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Organize work into spaces, projects and lists (admin)

This article explains how TaskFlow organizes work and shows you how to create spaces, projects and lists for your team.

How the structure works​

Every task lives in a list. Lists are grouped into projects, and projects are grouped into spaces:

Space › Project › List › Task

For example, a space could be a department ("Marketing"), a project could be a campaign or client ("Spring launch"), and a list could be a stage or type of work ("Social posts").

The structure appears in the Spaces section of the sidebar. Click any space, project or list to see its tasks, or click All Tasks to see everything.

Create a space​

  1. In the sidebar, click the + next to the Spaces heading (or open Spaces and click Add Space).
  2. In Create Space, enter a Name.
  3. Optionally set a Task ID Prefix of 2–5 capital letters, such as MKT. Tasks in this space then get short IDs like MKT-1, MKT-42.
  4. Add a Description, and pick a Color and an Icon if you like.
  5. Click Create.
Screenshot

The Create Space window with a name, a Task ID Prefix, and a color and icon selected.

Add a project and a list​

  1. In the sidebar, hover over the space and click the ⋯ button (or right-click the space).
  2. Choose Add Project, enter a Name, and click Create.
  3. Hover over the new project, click ⋯, and choose Add List.
  4. Enter a Name and click Create.

Your list is ready for tasks. Open it and click New Task to add one.

Edit or archive​

Use the same ⋯ menu to Edit Space, Edit Project or Edit List, or to archive it (Archive Space, Archive Project, Archive List). Archiving hides an item without deleting its tasks.

Make something private​

When you create or edit a space, project or list, you can tick Private. A private item is hidden from everyone except admins, managers and the people you give access to.

What members can do​

Regular members can use the structure but can't change it directly. If your workspace has Space / Project / List creation turned on under Approval requirements, members see options such as Request new Space and Request new List instead. Their request goes to a manager, who approves or rejects it.

Tips​

  • Keep it simple. A few spaces with clear names are easier to use than many nested levels.
  • Hover over any space, project or list and click the star to add it to your Favorites.