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Project management

What project management is and how to get started

Project management lives under Contacts › Tasks: it organizes your team's work into spaces › folders › lists › tasks › subtasks, each task with a status, assignee, dates and priority, linked to the contacts it relates to. Start by creating a space, a list and your first task.

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Before you start

  • You need access to Contacts in your account.
  • Project management may not be active on every account yet. If you don't see the Tasks tab with Spaces in the left panel, contact support.
  • Think about how your team works today: which teams or areas exist, which projects or clients are in progress, and what stages each piece of work goes through.
Where to find it

Contacts › Tasks › Spaces panel (on the left)

Step by step

Understand the structure

  1. Space: the outermost container, usually a team, a department or an area (e.g. "Marketing", "Delivery", "Internal"). Each space has its own task statuses, custom fields and members, and can be made private.
  2. Folder: optional, only there to tidy lists inside a space when there are many (e.g. one folder per client).
  3. List: where tasks live; usually a project, a client or an ongoing stream (e.g. "New website", "Smile Clinic onboarding").
  4. Task: the unit of work, with a name, description, status, assignee, dates, priority, custom fields, associated CRM records, subtasks and comments.
  5. Subtask: a task nested under another, to break a big piece of work into steps.

Take the first steps

  1. Open Contacts and click the Tasks tab.
  2. In the left panel, next to Spaces, click + to create your first space. Give it a name any colleague would recognize and pick a color.
  3. Hover over the space, open its options menu and choose Create list. If you expect many lists, create a folder first with Create folder.
  4. From the same menu, open Status options and review the statuses: they're grouped into To Do, Doing and Done and will become the columns on your board. Add your own (e.g. "In review", "Waiting on client").
  5. Open the list and click Add task. Give it a clear name, set an assignee, a date and a priority, and save.
  6. Click the task to open its detail panel: write the description, fill in the fields, link CRM records under Associated objects and, if the work has several steps, add subtasks.
  7. Work the board: drag cards between columns as work progresses and use Group by and the filters to see only what matters.
  8. Once the structure is working, open the space's Settings to make it private and choose who it's shared with.

Tips

  • What it's for, in practice: client onboarding (one list per client, one task per step), marketing campaigns (one board with creative, copy and launch), internal work (recruiting, finance in a private space), service delivery (subtasks per stage) and sales follow-up (every commitment in a deal becomes a dated task).
  • Statuses belong to the space: if one team works in 3 stages and another in 7, use separate spaces.
  • Every task has its own address: when it's open, copy the browser address and send it to a colleague; it opens right on that task.
  • Switch between Kanban view (columns by status) and List view (table) with the View control in the toolbar; the choice only changes your own screen.

Common problems

  • I don't see the Tasks tab with spaces → The feature may not be active on your account yet, or you don't have access to Contacts. Check permissions with an administrator or contact support.
  • I'm not sure whether to create a space or a list → Space = team or area (few); list = project or client (many). A small team does fine with one space and several lists.
  • A colleague can't see the space → The space is private and they're not on the Share with list. Open the space's Settings and add them.
  • I created tasks in the wrong place → Open the task and use the move option to send it to another list; it changes home without being duplicated.

Frequently asked questions

Does this replace the tasks on the contact record?

No. Contact tasks still live on each contact's record. Project management is for organizing your team's work on boards, with statuses and structure, and it can link each task to the contacts it relates to.

Can a task have several assignees?

No, each task has a single assignee. To split work between people, create subtasks and assign each one to a person.

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