# Billing
Source: https://taskflow-8047ebcf.mintlify.app/account/billing
Manage your plan and payment details
TaskFlow offers three plans designed to grow with your team. Billing is managed at the workspace level, and all payment changes take effect immediately.
Only the workspace **Owner** or **Admin** can access billing settings, upgrade the plan, or make payment changes.
***
## Plans
Get started at no cost.
* Basic task management
* Unlimited projects
* Team collaboration
Everything in Free, plus:
* AI task description generation
* AI subtask generation
* Document AI assist
Everything in Pro, plus:
* Advanced access controls
* Priority support
AI features — including generate task description, generate subtasks, and editor AI assist — are only available on the **Pro** and **Enterprise** plans.
***
## Upgrading to Pro
Go to workspace **Settings** → **Billing**.
Click **Upgrade to Pro**.
You'll be redirected to a secure checkout page. Enter your payment details and confirm your subscription.
After a successful payment, you're redirected back to TaskFlow with Pro features unlocked immediately.
***
## Managing your subscription
Go to **Settings** → **Billing**.
Click **Manage Subscription**. You'll be taken to the billing portal.
From the portal, you can:
* Update your payment method
* Download or view past invoices
* Cancel your plan
***
## Payment methods
TaskFlow supports the following payment options:
* **Credit or debit card** — accepted internationally via Stripe
* **UPI and local payment methods** — available for customers in India via Razorpay
***
## Cancellation
You can cancel your subscription at any time through the billing portal. Your workspace retains access to Pro or Enterprise features through the end of the current billing period — you won't be charged again after that.
# Members
Source: https://taskflow-8047ebcf.mintlify.app/account/members
Invite and manage your workspace members
Workspace members are the people who collaborate with you in TaskFlow. You can invite teammates, assign them roles, and remove them at any time — as long as you have the right permissions.
## Inviting a member
Only workspace **Owners** and **Admins** can send invitations.
Navigate to your workspace **Settings**, then select the **Members** tab.
Type the email address of the person you want to invite.
Select the role you want to assign: **Admin**, **Member**, or **Guest**. New invitees default to **Member** if no role is selected.
Click **Invite**. TaskFlow sends the invitee an email containing a magic link to join the workspace.
The invitee clicks the link in their email and is automatically added to the workspace.
Invitation links expire after **7 days**. If the invitee doesn't accept in time, you'll need to send a new invitation.
The invitee must sign in with the **same email address** the invitation was sent to. Signing in with a different account will block access.
You can send up to **5 invitations per minute**. If you need to add a large number of members at once, space out your invitations.
***
## Changing a member's role
1. Go to **Settings** → **Members**.
2. Find the member in the list.
3. Click their current role and select a new one from the dropdown.
The workspace **Owner's** role cannot be changed. See [Roles](/account/roles) for a full breakdown of what each role can do.
***
## Removing a member
1. Go to **Settings** → **Members**.
2. Find the member you want to remove.
3. Click **Remove** next to their name.
The workspace **Owner** cannot be removed from a workspace. Only the Owner and Admins have permission to remove other members.
# Notifications
Source: https://taskflow-8047ebcf.mintlify.app/account/notifications
Stay on top of important updates across your projects
TaskFlow keeps you informed about activity that matters to you — assignments, mentions, task updates, and more. Notifications are delivered in your in-app inbox and, for key events, by email.
***
## How notifications are delivered
**In-app inbox:** Every notification appears in your inbox panel, accessible from the top navigation bar. You can read, filter, and manage all notifications from there.
**Email notifications:** TaskFlow sends email alerts for high-priority events, like being assigned to a task or mentioned in a comment.
**Debounced delivery:** To prevent notification spam, TaskFlow uses smart grouping. If you're assigned to a task and the assignment changes within 30 seconds, only the final assignment triggers a notification — not every intermediate change.
***
## Notification types
**When it fires:** Someone assigns you to a task.
You receive this notification any time a teammate sets you as the assignee on a task — whether it's a new task or a reassignment. TaskFlow also sends an email for this event so you don't miss it.
**When it fires:** Someone @mentions you in a comment.
When a teammate types `@yourname` in a task comment, you receive a Mentioned notification immediately. Use this to loop someone in on a specific discussion without assigning them to the task.
**When it fires:** A new comment is posted on a task you're watching.
If you're watching a task (see [Watching tasks](#watching-tasks) below), you'll be notified whenever anyone leaves a comment — even if they don't mention you directly.
**When it fires:** A task you're watching moves to a new status.
Whenever a watched task changes status — for example, from **In Progress** to **In Review** — you receive a notification so you can follow the task's progress without manually checking it.
**When it fires:** TaskFlow sends a workspace-level or account-level notice.
System notifications come directly from TaskFlow and cover things like plan changes, workspace updates, or other important platform-level events.
