Tasks are the building blocks of your project timeline. They help you organize your work, track progress, communicate with clients, share presentations, and ensure nothing falls through the cracks. This guide will show you how to create and manage tasks in Tezzera.
Quick Links:
Where You Can Add Tasks
Tasks can be added in any of the three view options within your project:
Task List View – The default view when you open a project
Calendar View – Visual timeline view
Board View – Kanban-style board
Let's start with the most common way to add tasks: the Task List View.
Task Groups: Organizing Your Tasks
Before adding individual tasks, you'll want to create task groups to organize them. Task groups allow you to cluster related tasks together, making your project easier to navigate.
Why Use Task Groups?
Task groups are incredibly useful for designers because you can organize tasks by:
Creative process stages – This could look like having tasks groups for:
Brand Strategy
Round 1: Logo Concepts
Refined Concepts
Final Deliverables
Task status – This could look like having tasks groups for:
Upcoming Tasks
In Progress Tasks
Completed Tasks
Client touchpoints – This could look like having tasks groups for:
Client Review Needed
Waiting on Client
Internal Work
💡 Pro tip: How you organize task groups is completely up to you! Choose a structure that matches your workflow and makes sense for how you think about the project.
Creating a Task Group
Open your project and go to Task List View (the default view)
Click the "+" (plus sign) in the top right corner of the task list
A new group will appear with the name "Untitled"
Click where it says "Untitled" and type in your group name
Press Enter to save
You can create as many task groups as you need for your project!
Adding a Task
Once you have a task group created, you're ready to add tasks.
Step 1: Create the Task
Find the task group where you want to add a task
Click the small "+" (plus sign) next to the task group name
A new task will appear in that group
Click on the task to open it in a popup window
Step 2: Name Your Task
At the top of the task popup, you'll see a "Type here" input area. Give your task a clear, descriptive name.
Step 3: Choose an Icon and Color
To the left of your task name, you'll see a square with an icon. Click it to:
Choose from several different icon designs
Select from different color options
Why icons and colors matter:
Visual organization helps both you and your clients quickly identify task types at a glance. Here are some ways to use icons strategically:
Paint roller icon – Creative tasks (working on logo concepts, color palettes, design mockups)
Bell icon – Important tasks that require client attention or action
Play icon – Presentations that include video walkthroughs
Calendar icon – Tasks where the client needs to schedule a meeting
💡 Pro tip: Use the same icon and color for similar task types across all your projects. This creates consistency and makes your workflow instantly recognizable!
Task Details Tab
The Details tab is where you configure all the important information about your task.
Assign to a Person
Click the "+" icon next to the assignee field to see a dropdown of everyone who has access to this project. You can assign the task to:
Yourself
A team member
A client
By default, tasks are left unassigned, so make sure to assign them to ensure accountability!
Set Start and Due Dates
Add dates to show:
How long you'll be working on something
How long the client has to provide feedback
When the task needs to be completed
To add dates:
Click the Start Date field and select a date from the calendar
Click the Due Date field and select when the task should be completed
💡 Pro tip: Tasks with due dates will automatically appear in Calendar View, making it easy to visualize your project timeline!
Set Reminders
Turn on reminders if you want clients or team members to be notified when a task becomes overdue. This ensures nothing falls through the cracks!
Choose a Status
Select the current status of the task. By default, you have three options:
Not Started
In Progress
Complete
Adding custom statuses: Need more status options? Click the status dropdown and select "Manage" at the bottom. This will take you to your Workspace Settings where you can add custom statuses like:
Waiting on Client
Ready for Review
On Hold
Needs Revision
📌 Note: Custom statuses must be enabled in both Workspace Settings AND in your Project Settings to appear as options in tasks.
Add Tags
Tags help you categorize and filter tasks across your project.
Click "Add" next to the Tags field
A popup will show all available tags for this project
Select the tag(s) you want to apply
You can add multiple tags to a single task
Adding new tags: Click "Manage tags" in the popup to go to your Workspace Settings where you can create new custom tags.
Attach a Feedback Form
Want to collect structured feedback from your client on this task? You can attach a form directly!
Click "Add" next to the Form field
A popup will show all forms you've created in Tezzera's form builder
Select the form you want to attach
The form will be linked right above your task description
Clients can click "Start" to open the form and submit their feedback
💡 Pro tip: This is perfect for design review tasks! Create a feedback form with specific questions about colors, layouts, or concepts, then attach it to the review task.
Write a Task Description
At the bottom of the Details tab, you have space to add a task description.
Use this to:
Give your client specific instructions
Outline what they need to do to complete the task
Task Comments Tab
The Comments tab is where conversations about specific tasks happen.
