who can add tasks, and who can manage everything.

The projects list shows each project as a card with a progress bar that visualizes how tasks are distributed across phases. Select the star on a project card to star it. Starred projects get their own Starred section at the top of your dashboard, and of the projects list when it is sorted by Name.

To find a project in a long list:

• Choose All or Owned by me at the top of the projects list.
• Sort by Name or Owner. Sorting by Owner groups projects under each owner, with yours first under You.
• Search by a project's title, identifier or description.

Task Tracker remembers your choices on this device. Inside a project, select the project's name at the top of the board to switch to another project.

When you open Task Tracker, you land on a dashboard that greets you and shows your assigned tasks, your starred projects, and the projects you own or have open tasks in. A separate My tasks view lists your open assigned tasks across every project, with overdue and due-soon tasks first.

Task phases

Every task has a phase that represents its position in the workflow. You move tasks between phases by dragging them on the board or by changing the status in the task detail view.

Phase	Meaning
Backlog	Not yet planned.
Planned	Ready to work on. New tasks start here by default.
In Progress	Actively being worked on.
In Review	Waiting for review or approval.
Done	Completed.
Cancelled	Abandoned.

tip

Each project board has a search box and a tag filter, so you can quickly narrow a busy board down to just the tasks you need.

Priority

Each task has a priority level that signals its importance.

Priority	Description
High	Needs immediate attention
Mid	Normal importance
Low	Can wait

Tags

Tags are colored labels shared across all projects in a community. You can attach multiple tags to a task to categorize it (for example, "Bug", "Feature", or "Design"). Admins, project creators, and members with contribute or manage access to a project can create and manage tags from the tags page.

Assignees

A task can be assigned to a user or a role. Assignees appear on the task card and in the task detail sidebar so the team can see who is responsible for each item.

Comments and activity

Every task has an activity section that combines:

• Comments: Discussion threads where members can post messages, and edit or delete their own.
• History: An automatic log of changes such as status updates, priority changes, tag edits, and assignee changes.

Roles and permissions

Task Tracker uses two global permission groups configured by community owners, plus access controls for each project.

Global roles

Role	Description
Task Tracker Admins	Users and roles with full access to all projects and features. Can create, edit, and delete any project or task.
Task Tracker Project Creators	Users and roles who can create new projects.

Project-level access

Each project defines three access levels, set in the project's Permissions panel:

Access level	Description
View only	Users and roles who can view the project and its tasks but cannot make changes.
Contribute tasks	Everything in View only, plus create tasks and edit or delete their own tasks.
Manage all tasks	Full access: create, edit, and delete any task, leave comments, change project settings, and delete the project.

Members who are not in any of the three groups cannot see the project.

Project owners

Being a project's owner doesn't give extra access. What an owner can do still depends on their access level. Owners decide what shows under Owned by me and on the dashboard. Only admins and members with Manage all tasks access can change a project's owner.

What admins can do

• Create, edit, and delete any project
• Create, edit, and delete any task in any project
• Manage tags and assignees across all projects

What project creators can do

• Create new projects
• Manage projects where they have Manage all tasks access

What members with Manage all tasks access can do

• Create, edit, and delete any task in the project
• Drag any task between phases on the board
• Add and remove tags, change priority, and assign members
• Post comments, and edit or delete their own
• Edit project settings and delete the project

What members with Contribute tasks access can do

• Create tasks in the project
• Edit and delete their own tasks
• Drag their own tasks between phases
• Post comments

What members with View only access can do

• View the project board and task details
• View comments and activity history

Create a project

Project creators and admins can create projects from the projects list.

1. Select New project.
2. Enter a Project name.
3. Optionally add a Description.
4. Choose an Owner. It is you by default. The owner must be one person in the community, not a role.
5. Review the Project identifier. It is generated automatically from the name but can be edited. The identifier is used to label tasks (for example, PROJ-1).
6. Optionally upload a Project image.
7. Switch to the Permissions tab.
8. Set the three access levels using the View only, Contribute tasks, and Manage all tasks sections. By default, Contribute tasks is open to everyone in the community and Manage all tasks is set to you.
9. Select Create.