***
## Watching tasks
Watching a task subscribes you to all activity on it. You'll receive notifications for new comments, status changes, and other updates.
* **To watch a task:** Open the task and click **Watch**.
* **To stop watching:** Click **Unwatch** on the same task.
You're automatically subscribed to tasks you create or are assigned to. Use Watch to follow tasks you care about without being the assignee.
***
## @mentions in comments
Use the `@name` syntax anywhere in a task comment to notify a specific teammate. They'll receive a **Mentioned** notification right away and can jump directly to the comment from their inbox.
***
## Managing your inbox
From your notification inbox you can:
* **Mark as read** — clear individual notifications or mark all as read at once
* **Filter by type** — narrow your inbox to a specific notification type (Assigned, Mentioned, Comment Added, Status Changed, or System) to focus on what matters most
# Roles
Source: https://taskflow-8047ebcf.mintlify.app/account/roles
Control what each team member can do
TaskFlow has two independent layers of roles: **workspace roles** and **project roles**. Workspace roles govern what someone can do across your entire workspace. Project roles control what they can do within a specific project.
Workspace roles and project roles are independent of each other. A workspace **Member** can be a **Manager** of a specific project, and a workspace **Admin** may only be a **Viewer** in another.
***
## Workspace roles
Workspace roles apply across your entire workspace — members, settings, billing, and all projects.
The Owner has full, unrestricted control over the workspace. There is exactly one Owner per workspace.
**Can do:**
* Everything an Admin can do
* Manage billing and subscription
* Delete the workspace
**Cannot be:** removed from the workspace or have their role changed by anyone.
Admins help manage the day-to-day operations of the workspace.
**Can do:**
* Invite and remove members
* Change member roles (except the Owner's)
* Manage integrations
* Access all workspace settings
**Cannot:** change the Owner's role or delete the workspace.
The default role assigned to new invitees. Members can actively contribute across the workspace.
**Can do:**
* Create projects, tasks, and documents
* Join channels
* Collaborate with teammates
**Cannot:** manage workspace settings, invite or remove members, or access billing.
Guests have limited access, suitable for external collaborators or clients.
**Can do:**
* View and interact with specific items they've been explicitly granted access to
**Cannot:** access the broader workspace, create projects, or see content they haven't been invited to.
***
## Project roles
Project roles apply within a single project and are set independently for each project a person is added to.
The Manager has administrative control over the project.
**Can do:**
* Update project settings (name, WIP limits)
* Delete the project
* Add and remove project members
* Everything a Contributor can do
The default role for project members. Contributors do the day-to-day work.
**Can do:**
* Create and update tasks
* Leave comments
* Collaborate with teammates
**Cannot:** change project settings or manage project membership.
Viewers have read-only access to the project.
**Can do:**
* View tasks, comments, and project activity
**Cannot:** create or edit tasks, leave comments, or change any project content.
***
## Role comparison at a glance
| Permission | Owner | Admin | Member | Guest |
| ------------------------- | ----- | --------------- | ------ | ----- |
| Manage billing | Yes | Yes | No | No |
| Delete workspace | Yes | No | No | No |
| Invite/remove members | Yes | Yes | No | No |
| Change member roles | Yes | Yes (not Owner) | No | No |
| Create projects & tasks | Yes | Yes | Yes | No |
| Join channels | Yes | Yes | Yes | No |
| Access granted items only | — | — | — | Yes |
| Permission | Manager | Contributor | Viewer |
| ----------------------- | ------- | ----------- | ------ |
| Delete project | Yes | No | No |
| Manage project members | Yes | No | No |
| Update project settings | Yes | No | No |
| Create & edit tasks | Yes | Yes | No |
| Comment on tasks | Yes | Yes | No |
| View project content | Yes | Yes | Yes |
# Generate Tasks
Source: https://taskflow-8047ebcf.mintlify.app/ai/generate-tasks
Use AI to write task descriptions and create subtasks
TaskFlow's AI can write task descriptions and break down your work into subtasks — saving you time on the details so you can focus on getting things done.
All AI features are subject to rate limits to ensure fair usage. If you reach your limit, wait a moment and try again.
## Generate a task description
When you know what a task is about but don't want to write the full description yourself, AI can do it for you. Enter a short prompt and AI will generate a professional, rich text description ready to use in your task.
The generated output is formatted as rich text, so it renders correctly in the task description field — complete with headings, bullet points, and bold text where appropriate.
### How to generate a description
Create a new task or open an existing one in your project board.
In the task description field, click the **Generate with AI** button.
Type a brief description of what the task involves. The more specific you are, the better the result.
Click **Generate**. The AI will write a full description and insert it into the field. Review it and make any edits before saving.