Adding Comments
Click into the comment field
Type your comment
Press Enter or click "Post" to add it
@Mentioning people: Use the @ symbol followed by a name to mention specific clients or team members who have access to the project. They'll receive a notification about your comment.
Example: "@Sarah can you take a look at this and let me know your thoughts?"
Attaching Files to Comments
You can upload files directly to comments:
Click the attachment icon in the comment field
Select your file
The file will be attached to your comment
Great for sharing inspiration, examples, or quick mockups
Task Attachments Tab
The Attachments tab is where you upload files related to this specific task.
Ways to Add Files
Upload from your computer
Choose from project files (You can upload files directly into your Tezzera project via the "Files" tab in your Project navigation.)
Import from Dropbox
📌 Note: To import from Dropbox, you must first connect your Dropbox account in your integrations settings.
Task Actions (Top Right Corner)
At the very top right of any task, you'll find several useful icons:
Delete Task
Click the trash icon to delete the task permanently. Use with caution—this cannot be undone!
Hide from Client
Click the eyeball icon to hide the task from your client. This makes the task visible only to admins and team members.
When to use this:
Internal tasks the client doesn't need to see
Reminders to send emails
Tasks about preparing presentations
File organization or admin work
Team-only to-dos
When a task is hidden, clients won't see it in their project view. Perfect for keeping internal work separate!
Copy Task Link
Click the link icon to copy a direct link to this specific task. You can then:
Send it to your client via email
Share it in a message
Reference it in other communications
Duplicate Task
Click the duplicate icon to create a copy of this task with all its settings applied. This is a huge time-saver when you have similar tasks to create!
Adding Tasks in Calendar View
Calendar View gives you a visual timeline of your project. Here's how to add tasks directly from this view:
Switch to Calendar View using the view selector at the top
Hover over any date on the calendar
You'll see an "Add Task" button appear
Click it to create a new task on that date
The task will automatically be assigned that date as its start/due date
📌 Note: Tasks will only appear in Calendar View if they have a start date, due date, or both assigned to them.
Drag and Drop in Calendar View
Once tasks have dates, you can easily adjust them:
To move a task to a different date:
Click and drag the task to a new date
To extend a task across multiple days:
Hover over the left or right edge of the task
You'll see an arrow appear
Click and drag to extend the task length
The start and due dates will automatically update
Visual indicators in Calendar View:
Tasks display in the color you assigned to them
A small icon appears on the right showing who's assigned to the task
Color coding makes it easy to see your project at a glance
💡 Pro tip: Use Calendar View to spot scheduling conflicts, see how much you have on your plate each week, and communicate timelines to clients!
Adding Tasks in Board View
Board View displays your task groups as columns in a Kanban-style board.
Creating Tasks in Board View
Switch to Board View using the view selector
Find the task group (column) where you want to add a task
Click the "+" icon at the top of that column
A new task will be added to that column
Click on it to open and configure the task details
Board View Task Cards
Task cards in Board View show you quick information at a glance:
Top left: Colored dot showing the task color Top right: Eyeball icon (if task is hidden from clients) Center: Task name Top of card: Due date Bottom left: Task status Bottom right: Profile icon of who's assigned to the task
Drag and Drop in Board View
You can easily move tasks between columns:
Click and drag a task from one column to another
This is perfect for moving tasks through your workflow stages
Example: Drag from "In Progress" to "Client Review" to "Complete"
💡 Pro tip: Board View is great for getting a high-level view of project progress and quickly moving tasks through your creative process!
Best Practices for Task Management
Be specific with task names: "Design logo" is vague. "Create 3 initial logo concepts in black and white" is clear and actionable.
Always set due dates: Even if they're flexible, having dates helps you and your client understand the timeline.
Use colors and icons consistently: Develop a system and stick to it across all projects.
Hide internal tasks: Clients don't need to see every little thing you're doing. Keep the client view clean by hiding internal tasks.
Write clear descriptions: Assume your client doesn't know what to do. Spell it out clearly in the task description.
Use task groups strategically: Group tasks by phase, status, or whatever makes sense for your workflow.
Don't over-complicate: You don't need 50 tasks for every project. Focus on the key milestones and deliverables.
Review weekly: Spend 10 minutes each week reviewing your task list, updating statuses, and adjusting dates as needed.
Next Steps
Now that you know how to add and manage tasks, you might want to explore:
Create a project template – Save your task structure for future projects
Set up automations – Automatically create tasks or send notifications
Need help? Reach out to our team at hello@tezzera.co and we'll be happy to assist you!