Task Management

Tasks are the fundamental building blocks of work in Mosic. This guide covers creating, editing, organizing, and managing tasks across the platform.

Creating Tasks

Quick Task Creation

The fastest way to create a task is using the quick create modal.

How to access:

• Click Add New Task button in the sidebar
• Use the “Add new task” input field on the Today page

Quick Create Modal Fields

Priority Levels

Mosic provides 6 priority levels to help you organize work by importance:

1. Low - Minimal importance, nice-to-have improvements
2. Normal (default) - Standard priority tasks, regular workflow
3. High - Important deliverables requiring attention
4. Urgent - Time-sensitive tasks needing prompt action
5. Critical - Business-critical tasks requiring immediate focus
6. Blocker - Blocks other work; must be resolved first

Best practices:

• Use Blocker only when the task is preventing other work from starting
• Use Critical sparingly for truly business-critical tasks
• Urgent for approaching deadlines
• High for important deliverables
• Normal for regular daily work (most common)
• Low for nice-to-have improvements

Creating the Task

1. Fill in required fields (at minimum, task title)
2. Click “Save” button to create the task
3. Task appears in appropriate views

To close without saving, click the X button in the top right.

Task Detail View

Click any task from a list to open the detailed task view. The layout has three columns: a left sidebar for properties and metadata, a center area for the task content and description, and a right sidebar for collaboration tabs.

Left Sidebar - Properties

Cover Image

• Optional banner image for the task
• Collapsible section

Assignment

• Shows who is responsible for the task
• User avatar and name displayed
• Multiple assignees supported — assign tasks to several team members
• Assignees must be workspace members with Member role or higher (Viewer and Guest roles cannot be assigned)

Schedule

• Start Date: Calendar picker for when task begins
• Due Date: Calendar picker for task deadline
• Time Estimate: Duration field (e.g., “2 hours”) with Focus indicator

Organization

• Parent Task: Shows or sets the parent task for subtask relationships
• Manual Order: Numeric field that controls sort position when using manual ordering (lower numbers appear first)
• Task List: Shows the task list this task belongs to
• Customer: Optional link to a customer record
• Tags: Field for adding tags to categorize tasks
• Hide from Portal: Toggle to exclude this task from the customer portal

Sources

• Shows external records that originated this task (e.g., emails, CRM contacts, deals)

Progress

• Shows task completion metrics

Metadata

• Created date and creator
• Last updated date

Center - Content

Task Header

• Task title
• Project/List badges
• Status dropdown (Backlog, ToDo, In Progress, In Review, On Hold, Blocked, Completed, Cancelled)
• Priority dropdown (all 6 levels)
• More options menu (⋮)

Description

• Rich text editor for task details
• Full description text displayed

Quick Checklist

• Collapsible section
• Add checklist items to break down work

Attachments

• Collapsible section
• Add files and documents to tasks

Right Sidebar - Collaboration Tabs

Comments

• Rich text editor with formatting toolbar:
  • Text and Heading options
  • Bold, Italic formatting
  • Lists (ordered and unordered)
  • Text alignment
  • Link, image, code block
  • Table support
• “Add a comment” interface
• Submit button

Messages (visible when email/messaging channels are configured)

• View channel messages linked to this task

Subtasks

• Create subtasks under main task
• Hierarchical task breakdown

Events

• Link calendar events to task
• View related events

Activities

• Shows task history
• Activity log of changes

You can also log your own calls, notes, or check-ins directly on this task using the Log Activity button in the Recent Activity card — see Activity Log for a step-by-step guide.

Relations

• Link to other tasks or documents
• Manage dependencies

Pages

• View and manage pages linked to this task

Task Properties

Status Options

Tasks progress through different statuses to track their lifecycle:

• Backlog - Planned for later, not yet ready to start
• ToDo - Ready to start working
• In Progress - Currently being worked on
• In Review - Awaiting review or approval
• On Hold - Temporarily paused
• Blocked - Cannot proceed due to dependencies or issues
• Completed - Successfully finished
• Cancelled - Abandoned or no longer needed

Status badges are color-coded for quick visual identification. The default status for new tasks is Backlog.