### Writing a good prompt
**Example:**
> "Build a user authentication flow with email/password login and OAuth via Google"
This works well because it names the feature, specifies the technical approach, and gives the AI enough context to write a structured, relevant description.
**Example:**
> "Add login"
This gives the AI very little to work with. The result will be generic and may not reflect what you actually need. Add specifics — what kind of login, what platforms, what the expected behavior is.
***
## Generate subtasks
AI can read a task's title and description and automatically create 3–5 actionable subtasks, adding them directly to the parent task. This is useful when you have a large task and want to break it into concrete steps without having to think through each one manually.
Subtask generation works best when the parent task has a clear title and a detailed description. The more context AI has, the more relevant and specific the subtasks will be.
### How to generate subtasks
Navigate to the task you want to break down. Make sure it has a descriptive title and, ideally, a description.
Click the **...** menu on the task detail view.
Choose **Generate subtasks** from the menu. AI will read the task and create between 3 and 5 subtasks.
The generated subtasks appear automatically under the parent task. Edit, reorder, or delete any that don't fit.
***
## Editor AI assist
Inside TaskFlow's document editor, you can use AI to improve your writing without switching tools. Select any text and apply an AI command from the toolbar.
### How to use editor assist
Navigate to a document in your workspace.
Highlight the text you want AI to work on. For **Continue writing**, place your cursor at the end of the text instead.
Click the AI icon in the toolbar and select a command from the menu.
AI replaces or appends to your selected text. Review the result and undo if needed.
### Available commands
Rewrites the selected text for better clarity, flow, and professionalism. Use this when your writing is technically correct but could be more polished.
Corrects spelling, punctuation, and grammar errors without changing your meaning or tone. Useful for a quick proofread before sharing a document.
Extracts the core points from the selected text and returns a concise summary. Works well for long paragraphs or sections you want to condense.
Translates the selected text into English. If the text is already in English, it translates into Spanish instead.
Reads the selected text for context and adds the next logical paragraph. Use this when you're stuck or want to extend a section naturally.
# AI Overview
Source: https://taskflow-8047ebcf.mintlify.app/ai/overview
How TaskFlow's AI features help you work faster
TaskFlow's AI features help you write better tasks, break down complex work, and edit documents — all without leaving the app.
AI features are available on **Pro** and **Enterprise** plans only. Upgrade your plan to access them.
## What you can do with AI
Write a short prompt and get a full, professionally formatted task description in seconds.
Let AI read your task and automatically create 3–5 actionable subtasks for you.
Select text in a document and use AI commands to improve, fix, summarize, translate, or continue your writing.
All AI outputs are ready to use immediately — no copy-pasting or reformatting required.
## Rate limits
To ensure fair usage across all users, AI features are subject to the following limits:
| Feature | Limit |
| --------------------------- | ---------------------- |
| Task description generation | 5 requests per minute |
| Subtask generation | 5 requests per minute |
| Editor AI assist | 20 requests per minute |
If you hit a limit, wait a moment and try again.
# Canvas
Source: https://taskflow-8047ebcf.mintlify.app/features/canvas
Visual collaboration with whiteboards and video huddles.
Canvas brings two real-time collaboration modes into TaskFlow: an infinite whiteboard for visual thinking and diagramming, and video calls for synchronous communication.
## Whiteboards
Whiteboards give your team a shared visual canvas for brainstorming, diagramming, and planning. Multiple teammates can draw and edit simultaneously, with changes visible to everyone in real time.
### Creating a whiteboard
Navigate to **Canvas** from the sidebar, or open the **Canvas** tab inside a project.
Click **New whiteboard** and give it a title. The whiteboard opens immediately and is ready to use.
Share the whiteboard with teammates by setting it to public, or leave it private and invite specific people.
### Whiteboard scope
Like documents, whiteboards can be:
* **Workspace-level** — Available to all workspace members. Use these for cross-team diagrams, org charts, or architecture overviews.
* **Project-level** — Attached to a specific project. Use these for sprint planning boards, user flow diagrams, or design explorations scoped to that project.
### What you can add
On any whiteboard you can:
* Draw freehand lines and shapes
* Add text labels and sticky notes
* Insert images from your computer or a URL
* Create and connect shapes to build diagrams and flowcharts
### Access control
| Setting | Effect |
| ----------- | -------------------------------------------------------------------- |
| **Public** | Any logged-in workspace member with the link can view the whiteboard |
| **Private** | Only invited members can access the whiteboard |
| **Locked** | No one can make edits — the whiteboard is read-only for everyone |
Lock a whiteboard when work is finalized to prevent accidental changes. You can unlock it at any time.
### Version history
TaskFlow saves named snapshots of your whiteboard over time. These snapshots let you review earlier states of the canvas and restore a previous version if something was accidentally deleted or changed.
