Feature handbook

Organise Work with Projects, Folders and Subtasks

Build a simple project, group related projects in folders, and break larger tasks into subtasks with an easy trip-planning example.

By Mustafa Yusuf3 min read

Start with one project for something you want to finish. Add a folder when you have several related projects, and subtasks when one action needs smaller steps.

1. Make one project

  1. Choose the option to create a project.
  2. Give it a name you will recognise, such as Weekend trip.
  3. Add a few actions: Book hotel, Buy train tickets and Pack bag.
Adding Sign the lease to the Work project on iPhone.View full size (opens in a new tab)↗
Add a clear action and check its project before saving.

Need help with the first screen? Follow the getting started guide.

2. Use subtasks for the smaller steps

Open Pack bag. In its Subtasks section, use the add control to enter Pack charger, Pack clothes and Pack toiletries.

  1. Folder: PersonalGroups related projects, such as Weekend trip and Home repairs.
  2. Project: Weekend tripHolds Book hotel, Buy train tickets and Pack bag.
  3. Task: Pack bagHolds the smaller steps: Pack charger, Pack clothes and Pack toiletries.
Folder → project → task → subtasks. Each level gives the items below it a home.
Finalize product roadmap with Mobile and Web listed in its Subtasks field.View full size (opens in a new tab)↗
Mobile and Web sit beneath Finalize product roadmap. Use the + in Subtasks to break the task into another step.

Keep Buy train tickets as its own task if you want to plan it separately. Put Pack charger under Pack bag because it is one step of that action.

3. Group projects when the list grows

Create a folder such as Personal, then move Weekend trip and Home repairs into it. Use Work for work projects if that is helpful.

You can keep using a single project without a folder. Add the extra level when it makes the sidebar easier to scan.

4. Add a date only where it matters

Set a date on Buy train tickets if you need to book by Friday. Leave Pack charger undated if you will do it as part of packing.

5. Reuse the checklist next time

For another trip, clone Pack bag with its subtasks, or start a project from a template. Clone the whole project when you need its full structure again.

Rename the copy and review its dates and details before using it. A packing checklist is useful on every trip; an old hotel booking is not.

You are done when you can open Weekend trip, find the next action, and see the steps beneath Pack bag without searching another list.

Explore all 17 related features

Browse the related features below for more detail.

Projects

Keep related tasks and their workflow together.

Folders

Group projects into a cleaner sidebar.

Nested folders

Create a folder inside another folder.

Subtasks

Break a task into smaller steps while keeping its hierarchy.

Collapsible subtasks

Hide or reveal a task's subtask tree.

Project templates

Start a new project from a reusable structure.

Clone tasks

Duplicate a task and preserve its useful details.

Clone subtask trees

Duplicate a task with its nested subtask hierarchy.

Clone projects

Reuse a complete project as a new starting point.

Move tasks

Move work between projects without recreating it.

Move projects

Place a project into a different folder.

Custom ordering

Drag tasks, statuses and project elements into a useful order.

Project icons

Give projects recognisable symbols.

Project colours

Use colour to identify projects and workflow elements.

Project PDF export

Export a project as a PDF when a portable view is needed.

Multiple windows

Open Tasks work in more than one window on supported devices.