Boards, projects, and tasks
Choose the right level for work, design stages, and keep task records audit-ready.
Most delivery problems come from putting work at the wrong level. This guide covers how to decide what becomes a workspace, what becomes a project, and what becomes a task.
Use boards for a durable area of work
A board, shown in your sidebar as a workspace, is a long-lived container. A client relationship, a retained account, or an internal function all make good boards because they outlast any single piece of work. If you would still want the container in a year, it belongs at this level.
Use projects for outcomes
A project is a deliverable with an end. A website build, a campaign launch, or a quarterly content programme are projects because each one can be finished. Projects carry their own stages, timeframes, and columns, so two projects in the same workspace can run entirely different processes without interfering with each other.
Use tasks for owned actions
A task is one action with one owner. If a task needs two people to do two different things, it is really two tasks. Keeping tasks single-owner is what makes My Work, workload, and reporting trustworthy, because every item can be attributed to somebody.
Keep task records audit-ready
A task is a record as much as a to-do. Keep the title specific enough to be meaningful out of context, put acceptance criteria in the description, and let stage changes and approvals carry the history rather than reconstructing it from chat. When a client questions scope months later, the task is the evidence.
Watch your plan limits as you scale
Projects are counted across your whole account, so the count includes every workspace. Free allows three projects, one workspace, and one group per workspace. Paid plans lift the project limit entirely and raise the workspace and group allowances. Going over a limit never deletes anything: the excess becomes read-only until you upgrade or reduce.
Worth remembering
- Design stages around handoffs, since each stage change is a moment where responsibility moves.
- Put decisions in the task, not in chat. The task is the record that survives.
- Use timeframes to separate what is happening now from what is merely captured.
Common questions
A workspace. That keeps their projects, people, and files separate from every other client.
No. Stages are defined per project, so each process can match the work it describes.
Related guides
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