To view version history, open the **...** menu in the whiteboard header and select **Version history**. Click any snapshot to preview it, and click **Restore** to roll back to that point.
Save a named snapshot before making large changes — for example, "Pre-design review" or "Initial brainstorm" — so you have a clear restore point.
Whiteboards are available on all plans. Check your current plan's limits in **Settings → Billing**.
## Huddles and scheduled calls
TaskFlow supports two types of voice and video calls, covering both spontaneous check-ins and formal meetings.
### Video huddles
A huddle is an ad-hoc voice or video call you can start from any channel. There's no scheduling required — click **Huddle** in the channel header to open a room instantly and invite channel members to join.
Huddles are ideal for quick syncs, pair programming sessions, or impromptu discussions that don't need an agenda.
### Scheduled calls
Scheduled calls are formal meetings with a title, description, and a set start time. Use them for recurring ceremonies like standups and sprint reviews, or one-off meetings that need to be planned in advance.
Navigate to **Canvas** and click **New call**. Fill in the title, an optional description, and the date and time.
Invite workspace members. They'll receive a notification with the call details.
At the scheduled time, open the call from your notifications or the Canvas view and click **Join**.
### Call roles
Every participant in a call has a role that determines what they can do.
| Role | Permissions |
| --------------- | ----------------------------------------------------------------------------- |
| **Host** | Full admin rights — can mute others, remove participants, and manage the call |
| **Co-host** | Shares admin responsibilities with the host |
| **Participant** | Can share audio, video, and screen |
| **Guest** | View-only access — can watch but not share audio, video, or screen |
The person who starts a call is automatically assigned the **Host** role. Hosts can promote any participant to Co-host during the call.
# Chat
Source: https://taskflow-8047ebcf.mintlify.app/features/chat
Real-time messaging for your team, organized by channels.
TaskFlow Chat brings your team's conversations into the same place as your work. Send messages, share files, reply in threads, and jump into video huddles — all without switching tools.
## Channels
All messages happen inside channels. There are two channel types:
| Type | Description |
| ---------- | ---------------------------------------------------- |
| **Direct** | A private 1-on-1 conversation between two people |
| **Group** | A multi-member channel for a team, topic, or project |
### Public vs. private channels
Group channels can be **public** or **private**:
* **Public channels** are visible and open to all workspace members. Anyone can read and post.
* **Private channels** are invite-only. Only members you add can see the channel or its messages.
### Project channels
Channels can be tied to a specific project, making them easy to find from within that project's context. Use project channels for focused, project-specific discussion — separate from workspace-wide conversations.
## Sending messages
Type in the message input at the bottom of any channel and press Enter to send. You can also:
* **Share files** — Attach images, documents, or other files directly in the message input.
* **@mention teammates** — Type `@` followed by a name to notify that person. They'll receive an in-app notification.
Mentioning someone in a message sends them an immediate notification, even if they're not currently active in the channel.
## Threads
Reply to any message to start a thread. Threads keep side conversations organized without cluttering the main channel view.
To open a thread, hover over a message and click **Reply**. The thread panel opens on the right side of the screen. All replies stay attached to the original message.
## Reactions
React to any message with an emoji by hovering over it and clicking the reaction icon. Click an existing reaction to add your own, or click it again to remove it. Reactions are visible to everyone in the channel.
## Unread tracking
TaskFlow tracks which messages you've read in each channel. Channels with unread messages are highlighted in the sidebar. When you open a channel, your position is marked so you can pick up exactly where you left off.
## Deleted messages
When a message is deleted, it's hidden from view but retained in the system for compliance purposes. This ensures your workspace maintains a complete record even when individual messages are removed.
## Video huddles
Start a video huddle from any channel to jump into a voice or video call with channel members. Huddles are ad-hoc — no scheduling required. Click the **Huddle** icon in the channel header to start one instantly.
For scheduled meetings with a title, agenda, and set start time, see [Canvas & Calls](/features/canvas).
# Documents
Source: https://taskflow-8047ebcf.mintlify.app/features/documents
Write and collaborate on rich-text docs inside your workspace.
TaskFlow Documents give your team a shared writing space — meeting notes, specs, runbooks, decision logs — right alongside the work they describe. Documents support real-time collaborative editing so multiple teammates can write together without conflicts.
## Creating a document
Click **New document** from the sidebar or from inside a project. A blank document opens immediately. Start typing — your changes are saved automatically.
You can give a document a title, an optional emoji, and a cover image to make it easy to identify at a glance.
## Document scope
Documents can live in one of two places:
* **Workspace-level** — Visible to all workspace members with the appropriate access. Use these for company-wide docs like onboarding guides or engineering standards.
* **Project-level** — Attached to a specific project and surfaced in that project's context. Use these for project specs, retrospective notes, or sprint plans.
