Overview
Taskade holds the plan, the people, and the progress in one project. You write the plan as a structured outline, then look at it as a board, a table, a timeline, or a calendar depending on who is asking. Nothing gets exported, duplicated, or re-entered.
This guide covers the working manager's loop: plan the work, assign it, keep it current without chasing people, and report on it.
TL;DR: One project holds the whole plan. Switch it between Board, Table, Gantt Chart, and Calendar views without copying anything. Assign owners and due dates, then let a scheduled automation collect status so your standup starts with the answers already in.
Structure Before You Plan
Decide the container shape first. Taskade nests work as workspace, then folder, then project, and that choice decides who sees what.
| Setup | Best when |
|---|---|
| One workspace per team | Teams keep sensitive work apart, and each team wants its own AI agents and automations |
| One workspace for the whole organization | Work is shared openly and you want one place to look across every team |
| One folder per client or program | Stakeholders need access to a set of projects, not just one |
Folders are the useful unit for a program of work. Everything inside one folder can share templates, members, and permissions, and an AI agent created in that folder can read every project inside it. See Hierarchy Structure for the full model and Permissions for who can do what.
Plan Across Views
Write the plan once as a nested outline: phases at the top level, deliverables under them, tasks under those. Then change the view to suit the conversation.
Taskade gives you 9 project views. List, Board, Table, and Mind Map sit as tabs at the top of the project. Docs (Beta), Gantt Chart, Calendar, Actionsheet, and Org Chart live under More Views. Gantt Chart, Actionsheet, and Org Chart need a paid plan.
| View | Use it in this conversation |
|---|---|
| Board | Standup and work-in-progress: what is moving, what is stuck |
| Table | Owner, status, priority, and estimate side by side |
| Gantt Chart | Dates, sequencing, and dependencies for a stakeholder review |
| Calendar | This week and next week, by deadline |
| Mind Map | Scoping a new phase before it has dates |
Switching views never changes the underlying content, so the timeline your sponsor sees and the board your team works from are the same project.
Assign Owners, Dates, and Fields
Three things turn an outline into a trackable plan.
- Owner. Assign a task to a person. Use @mention to pull someone into a specific line without reassigning the whole item.
- Dates. Add a due date or a start-to-end range. Ranges are what draw the bars in Gantt Chart view.
- Fields. Add custom fields for status, priority, effort, or client. Fields are what make Table view a real tracker instead of a list.
Every person on the team gets a My Tasks view that pulls their assigned work across every project. That single link removes most "what am I supposed to be doing" messages.
Run the Recurring Rituals
Standups, weekly planning, sprint reviews, and retros happen on a rhythm. Set the rhythm up once.
- Recurring tasks. Mark the ritual itself as a recurring task so it reappears on its own cadence.
- A template per ritual. Save your standup or sprint-planning structure as a template so every session starts with the same agenda.
- A scheduled automation. Use a schedule trigger to create the ritual project automatically every Monday morning, already populated and assigned.
Collect Status Without Chasing
Status meetings exist because nobody updates the tracker. Automations fix the cause instead of the symptom.
Useful patterns to build first:
- Weekly status request. On a schedule, create an update task assigned to each owner, then post the collected answers into the project.
- Handoff on completion. When a task is marked done, create the next task and assign it to the person downstream.
- Intake from a form. A submitted request becomes a task in the backlog with its fields already filled.
- Push to the tools you already use. Automations connect to 100+ integrations in both directions. A status change can land in your chat tool, and an event there can create a task here.
Start with Triggers to see what can begin an automation, then Actions for what happens next.
Report and Communicate
Share the project with stakeholders and set their role so they can read without editing. A sponsor opening a Gantt Chart view is reading the live plan, not a slide someone made on Friday.
For the running conversation, keep it in the project. Comment on the line being discussed, chat with the team in the same window, and start a call when a thread needs a voice. See Collaboration for the full set.
When you want a rolled-up answer instead of a view, ask a custom AI agent connected to the folder. It reads every project inside and can draft the weekly summary, flag what slipped, and list the blockers for you to check.
Related guides
- Hierarchy Structure: workspaces, folders, and projects
- Assign Tasks: owners, mentions, and handoffs
- Due Dates: deadlines, ranges, and reminders
- Gantt Chart View: timelines and sequencing
- Collaboration: comments, chat, and calls in context
- Schedule Automations: run the rituals on their own