Task Tracker App

Organize work into projects, track tasks on a kanban board, and collaborate with your team.

note

Apps and Bots are only available on Desktop.

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 kanban board. Each project has its own board with configurable read and write access, so the right people can view or manage work. Tags, priorities, assignees, and comments keep everything organized and everyone on the same page.

How it works

Work in Task Tracker is organized into projects. Each project contains a set of tasks displayed on a kanban board, grouped by workflow phase. Members with write access drag tasks between phases, update details, and leave comments. Members with read access can view the board and follow progress.

Projects

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

• A title and optional description.
• A short identifier (1–4 letters) used to label tasks (for example, PROJ-1, PROJ-12).
• An optional image displayed on the project card.
• Read and write permission groups that control who can view and who can manage tasks.

The projects list shows each project as a card with a progress bar that visualizes how tasks are distributed across phases.

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.

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 color-coded 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 and members with write access 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, edit, and delete messages.
• 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 leaders, plus per-project access controls.

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 two permission groups:

Access level	Description
Write	Users and roles who can create, edit, and delete tasks, leave comments, and change project settings. Shown as Manage Tasks on the project card.
Read	Users and roles who can view the project and its tasks but cannot make changes. Shown as View Only on the project card.

Members who are not in either group cannot see the project.

What admins can do

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

What project creators can do

• Create new projects
• Manage projects they have write access to

What members with write access can do

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

What members with read 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. 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).
4. Optionally upload a Project image.
5. Switch to the Permissions tab.
6. Configure Read permissions to control who can view the project. Defaults to everyone.
7. Configure Write permissions to control who can manage tasks. At least one user or role is required.
8. Select Create.

Create project fields

Field	Required	Limit	Notes
Project name	Yes	100 characters	Displayed on the project card
Project identifier	Yes	4 characters	Letters only. Auto-generated from the name. Used in task IDs.
Project image	No	—	Icon or logo for the project
Read permissions	No	—	Defaults to everyone in the community
Write permissions	Yes	—	At least one user or role required

Create a task

Members with write 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 Low.
6. Optionally assign the task to a user or role.
7. Optionally add one or more Tags.
8. 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	—	Backlog, Planned, In Progress, In Review, Done, or Cancelled
Priority	Yes	—	Low, Mid, or High
Assignee	No	—	A user or role responsible for the task
Tags	No	—	One or more color-coded labels

Edit a task

Members with write access can update task details from the task detail page or directly on the board.

From the task detail page:

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

From the board:

• Drag a task card to a different phase column to change its status.
• Select the priority icon or status badge on a task card to change it inline.

Create a tag

Members 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	—	Hex color. Defaults to green.

Delete a task

Members with write access can delete a task from the task detail page.

1. Open the task and select the delete icon (trash can).
2. Confirm the deletion.

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

Delete a project

Admins and members with write 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.

Limits

Item	Limit
Project name length	100 characters
Project identifier length	4 characters
Task name length	512 characters
Task description length	10,000 characters
Tag name length	80 characters