## Nested documents
Organize your docs into a hierarchy by nesting them under one another — similar to Notion pages. Drag a document under another in the sidebar to make it a child, or create a new sub-page from within any open document.
There is no limit to how many levels deep you can nest.
## Visibility
Control who can see each document with one of three visibility modes.
All workspace members can view this document. Public is the default for new documents.
Use public visibility for shared resources like team wikis, meeting notes, and reference documentation.
Only you (the author) can see this document. Private documents don't appear in other users' sidebars or search results.
Use private visibility for personal drafts, scratchpads, or work in progress you're not ready to share.
You control exactly who can access this document by inviting specific people. Invited users get one of three access levels:
| Access level | What the user can do |
| ------------ | ------------------------------- |
| **View** | Read the document |
| **Comment** | Read and leave comments |
| **Edit** | Read, comment, and make changes |
Use shared visibility for documents that contain sensitive information or are still being drafted before broader release.
## Inviting collaborators
To invite someone to a shared document, open the document's **Share** menu, enter their email address, and choose an access level. They'll receive an email invitation with a link to the document.
If the person you invite doesn't have a TaskFlow account yet, they'll receive an invitation to create one before accessing the document.
## Locking a document
Lock a document to make it read-only for everyone, including yourself. Locking prevents accidental edits to finalized content like published specs or approved policies.
To lock or unlock a document, open the **...** menu in the document header and toggle **Lock document**. Only the document author or a workspace Owner/Admin can lock or unlock.
## Archiving documents
Archive a document to remove it from the main sidebar without permanently deleting it. Archived documents can be restored at any time from the **Trash** view.
To archive, open the **...** menu and select **Archive**. To restore, find the document in the trash and click **Restore**.
## Linking documents to tasks
Connect a document to one or more tasks to create a bi-directional link. The document appears in the task's detail panel, and the task appears in the document's sidebar.
This is useful for linking a spec document to the tasks implementing it, or attaching meeting notes to the task that was discussed.
To link, open the **...** menu in a document, choose **Link to task**, and search for tasks in your workspace.
## AI writing assistant
The AI writing assistant is available on **Pro** and **Enterprise** plans.
Highlight any text in a document and open the AI menu to access writing assistance. Available actions include:
* **Improve writing** — Refine clarity, tone, and flow
* **Fix grammar** — Correct spelling and grammatical errors
* **Summarize** — Condense a long section into key points
* **Translate** — Convert the selected text to another language
* **Continue writing** — Generate a continuation based on context
# Projects
Source: https://taskflow-8047ebcf.mintlify.app/features/projects
Organize work into focused project spaces within your workspace.
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
Navigate to your workspace from the sidebar.
Click **New project** and fill in the project name, identifier, and an optional description.
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.
To delete a project, open **Settings** and scroll to the **Danger zone** section. You must have the **Manager** role to delete a project.
## 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.
# Tasks
Source: https://taskflow-8047ebcf.mintlify.app/features/tasks
Create, track, and manage work items across your projects.
Tasks are the core unit of work in TaskFlow. Every task belongs to a project and is automatically assigned a unique ID — combining the project's short code with a sequence number (e.g., `ENG-123`).
## Task types
Choose a type when creating a task to communicate what kind of work it represents.
| Type | Description |
| ----------- | --------------------------------------------------------- |
| **Epic** | A large body of work that spans multiple stories or tasks |
| **Story** | A user-facing feature or requirement |
| **Task** | A standard unit of work |
| **Bug** | A defect or unexpected behavior to be fixed |
| **Subtask** | A smaller piece of work nested under a parent task |
## Task fields
Every task requires a title. Add a description to provide context, acceptance criteria, or relevant links. Descriptions support rich text formatting.
Status tracks where a task is in your workflow.
| Status | Meaning |
| --------------- | --------------------------- |
| **Backlog** | Not yet scheduled for work |
| **Todo** | Planned and ready to start |
| **In progress** | Actively being worked on |
| **In review** | Awaiting review or approval |
| **Done** | Work is complete |
| **Canceled** | Will not be completed |
Projects can set work-in-progress (WIP) limits per status column. When a column is full, you'll be notified before adding another task.
Priority signals urgency so your team can focus on what matters most.
| Priority | When to use |
| ---------- | --------------------------------------- |
| **None** | No priority assigned |
| **Low** | Nice to have, non-urgent |
| **Medium** | Should be addressed soon |
| **High** | Important, plan to complete this sprint |
| **Urgent** | Must be resolved immediately |
Assign a task to any project member. Set a due date to surface the task in deadline views and priority dashboards. When you assign a task to someone else, they receive a notification automatically.
* **Story points** — An abstract measure of effort used in sprint planning.
* **Estimated hours** — The time you expect the task to take.
* **Actual hours** — The time it actually took, recorded when the task is complete.