Create project fields

Field	Required	Limit	Notes
Project name	Yes	100 characters	Displayed on the project card
Description	No	5,000 characters	Displayed on the project card
Owner	No	One person	A community member, not a role. Defaults to you.
Project identifier	Yes	4 characters	Letters and numbers, automatically capitalized. Auto-generated from the name. Used in task IDs.
Project image	No	N/A	Icon or logo for the project
View only access	No	N/A	Who can view the project. Empty by default.
Contribute tasks access	No	N/A	Who can add tasks. Defaults to everyone in the community.
Manage all tasks access	Yes	N/A	Who can manage the project. Defaults to you (the creator).

Create a task

Members with Contribute tasks or Manage all tasks access can add tasks to a project.

1. Open the project and select New task.
2. Enter a Name for the task.
3. Optionally add a Description using the rich text editor.
4. Set the Status (phase). Defaults to Planned.
5. Set the Priority. Defaults to Mid.
6. Optionally assign the task to a user or role.
7. Optionally add one or more Tags.
8. Optionally set a Due date.
9. Select Create.

Create task fields

Field	Required	Limit	Notes
Name	Yes	512 characters	A short summary of the work
Description	No	10,000 characters	Rich text with formatting support
Status	Yes	N/A	Backlog, Planned, In Progress, In Review, Done, or Cancelled
Priority	Yes	N/A	Low, Mid, or High
Assignee	No	N/A	A user or role responsible for the task
Tags	No	N/A	One or more color-coded labels
Due date	No	N/A	When the task is due

Edit a task

Members with contribute or manage access can update task details from the task detail page or directly on the board. Contributors can edit their own tasks; members with Manage all tasks access can edit any task.

From the task detail page:

1. Open the task from the board.
2. Edit the title, description, status, priority, assignee, due date, or tags inline. Changes save automatically.

You can set the due date on the create form, or add or change it later from the task detail page.

From the board:

• Drag a task card into a different phase group to change its status.
• Select the priority icon or status badge on a task card to change it inline. On a phone or narrow window, the status badge is hidden, so drag the task or open it to change its status.

Create a tag

Admins, project creators, and members with contribute or manage access can create tags to categorize tasks across all projects.

1. Open the Tags page.
2. Select New tag.
3. Enter a Name for the tag.
4. Choose a Color.
5. Select Create.

Tag fields

Field	Required	Limit	Notes
Name	Yes	80 characters	Letters, numbers, and spaces only
Color	Yes	N/A	Hex color. Defaults to lime green.

Delete a task

Contributors can delete their own tasks, and members with Manage all tasks access can delete any task, from the task detail page.

1. Open the task and select the delete icon .
2. Confirm the deletion.

Deleting a task removes it along with all its comments and activity history.

Edit a project

Admins and members with Manage all tasks access can change a project's details and access levels.

1. Open the menu on the project's card, or the menu at the top of the project, and select Project Settings.
2. Change the details on the General tab, or the access levels on the Permissions tab.
3. Select Update.

To hand a project to someone else, change the Owner on the General tab. You can't change the owner while the project is archived.

Archive a project

Admins and members with Manage all tasks access can archive a project to set it aside without deleting it.

1. On the projects list, open the menu on the project's card and select Archive Project.
2. Confirm in the dialog.

An archived project leaves the projects list and its tasks drop out of My tasks, and it becomes read-only while archived. To find archived projects, use Show archived projects in the projects navbar to open the Archived projects view. Owned by me works there too. From a project's menu there, select Unarchive Project to restore it.

Delete a project

Admins and members with Manage all tasks access can delete a project.

1. Open the project context menu and select Delete Project.
2. Confirm the deletion.

Deleting a project removes it along with all its tasks, comments, and activity history.

Notifications

Task Tracker sends you a notification when:

• Someone assigns you a task, directly or through a role.
• Someone takes you off a task.
• Someone comments on a task you created or are assigned to.
• A task you created or are assigned to moves to a different phase.

You don't get notified about your own changes, unless the task is assigned to a role you're in.

Limits

Item	Limit
Project name length	100 characters
Project description length	5,000 characters
Project identifier length	4 characters
Task name length	512 characters
Task description length	10,000 characters
Tag name length	80 characters
Tags per task	20
Comment length	2,000 characters
Comments per task	50