Tasks give your team a visual, drag-and-drop workspace to plan, assign and track work directly alongside your content. Using a Kanban-style board, teams can organize priorities, deadlines, and responsibilities without relying on spreadsheets or external project management tools.
Tasks can also be linked to specific campaigns, content pieces or clients, making it easier to keep everyone aligned and move projects forward from planning to publication.
Watch our Academy video š¹ on Boards for a step-by-step guide:
In this article
1. Create lists and tasks
Set up your lists
Step 1. Click Planning at the top bar, and then select Tasks.
The tasks board will be empty at first. Lists are the columns on your board, used to represent statuses, tags, or collaborators.
Step 2. Click + New list, enter a name, and optionally assign a color to distinguish it visually.
š” Tip: A priority-based setup (High / Medium / Low) works well for teams that need to triage tasks quickly. You can always add or rename lists later.
Create tasks
Step 3. Inside any list, click '+ Add a card' and enter a title for the task. Press Enter to save it and immediately add the next one.
This quick-add flow is designed for rapid capture. Drop your ideas on the board first, then add details later.
Step 4. To move a task between lists, drag and drop it to the correct column.
Add details to a task
Step 5. Click any task card to open its detail view. From here you can fill in or update:
Field | Description |
Title | Rename the task at any time |
Tag | Change the tag of the task |
Due date | Set a deadline |
Status | Not started, In progress, Done ā or create a custom status |
Time estimation | Enter time in weeks, days, hours, and minutes. Use the format: 2w 4d 6h 45m |
Client workspace | Assign to a child workspace (agency/multi-workspace plans only) |
Collaborators | Add collaborators responsible for the task |
Campaigns | Link the task to a campaign |
Attachments | Supported formats: .png, .jpeg, .jpg, .gif, .pdf, .xlsx, .xls, .doc, .docx, .txt |
Description | Add context to help collaborators understand the task |
Group tasks by tag, status, or collaborator
Step 7. Use the grouping control on the right side of the kanban board to switch how tasks are grouped. The default grouping is by Tags.
2. Managing the task overview
As your kanban board grows, you can hide lists you're not actively working in to reduce visual clutter.
Step 1. On any list, click the āÆ menu (three dots) and select Hide list.
Step 2. Hidden lists collapse to the right hand side of the kanban board, showing the list name and the number of tasks it contains.
š” Tip: You can drag tasks from visible lists into a hidden list to quickly archive or deprioritize them without deleting anything.
Step 3. Click a hidden list to preview its tasks. To make it fully visible again, click the eye icon and select Show list.
3. Collaboration on tasks
Add comments
Step 1. Scroll down in the task detail view to reach the comment section. Leave notes for the team, or tag someone with @name to send them an instant notification.
Invite collaborators
On the task overview, you can click the users avatar. This will open a "Collaborate" modal, where you can choose "Ask team member to edit". Choose a user and optionally leave a message.
4. Tasks for multiple workspaces
If you're on an agency or multi-workspace plan, you can create tasks in your main workspace and assign them to a specific Client workspace.
Once assigned, the task appears in that child workspace's Tasks view. Writers and collaborators can pick up the task, update its status, and progress their work without needing to switch back to the main workspace.
On the parent account, it's possible to click through to the child workspace via the link in the header:
š Note: This feature is only available on agency and multi-workspace plans.
š You're done, grab a coffee, you deserve it!
Check out the next steps below for more in-depth guides or follow-up actions.