Tags are shared across your workspace and let you group related tasks across projects. You can filter and search by tag from any task list view.
## Subtasks
Break large tasks into smaller, manageable pieces by adding subtasks. A subtask is a full task with its own status, assignee, and due date, nested under a parent.
Click any task to open its detail panel.
Scroll to the **Subtasks** section and click **Add subtask**. Give it a title and it will appear nested beneath the parent.
The parent task shows a progress indicator based on how many subtasks are done.
## Task dependencies
Link tasks to one another to make relationships explicit and prevent blockers from going unnoticed.
| Dependency type | Meaning |
| ----------------- | ------------------------------------------------------- |
| **Blocks** | This task must be done before the linked task can start |
| **Is blocked by** | This task cannot start until the linked task is done |
| **Relates to** | A general connection between two tasks |
| **Duplicates** | This task covers the same work as the linked task |
To add a dependency, open a task and navigate to the **Dependencies** section. Search for any task in the same project and select the relationship type.
## Watching tasks
Watch a task to receive notifications whenever it changes — including status updates, new comments, and reassignments.
Click the **Watch** button on any task to toggle watching on or off. You can watch tasks that aren't assigned to you to stay informed about progress.
## Attachments
Upload files directly to a task to keep relevant assets — screenshots, designs, documents — alongside the work. Supported file types include images, PDFs, and common document formats.
## Comments and @mentions
Use comments to discuss a task with your team without leaving TaskFlow.
Type `@` followed by a teammate's name to mention them in a comment. They will receive an in-app notification linking directly to the comment.
## Activity log
Every change to a task is recorded in the **Activity** tab: status changes, reassignments, priority updates, and more. The activity log is a full, timestamped audit trail that you can use to understand how a task evolved over time.
## Kanban board
Each project has a Kanban board where tasks are displayed as cards grouped by status. The board updates in real time — when a teammate moves a card, you see it instantly without refreshing.
Drag and drop cards between columns to change their status. If a column has a WIP limit configured, you'll see the current count and the limit displayed on the column header.
Adding a task to a column that has reached its WIP limit will trigger a warning. Respect WIP limits to prevent bottlenecks and keep work flowing smoothly.
# Slack
Source: https://taskflow-8047ebcf.mintlify.app/integrations/slack
Get TaskFlow notifications in your Slack workspace
Connect TaskFlow to Slack and your team gets notified in a Slack channel every time a task is marked done — no manual updates required.
## What the integration does
When a task's status changes to **Done**, TaskFlow automatically posts a message to your connected Slack channel:
> ✅ **Task Completed:** Someone just finished the task "Design login page"!
Notifications are sent only when a task moves **into** Done status. Tasks that are already Done when the integration is connected will not trigger a notification.
## Permissions required
Only workspace **Owners** and **Admins** can connect or disconnect the Slack integration.
## Connect Slack
In TaskFlow, navigate to your workspace and open **Settings**.
Scroll to the **Integrations** section on the Settings page.
Click the **Connect Slack** button. You will be redirected to Slack's authorization page.
Review the permissions TaskFlow is requesting and click **Allow**. TaskFlow requests the following scopes from Slack:
* `chat:write` — post messages as TaskFlow
* `chat:write.public` — post in public channels without being a member
* `incoming-webhook` — send messages to a specific channel
During authorization, Slack will ask which channel TaskFlow should post to. Select the channel your team wants to receive task completion notifications in.
After approving, Slack redirects you back to TaskFlow. A confirmation message confirms the connection was successful.
Connecting a new Slack account replaces the existing connection. Your previous Slack channel will stop receiving notifications immediately.
## What happens after connecting
Once connected, TaskFlow links your workspace to the Slack channel you selected. From this point on, every time any task in the workspace is moved to Done, TaskFlow posts a completion notification to that channel automatically.
## Disconnect Slack
Go to **Settings → Integrations** and click **Disconnect Slack**. TaskFlow removes the stored access token and channel. Notifications stop immediately.
Only workspace **Owners** and **Admins** can disconnect the integration.
# Zapier
Source: https://taskflow-8047ebcf.mintlify.app/integrations/zapier
Automate workflows by connecting TaskFlow to thousands of apps
Connect TaskFlow to Zapier to trigger automated workflows whenever a task is completed. Use TaskFlow as the starting point for Zaps that update spreadsheets, send messages, create records, and more — across thousands of apps.
## What the integration does
Whenever a task's status changes to **Done**, TaskFlow sends an HTTP POST request to a Zapier webhook URL you provide. Zapier receives the payload and triggers any Zap you've built on top of it.
The webhook fires only when a task transitions **to** Done status. Tasks that are already Done when you save the webhook URL will not trigger a request.
