Projects

A project is a named body of board work: "Annual Gala", "Bylaws Revision 2026", "Audit Preparation". It gives a cluster of related action items one place to live, one accountable owner, and one status everyone can see at a glance.

Grouping is entirely optional. Tasks that don't belong to a project stay exactly where they are, on the Tasks page, working exactly as before — nothing you already track changes when you start using projects.

How do I create a project?

Open Projects from the navigation and choose New project in the toolbar. It opens a dialog — give the project a name and, optionally:

• A description of what it covers.
• An owner from your board's members (or leave it unowned for now).
• A status — Planned, Active, On hold, Completed, or Cancelled.
• A target date, the day you're aiming to be finished.

Saving confirms with a brief notification and adds the project to the list. Only members with task-management permission see New project and the per-row controls; everyone else can still see the full project list and open any project.

How do I rename a project or change its owner?

Every row on the Projects list has a ⋯ actions menu. Choose Edit to open the same form you created it with — the name, description, owner, status, and target date are all editable there. The project's own page has the same menu, so you can edit it without going back to the list.

Renaming a project keeps all of its tasks. Two projects on the same board can't share a name (capitalisation doesn't count as a difference), so a name is always unambiguous in a task's project picker.

How do I put a task in a project?

There are two different jobs, both from inside the project itself, in its Tasks section:

• New task writes down work that doesn't exist yet, straight into this project. Open the project and choose New task in the toolbar (or, on a brand-new project with nothing in it yet, right from the empty state) — it's the same "Add a task" form as the Tasks page, except the project is already picked for you and can't be changed from here, so the task you're creating can never land anywhere else by mistake. If the project has any milestones, an optional Milestone field lets you attach the new task to one at the same time you create it; a project with none simply doesn't show the field.
• Add tasks absorbs work that already exists somewhere else on the board. Its picker lists your board's open action items — both ungrouped ones and ones currently in another project — so adding work and moving work are the same action. Pick a task, save, and it appears under the project.

You can also go the other way: from the Tasks page, choose a project when you add a task, or open any task's Edit dialog and set, change, or clear its project there — see Tasks.

To move a task somewhere else, use the ⋯ menu on its row inside the project:

• Move to another project — pick any other project from the list.
• Remove from project — the task stays a task; it just becomes ungrouped again and continues to appear on the Tasks page as normal.

A task belongs to at most one project at a time, so moving it into a new project takes it out of the old one automatically.

What happens to the tasks if I delete a project?

Nothing is lost. Deleting a project releases its tasks rather than deleting them: each one becomes ungrouped and carries on with the same title, assignee, due date, status, and history. The confirmation dialog tells you how many tasks will be released before you commit.

That's deliberate — a project is a way of organising work, never the only place that work exists. If you delete a project by mistake, the tasks are all still on the Tasks page; you can create the project again and add them back.

How do I see how much is left?

Each row on the Projects list shows a progress bar for its tasks — the share that are marked done — so you can compare two projects' progress at a glance instead of doing the arithmetic yourself. Every progress reading also has a plain-text number next to it (e.g. "3 of 5 complete (60%)"), so it never depends on seeing the bar's colour. A project with no tasks yet reads "No tasks yet" instead of an empty bar, and one where every task is done shows a full bar at 100% — the two are never shown the same way. The list puts live projects (Planned, Active, On hold) first, then sorts by soonest target date.

A project's own page shows the same progress bar, plus how many of its milestones have been hit (see below).

How do I find one project among many?

The Projects list has a search box and two filters above it:

• Search projects matches the project's name — type "gala" to see every project with that word in its name. Punctuation is matched literally, so a project called "Q3 100% renewal" is found by searching 100%.
• Status narrows to Planned, Active, On hold, Completed, or Cancelled.
• Owner narrows to the projects one member is accountable for.

They combine: searching "gala" with Owner set to a member shows only that member's gala projects. The count beside the list heading is the number of projects that match — the whole set, not just what's on screen. Clear resets everything.

Long lists are shown a page at a time, with Previous page / Next page links underneath and a "Page 2 of 4" summary. Your search and filters carry across a page change, so page 2 of a search is still that search. The whole view — search text, filters, and page — lives in the page's address, so a filtered list is shareable and survives a reload, and both the filters and the pager work without JavaScript.

How do I tell that a project is running late?

A project whose target date has passed while it is still live (Planned, Active, or On hold) is marked Overdue right next to the date on the Projects list — the same warning colour, the word itself, and the distinct icon that a late milestone already carries, so the flag is never colour alone.

A Completed or Cancelled project is never marked overdue, however late it finished: the work is closed. A project with no target date is never marked either — there is nothing to be late against.

"Past due" is judged against your board's own configured timezone (set on its Settings page), not the server's — exactly as milestones are.

What is a milestone?

A milestone is a named checkpoint inside a project — "Venue booked", "Save-the-date sent" — with a due date. Milestones let you break a project's target date into a few concrete waypoints, and see which ones the project has actually hit.

On a project's page, the Milestones section lists them soonest-due first. Choose Add milestone to create one: give it a name and a due date (both required — a milestone is defined by having a due date).

Each milestone shows its own progress: the share of its attached tasks that are done. A brand-new milestone with no tasks attached yet reads "No tasks yet" — never 0% (which would look like real work stalled) and never 100% (which would look finished when nothing has even started).

A milestone that is past its due date and not yet fully done is marked Overdue — with both a warning colour and the word itself plus a distinct icon, so the flag is never colour alone. "Past due" is judged against your board's own configured timezone (set on its Settings page), not the server's. Once every attached task is done, it instead shows Hit.

How do I attach a task to a milestone?

Open the project and find the task in its Tasks section. Use the ⋯ menu on the task's row and choose a milestone under Milestone — the list shows only this project's own checkpoints, since a milestone can only ever belong to the project it's part of. Choose No milestone to detach it again.

Attaching or detaching a task never changes the task itself — its title, assignee, due date, and status are untouched. Moving a task out of the project entirely (via Remove from project, or moving it to a different project) also clears any milestone it was attached to, since a milestone belongs to one project.

What happens to a milestone's tasks if I delete it?

Nothing is lost. Deleting a milestone releases its tasks rather than deleting them: each one stays exactly as it was, simply no longer attached to that checkpoint, and still appears in the project's Tasks section. The confirmation dialog tells you how many tasks will be released.

Deleting the project itself also removes its milestones (a milestone has no meaning without the project it belongs to) — but, exactly as with tasks directly grouped under the project, none of the tasks are deleted; they just lose their milestone attachment too.

Who can change a project?

Creating, editing, and deleting projects and their milestones — and moving tasks in and out of them — all require the same task-management permission as the Tasks page itself. Any signed-in member of the board can view projects, their milestones, and their task lists. Every change is recorded in the board's audit log, including which tasks moved into or out of which project or milestone, and who moved them.