Your project board is where you add tasks, map out the work and keep your team moving forward. A well-defined task tells everyone what needs doing, who owns it and when it is due, which keeps communication clear.
In this guide you’ll learn how to:
- Fill in the essential details of a task
- Edit a task and move it between stages
- Remove tasks you no longer need
- Pick a color for each stage on the board
What details should a task have?
A well-defined task has a title, assignees, a deadline and a priority, plus any labels, description, subtasks and comments it needs.
| Detail | What it’s for |
|---|---|
| Task title | A concise, descriptive title that captures the task, so everyone understands what needs to be done. |
| Assignees | The team members responsible for completing the task. |
| Deadline | Keeps everyone on track and helps the task finish on time. |
| Priority | Shows the task’s importance or urgency (think “High Priority” or “Nice to Have”), so your team can prioritize and meet deadlines. |
| Labels | Color-coded labels that categorize tasks or highlight specific types of work. |
| Description | Detailed information or instructions that guide your team in carrying out the task. |
| Subtasks | Smaller, more manageable steps for complex tasks, so they are less intimidating and run smoothly. |
| Comments | Comments and images in comments or notes, so collaborators stay informed. |
How to add a task to your board
Add the task on your board, then fill in the details above.
- Open your project board in the Kanban or List view.
- Add the task and give it a concise, descriptive title.
- Assign the team members responsible for it.
- Set a deadline and a priority.
- Add color-coded labels, a description and any subtasks.
- Add comments or images in comments to share context with your team.
How to manage tasks on your board
You edit a task by clicking it, move it by dragging it, and remove it once it is no longer needed.
- Edit a task: click the task to open its details and make any updates or adjustments.
- Move a task: drag and drop it between columns in your Kanban board to reflect its current stage, or reorder tasks in the List view by progress.
- Remove a task: delete redundant or completed tasks from the board, so it stays focused on active work.
How to choose a color for each stage
You can select a color for each of the stages on your Kanban board. Let each color represent the work you have in hand, so the board is easier to scan.
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FAQs
How do I edit a task on a OneSuite board?
Click the task to open its details. From there you can make any updates or adjustments it needs.
How do I move a task to another stage?
Drag and drop it into another column on your Kanban board. In the List view, you drag tasks to reorder them by progress.
Can I break a big task into smaller steps?
Yes. Add subtasks to break a complex task into smaller, more manageable pieces, so it is less intimidating and runs smoothly.
Can I change the color of a Kanban stage?
Yes. You can select a color for each stage, so each color represents the kind of work you have in hand.
Can I just assign tasks by email instead?
You can, but the details end up scattered across threads. A task on the board keeps its assignees, deadline, priority, subtasks and comments in one place your whole team can see.
What to do next
Choose your view: Decide between Kanban and List with Managing Project Boards in OneSuite.
Control how subtasks move: Set subtask movement per project with Subtask Behavior & Movement Management.
Reuse task sets: Import prebuilt tasks and subtasks with Task Templates.