## Webhook payload
Every request TaskFlow sends to Zapier includes the following JSON body:
```json theme={null}
{
"event": "task_completed",
"task": {
"id": "task-id",
"title": "Design login page",
"description": "...",
"completedAt": "2024-01-15T10:30:00.000Z"
},
"workspace": "Acme Corp"
}
```
## Set up the Zapier integration
In Zapier, create a new Zap. For the trigger, choose **Webhooks by Zapier** and select **Catch Hook** as the event. Zapier generates a unique webhook URL for this Zap.
Copy the webhook URL that Zapier displays on the trigger setup screen.
In TaskFlow, navigate to your workspace and open **Settings → Integrations**.
Find the **Zapier Webhook URL** field and paste the URL you copied from Zapier.
Click **Save**. TaskFlow will now POST to that URL every time a task is marked Done.
If the webhook URL is invalid or unreachable, TaskFlow records the failure and continues operating normally. Task updates are not blocked or rolled back due to a failed webhook delivery.
**Common Zap ideas to get you started:**
* Create a Notion database entry when a task completes
* Send a Slack DM to the task creator when their task is marked Done
* Log completed tasks to a Google Sheets spreadsheet for reporting
## Workspace API key
TaskFlow can also generate a unique API key for your workspace. Use it to identify your workspace in third-party tools or to authenticate outbound requests.
**Format:** `tf_` followed by a 48-character hex string (e.g., `tf_a3f2...`)
To generate one, go to **Settings → Integrations → Generate API Key**. Each time you generate a key, the previous key is replaced.
## Update or remove the webhook URL
Go to **Settings → Integrations**, clear the **Zapier Webhook URL** field, paste the new URL, and save. TaskFlow will use the new URL for all subsequent task completions.
Go to **Settings → Integrations**, clear the **Zapier Webhook URL** field, and save. TaskFlow will stop sending webhook requests.
# Introduction
Source: https://taskflow-8047ebcf.mintlify.app/introduction
TaskFlow brings your tasks, team chat, docs, and video calls into one collaborative workspace.
TaskFlow is a project management platform built for teams that want everything in one place — task tracking, real-time chat, collaborative documents, video huddles, and AI-powered tools — without switching between a dozen apps.
Whether you're a startup shipping fast or an enterprise coordinating across departments, TaskFlow gives your team a shared space to plan, execute, and communicate.
## What you can do with TaskFlow
Create tasks, assign them to teammates, set priorities and due dates, and track progress through configurable statuses: Backlog, Todo, In Progress, In Review, Done, and Canceled.
Communicate in real-time with channels and direct messages. Thread replies, emoji reactions, and file attachments keep conversations organized.
Write and edit documents alongside your team in real time. Nest docs inside projects or keep them at the workspace level. Link docs directly to tasks.
Start an instant voice or video call from any channel, or schedule formal meetings for your team. No third-party app required.
Available on Pro and Enterprise plans. Get AI assistance for writing tasks, summarizing activity, and more — directly inside your workspace.
Connect TaskFlow to Slack, Zapier, and other tools. Generate an API key to build your own automations.
## Plans
TaskFlow offers three plans to fit teams of every size.
| Plan | Who it's for | AI features |
| -------------- | ------------------------------------------------ | ------------ |
| **Free** | Small teams getting started | Not included |
| **Pro** | Growing teams that need AI and advanced features | Included |
| **Enterprise** | Large organizations with custom needs | Included |
AI features — including AI writing assistance and smart summaries — are available on Pro and Enterprise plans only.
## Get started
Sign up, create your first workspace, and invite your team in minutes.
Learn how workspaces organize your team, projects, and tasks.
# Quick Start
Source: https://taskflow-8047ebcf.mintlify.app/quickstart
Get your team up and running on TaskFlow in minutes.
This guide walks you through signing up, setting up your workspace, and creating your first task.
Go to [taskflow.com](https://taskflow.com) and create an account with your email address.
Once your account is created, you'll be taken through a short onboarding flow.
During onboarding, TaskFlow creates your first workspace automatically. You'll see it pre-populated with sample data — including example projects, tasks, and documents — so you can explore the interface without starting from a blank slate.
The sample data is there to help you get oriented. You can delete it at any time once you're ready to set up your real projects.
Your workspace gets a unique slug (for example, `acme-corp`) that appears in your URL:
```
taskflow.com/acme-corp
```
You can rename your workspace later from **Settings**, but the slug is set at creation time.
To bring teammates into your workspace:
1. Open **Settings** from the left sidebar.
2. Go to the **Members & Invites** section.
3. Enter your teammate's email address and click **Invite**.
They'll receive an email with a link to join. Invitation links expire after **7 days**.
Only workspace Owners and Admins can send invitations. Invited members join with the Member role by default. You can change their role after they accept.