Time Tracking

Mosic provides comprehensive time tracking to help you plan and measure work:

• Start date - When task work begins
• Due date - Task deadline
• Time estimate - Expected duration (shown in hours/minutes)
• Total duration - Actual time spent from completed linked events
• Overdue indicator - Shows “Overdue by X days” when past due date

Time estimates aggregate across views (e.g., “48h” total for a group of tasks). The total duration is automatically calculated from completed calendar events linked to the task.

Lists and Tags

• Tasks belong to one task list for flexible organization
• Lists organize tasks within projects
• Displayed as colored pill badges
• Tags provide additional categorization beyond lists
• Tasks require a workspace (inherited from task list if not specified)

Global Task Views

Tasks Page - Board View

Access all tasks across your workspace from the global Tasks page.

Features:

• Status columns: Backlog, ToDo, In Progress, In Review, On Hold (Blocked, Completed, and Cancelled may also appear)
• Task counts per column (e.g., “Backlog (75)”)
• Total count displayed (e.g., “85 items”)
• Task cards showing:
  • Task title
  • Status and priority badges
  • Project/list tags (colored pills)
  • User avatar(s) for assignee(s)
  • Due date
  • Time estimate
  • Overdue indicator

Upcoming Page

View future tasks organized by date:

• Timeline/schedule view
• Tasks organized by due date
• Future task visibility
• Planning tool for upcoming work

Task Organization

Organizational Hierarchy

Tasks fit into Mosic’s five-level hierarchy:

Workspace (workspace containing all content)
└── Space (top-level container)
    └── Project (specific initiative)
        └── Task List (collection of tasks)
            └── Task (individual work item)

Organization Methods

By Status - Tasks flow through workflow stages

By Priority - Organize by importance (6 levels)

By Date - Time-based organization:

• Today - Due today
• Upcoming - Future tasks
• Overdue - Past due date

By Lists - Group related tasks in collections

Daily Workflow

Recommended task workflow:

1. Review - Check Today page for tasks due today
2. Prioritize - Set or adjust priorities
3. Estimate - Add time estimates for planning
4. Assign - Set task owners
5. Execute - Update status as you work
6. Complete - Mark tasks done when finished

Updating Tasks

To update any task:

1. Click task from any view
2. Task detail opens
3. Edit fields in left panel
4. Update description
5. Add comments
6. Use collaboration tabs

Task Collaboration

Collaborate on tasks through:

• Comments - Discuss work with rich text formatting and @mentions
• Assignments - Delegate to multiple team members simultaneously
• Subscribers - Users mentioned in task descriptions are automatically subscribed for notifications
• Relations - Link related tasks and documents
• Activities - See complete change history with timestamps
• Subtasks - Break down complex work using parent-child task relationships

Subtasks

Break complex tasks into smaller pieces using subtasks. Subtasks use a parent-child relationship: each subtask is a regular task linked to a parent via the parent task field.

How to create a subtask:

1. Open the parent task detail view
2. Navigate to the Subtasks tab in the collaboration panel
3. Click ”+ Add Subtask”
4. Fill in the subtask details and save
5. The subtask appears under the parent and inherits its workspace context

You can also convert an existing task into a subtask by setting its parent task field. Subtasks appear indented under their parent in list views and the parent task shows a subtask count.

Archiving Tasks

Archive completed or cancelled tasks to keep your workspace clean. Archived tasks are hidden from default views but remain accessible.

How to archive:

1. Open the task detail view
2. Click the ⋮ (more options) menu
3. Select Archive from the menu
4. Archived tasks disappear from active views and count badges

To unarchive a task, open it via search or a direct link, click the ⋮ menu, and select Unarchive.

Task Flags

Tasks have several boolean flags for special handling:

• Is Billable - Mark tasks as billable for client invoicing
• Is Private - Restrict task visibility within the workspace
• Is Archived - Archive completed or cancelled tasks to reduce clutter

Task Source

Tasks can track their origin:

• Source Name - Name of the external source (e.g., “Email”, “GitHub Issue”)
• Source Link - URL or reference to the original item

This is useful when tasks are created from external systems or emails.

