Projects are the primary way to organize work in TaskFlow. Each project lives inside a workspace and contains its own tasks, Kanban board, documents, channels, and whiteboards — everything your team needs to ship work together.
Project identifier
When you create a project, you assign it a short identifier (for example, ENG or DESIGN). This identifier:
- Prefixes every task ID in the project (e.g.,
ENG-1, ENG-42)
- Must be unique within your workspace
- Cannot be changed after the project is created
Choose a short, memorable code — typically 2–5 uppercase letters that represent the team or product area.
Project roles
Every project member has one of three roles that controls what they can do.
| Role | What they can do |
|---|
| Manager | Full access — create, edit, and delete tasks; manage members; update project settings; delete the project |
| Contributor | Create and edit tasks; move cards on the Kanban board |
| Viewer | Read-only access — view tasks, comments, and the board, but cannot make changes |
Only members with the Manager role can rename a project, update its settings (including WIP limits), or delete it.
Creating a project
Open your workspace
Navigate to your workspace from the sidebar.
Create a new project
Click New project and fill in the project name, identifier, and an optional description.
Add members
Invite teammates and assign each one a role. You can always add or change members later from project settings.
Renaming a project
Open the project, go to Settings, and update the project name. The identifier cannot be changed after creation.
You must have the Manager role to rename or update project settings.
Deleting a project
Deleting a project permanently removes all of its tasks, documents, channels, and whiteboards. This action cannot be undone.
Kanban board
Each project includes a real-time Kanban board with columns that match the task statuses: Backlog, Todo, In progress, In review, Done, and Canceled.
The board updates in real time — when anyone on your team moves a card, adds a task, or changes a status, every connected teammate sees the change instantly without refreshing.
WIP limits
Work-in-progress (WIP) limits cap the number of tasks allowed in a column at one time. They help your team identify bottlenecks and avoid multitasking overload.
Managers can configure WIP limits per column in Project settings. For example, you might set a limit of 3 tasks in In progress to keep the team focused.
When a column reaches its limit, a warning appears before you can move another task into it.
Start conservative with WIP limits — a limit of 3–5 per column works well for most teams. You can adjust them as you learn your team’s capacity.