Projects group related tasks together. Each project gets a short identifier (like `ENG` or `MKT`) that prefixes task IDs — for example, `ENG-1`, `ENG-2`.
To create a project:
1. Click **Projects** in the left sidebar.
2. Click **New Project**.
3. Give your project a name and an identifier, then click **Create**.
With your project open, create a task:
1. Click **New Task** (or press the shortcut from your dashboard).
2. Add a title, set a priority, and optionally assign it to a teammate.
3. Set a status — tasks start in **Todo** by default.
Tasks support descriptions, due dates, file attachments, comments, and subtasks. You can also link tasks to documents for additional context.
Use task types to keep your backlog organized: **Epic**, **Story**, **Task**, **Bug**, and **Subtask** are all available.
## What's next
Once you're set up, explore the rest of TaskFlow:
* **Chat** — Open the Chat section to start a channel or send a direct message.
* **Docs** — Create a document from the Docs section or link one to a task.
* **Canvas** — Use the whiteboard for visual brainstorming.
* **Inbox** — See notifications for tasks assigned to you, comments, and status changes.
# Workspaces
Source: https://taskflow-8047ebcf.mintlify.app/workspaces
Workspaces are the top-level container for your team's projects, tasks, and conversations in TaskFlow.
Everything in TaskFlow lives inside a workspace. Your projects, tasks, documents, channels, and members are all scoped to the workspace you're in.
## How TaskFlow is organized
TaskFlow uses a three-level hierarchy:
```
Workspace
└── Projects
└── Tasks
```
* A **workspace** represents your organization or team. It has its own members, settings, and integrations.
* **Projects** group related work together. Each project belongs to one workspace.
* **Tasks** are individual units of work. Each task belongs to one project.
## Workspace slug
When you create a workspace, it gets a unique slug — a URL-safe identifier used in every link within your workspace:
```
taskflow.com/your-workspace-slug
```
The slug is generated from your workspace name when you first create it. You can rename your workspace display name later, but the slug itself does not change.
## Workspace roles
Every member of a workspace has one of four roles. Roles control what each person can see and do.
| Role | Description |
| ---------- | ------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Owner** | Full control over the workspace. Can manage members, rename or delete the workspace, and access all settings. There is exactly one Owner per workspace. |
| **Admin** | Can invite and remove members, change member roles (except the Owner's), and rename the workspace. |
| **Member** | Can create and manage projects and tasks. The default role for newly invited users. |
| **Guest** | Limited access. Suitable for external collaborators who need visibility without full membership. |
| Action | Owner | Admin | Member | Guest |
| ----------------------- | ----- | ----- | ------ | ----- |
| Delete workspace | Yes | No | No | No |
| Rename workspace | Yes | Yes | No | No |
| Invite members | Yes | Yes | No | No |
| Remove members | Yes | Yes | No | No |
| Change member roles | Yes | Yes | No | No |
| Create projects | Yes | Yes | Yes | No |
| Create tasks | Yes | Yes | Yes | No |
| View projects and tasks | Yes | Yes | Yes | Yes |
The Owner role cannot be transferred or removed. If you need to change workspace ownership, contact TaskFlow support.
## Create a workspace
New workspaces are created automatically when you sign up and go through onboarding. If you need an additional workspace:
1. Click your workspace name in the top-left corner of the sidebar.
2. Select **Create workspace**.
3. Enter a workspace name and click **Create**.
## Rename a workspace
Only Owners and Admins can rename a workspace.
1. Go to **Settings** from the left sidebar.
2. Under **General**, update the workspace name.
3. Click **Save Changes**.
## Delete a workspace
Deleting a workspace permanently removes all projects, tasks, documents, channels, and member data. This action cannot be undone.
Only Owners and Admins can delete a workspace.
1. Go to **Settings** from the left sidebar.
2. Scroll to the **Danger Zone** section.
3. Click **Delete Workspace** and confirm the action.
## Invite members
Only Owners and Admins can invite new members.
1. Go to **Settings** from the left sidebar.
2. Under **Members & Invites**, enter the person's email address.
3. Click **Invite**.
TaskFlow sends the person an email with a link to join. Invitation links expire after **7 days**. If someone misses the window, you can send them a new invitation.
Invitations are sent to the email address you specify. The recipient must accept using the same email address — they cannot accept the invitation while signed in with a different account.
Invited members join with the **Member** role by default. You can change their role at any time from the Members list in Settings.
## Generate an API key
TaskFlow can generate an API key for your workspace to use with integrations like Zapier or custom automations. API keys are prefixed with `tf_`.
To generate or regenerate your workspace API key:
1. Go to **Settings** from the left sidebar.
2. Scroll to the **Integrations** section.
3. Click **Generate API Key**.
Generating a new API key invalidates any previously issued key for this workspace. Update your integrations immediately after regenerating.