Automatic Behaviors

• Completion tracking - Setting status to “Completed” or “Cancelled” automatically sets the Done checkbox and records the completion date
• Event completion - When a task is marked as done, related open events past their end time are automatically completed
• @Mention subscriptions - Users mentioned in task descriptions are automatically added as subscribers
• Duration calculation - Total duration is recalculated when linked events are completed

Best Practices

1. Write clear task titles - Be specific and actionable
2. Set realistic estimates - Help with workload planning
3. Use appropriate priority - Don’t make everything high priority
4. Add descriptions - Provide context and details
5. Update status regularly - Keep team informed
6. Use checklists - Break down complex tasks into steps
7. Add due dates - Create accountability
8. Link related tasks - Show dependencies
9. Use subtasks - Create hierarchical task structures with parent-child relationships
10. Mention team members - Use @mentions in descriptions to auto-subscribe relevant people

Troubleshooting

Can’t create a task

Solutions:

1. Ensure you’re in a workspace
2. Check you have permission to create tasks
3. Try the ”+ Add New Task” button in sidebar
4. Verify task title is not empty

Task doesn’t appear after creation

Possible reasons:

• Check the date - may not be due today
• Look in correct list/project
• Check status - may be in Backlog column
• Verify correct workspace

Can’t find a specific task

Solutions:

1. Check different status columns (especially Backlog)
2. Look in different views (Board, List, Calendar)
3. Check if it’s in a different list/project
4. Verify you’re in the correct workspace
5. Check Upcoming page for future tasks

Quick Reference

Task Creation

• ✅ ”+ Add New Task” button in sidebar
• ✅ Quick create modal with all fields
• ✅ Task title (required)
• ✅ 6 priority levels
• ✅ Date pickers (Start, Due)
• ✅ Time estimate
• ✅ List selection

Task Detail View

• ✅ Cover image section
• ✅ Assignment display
• ✅ Schedule fields (start, due, estimate)
• ✅ Organization (lists, tags)
• ✅ Status and priority dropdowns
• ✅ Rich text description
• ✅ Quick checklist
• ✅ Attachments section
• ✅ Collaboration tabs (Comments, Messages, Subtasks, Events, Activities, Relations, Pages)

Task Views

• ✅ Board view (kanban with status columns)
• ✅ List view (detailed)
• ✅ Timeline view (Upcoming page)
• ✅ Task counts per status
• ✅ Overdue indicators

Related Documentation

• Daily Workflow - Using the Today page
• Lists - Organizing tasks in lists
• Projects - Managing project tasks
• Calendar - Scheduling tasks
• Notifications — Notification preferences and activity stream

FAQ

Q: What’s the difference between a task and an event?

A: Tasks are work items to be completed with status, priority, and checklists. Events are calendar items with specific start and end times. They can be linked together, and completed events contribute to a task’s total duration.

Q: Can a task be in multiple lists?

A: No, tasks can only belong to one task list. The task_list field is a single Link field, not a multi-select.

Q: Do I have to assign tasks to lists?

A: No, the task list field is optional when creating tasks. However, tasks always require a workspace.

Q: Can tasks have subtasks?

A: Yes, tasks can have parent-child relationships using the parent task field. Create subtasks through the Subtasks tab in the task detail view.

Q: Can I assign a task to multiple people?

A: Yes, Mosic supports multiple assignees per task. All assignees must be members of the task’s workspace.

Q: How is total duration calculated?

A: Total duration is automatically calculated from the time spent on completed calendar events linked to the task through the Relations system.

Q: What happens when I mention someone in a task description?

A: When you @mention a user in the task description, they are automatically added as a subscriber to receive notifications about task updates. Mentioned users must be members of the task’s workspace.

Q: What’s the difference between Blocked and On Hold status?

A: Blocked means the task cannot proceed due to dependencies or blocking issues. On Hold means the task is temporarily paused but could resume without resolving blockers.