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Project management

How to create a space, lists and the statuses for a project

Under Contacts › Tasks, click the + next to Spaces, name it, pick a color and click Create. From the space's menu, use Create list (or Create folder, then the list) for each project or client. Under Status options, add statuses in To Do, Doing and Done: they become the board's columns.

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Before you start

  • You need access to Contacts › Tasks with Spaces in the left panel.
  • Decide the structure before creating tasks: space = team or area; folder (optional) = a grouping of lists; list = project, client or ongoing stream.
  • Statuses are defined per space and shared by all its lists. If two workflows need different stages, plan two spaces.
Where to find it

Contacts › Tasks › Spaces › + / space menu › Create list · Status options

Step by step

Create the space

  1. Open Contacts and click the Tasks tab.
  2. In the left panel, click the + next to the Spaces heading.
  3. Enter the space name (up to 100 characters; e.g. "Marketing", "Client delivery").
  4. Pick a color: it shows as a dot next to the name and helps tell spaces apart in the tree.
  5. Click Create. The space appears in the tree.

Create a folder (optional)

  1. Hover over the space and click its options menu (or the + next to its name).
  2. Choose Create folder, name it (e.g. a client's name) and save.
  3. The folder appears inside the space, with an arrow to expand it. A folder only holds lists: no direct tasks and no folders inside it.

Create the list

  1. To put the list directly in the space, open the space's menu; to put it inside a folder, open that folder's menu.
  2. Choose Create list.
  3. Give it a name that identifies the project, client or stream (e.g. "New website", "Smile Clinic onboarding") and save.
  4. Click the list: its tasks appear in the main area, ready to be created.

Set up the statuses (stages)

  1. Open the space's menu and choose Status options.
  2. You'll see three fixed groups: To Do (not started), Doing (underway) and Done (finished). The groups can't be renamed or removed.
  3. Inside each group, click Add status and name it using the words your team actually says (e.g. "Backlog" and "Ready" under To Do; "In progress" and "In review" under Doing; "Completed" under Done).
  4. Optionally give each status a color and drag to reorder: the order sets the column order on the board.
  5. Click Save. Each status becomes a column in Kanban view for every list in the space.

Rename or delete

  1. Open the options menu of the space, folder or list.
  2. Rename changes the name in place; Delete removes the item.
  3. Be careful deleting a space: it takes its folders, lists and every task with it, plus its statuses and custom fields.

Tips

  • Fewer statuses is better: a board with twelve columns is hard to read. Each status should match a real stage where something different happens to the task.
  • Put the stage in the right group: a review that still needs someone to act is Doing, not Done.
  • Review statuses before the team starts creating tasks; rearranging a busy board is far more work.
  • Small example: an "Operations" space with the lists "Onboarding", "Complaints" and "Admin", no folders. Larger example: one space per department and, under "Delivery", a folder per client with a list per service.

Common problems

  • Two lists in the same space need different stages → Not possible: statuses belong to the space. Create a second space for the different workflow.
  • I can't delete a status → Statuses can be renamed and reordered but not deleted. Rename it or move its tasks to another status.
  • An empty column shows on the board → The status exists in the space but no task is in it. That's normal and lets you drag work into it.
  • I added a status and tasks didn't change → Adding a status doesn't move tasks; they stay where they were until someone changes them.
  • I can't create a folder inside a folder → Only one level is possible: space › folder › list.

Frequently asked questions

Do I have to use folders?

No. A list can sit directly in the space; many teams never need folders.

How many statuses can a group hold?

There's no limit. But each status is a column, so keep the list short.

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