Task Management

Tasks are the unit of work in The One Projects. They live on the project's kanban board, move through the engine's workflow stages, and accumulate time entries that feed into billing and reporting.

The Kanban Board

Open any project and click the Board tab to see the kanban view. Columns represent the workflow stages configured for your engine.

MSP engine example:

Scoping | Scheduled | In Progress | Testing | Client Review | Completed

Software engine example:

Backlog | Ready | In Progress | In Review | Testing | Done

Each task appears as a card showing:

• Task name
• Assignee avatar
• Priority badge
• Due date (red if overdue)
• Estimated hours (if set)

Drag and drop a card from one column to another to update its status.

Creating a Task

1. On the Board tab, click + Add Task in any column, or click New Task in the header
2. Fill in the task fields:

Field	Description
Name	Required. Short, action-oriented label (e.g., "Configure firewall rules").
Description	Optional. Markdown-supported detail, context, or acceptance criteria.
Assignee	The team member responsible for doing the work.
Reporter	The team member who created or is tracking this task.
Due Date	Target completion date. Overdue detection is based on this.
Priority	Low / Medium / High / Urgent.
Status	Corresponds to the board column. Changing status moves the card.
Milestone	Link this task to a milestone. Contributes to milestone progress %.
Task Type	Engine-specific. MSP: Task/Config/Migration/Training/Documentation. Software: Story/Bug/Feature/Spike. Legal: Court Filing/Discovery/Deposition.
Estimated Hours	Planned effort. Used in budget tracking.
Story Points	Software engine only. Agile estimation.
Dependencies	Other tasks that must be done before this one can start.

3. Click Save Task

Task Statuses

Status	Meaning
To Do	Not started yet
In Progress	Actively being worked on
In Review	Work done, awaiting review
Blocked	Cannot proceed — dependency or external hold
Done	Completed
Cancelled	Will not be done

ℹ️

Status labels and column names are set by your engine configuration. In the Agency engine, these stages are Brief → Concept → In Production → Client Review → Revisions → Approved → Live. The statuses above are the underlying system values; the labels you see reflect your engine.

Subtasks

Tasks support one level of parent-child nesting via the parent_task_id field. To create a subtask:

1. Open a task
2. In the Subtasks section at the bottom, click Add Subtask
3. Fill in name, assignee, due date
4. Save

Subtasks appear indented under the parent on the board. The parent task's progress indicator reflects the percentage of subtasks in Done status.

Task Comments

Every task has a threaded comment section:

• Comments support @mentions — mentioning a teammate sends them a notification
• All team members (owner through viewer) can read comments; member and above can write
• Portal (client) users can view comments on tasks that are visible to them
• Comments support markdown formatting and file attachments
• Comments can be edited after posting; edit history is retained

Bulk Operations

On the Board tab, use the checkbox to select multiple tasks:

• Reassign — Change assignee for all selected tasks at once
• Set Priority — Update priority on all selected tasks
• Move to Column — Move all selected tasks to a different status column
• Set Due Date — Apply the same due date to all selected tasks

Task Reordering

Tasks within a column can be reordered by dragging cards vertically. The order persists via the order_index field and is shared across all team members viewing the board.

My Tasks View

The Tasks page in the left sidebar shows only tasks assigned to you across all projects. Use this as your daily work queue. Filter by:

• Status — See only what's In Progress or Blocked
• Due Date — See what's due today or this week
• Priority — Focus on Urgent first

Custom Fields per Engine

Beyond the standard task fields, each engine adds engine-specific fields:

Engine	Custom Task Fields
MSP	ticket_id, site_id, sla_hours, billable_rate
Software	story_points, sprint, epic, repo_link, pr_link, acceptance_criteria
Legal	court_date, filing_deadline, billable_rate
Accounting	filing_deadline, review_stage
Agency	channel, deliverable_type, client_approval_required
Construction	permit_number, inspection_date, subcontractor

Tips

• Use Blocked status deliberately — A card stuck in Blocked for more than a day should have a comment explaining the blocker and an owner investigating it
• Link every task to a milestone — This keeps your milestone health accurate and your client updates meaningful
• Log time immediately — Don't batch time entry at end of week; log it while the work is fresh so descriptions are accurate
• Use task types — Filtering by task type (e.g., all "Config" tasks, all "Bugs") makes sprint planning and status reporting much faster