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Tasks & time tracking

Plan and track work in LogAI: list, board, calendar, timeline and My Work views, projects with their own status columns, subtasks, multiple assignees, one-line quick add, @mentions, Drive attachments, a built-in timer — and xLog drafts for subtasks, checklists, test cases, summaries and your day.

12 min read · Last updated 2026-10-04

Collaboration → Tasks is where your team plans and tracks work. Every task gets a key like ACME-12 from its project and can have subtasks, several assignees, labels, an estimate, links to other tasks and files from your Drive. Five views share one set of filters — List, Board, Calendar, Timeline and My Work — and the Mine / All switch decides whose tasks they show: Mine, the default, means tasks assigned to you. The whole screen (view, grouping, sort, filters and the open task) lives in the URL, so any view is a link you can share or save, and teammates' changes appear live.

Create a task

1. Open the Add a task box. It sits at the top of List, Board, Calendar and Timeline. Press C or ⌘/ from anywhere on the page to jump to it.
2. Type the task in one line. Write the title and add any of the tokens below — for example Fix invoice PDF @bob !high due:fri #bug ~2h.
3. Check the chips. Each token turns into a chip under the box showing what it resolved to (the teammate, the label, the date); a name it can't match is flagged and nothing is set for it. Once the title has a few words, tasks with similar titles appear under Looks similar to existing work — pick one to open it instead of creating a duplicate.
4. Press Enter. The task is created and the box stays ready for the next one; ⌘Enter creates it and opens it. Each new assignee other than you gets an in-app notification and an email, and workflows with a task trigger run.

The box understands a small grammar — put these anywhere in the line:

• @name — assign; a username or the start of one. Repeat it for several people.
• !urgent, !high, !medium, !normal or !low (or !p0 to !p4) — priority.
• #label — an existing label. New labels are created from a task's Labels field.
• ~45m, ~2h, ~1d — estimate; a day counts as 8 hours.
• due:fri, due:tomorrow, due:24sep, due:2026-10-15 or due:+3d — due date, all-day in your organization's time zone. start: works the same way, and a line that ends in today, tomorrow or a weekday such as fri gets that due date too.
• in:KEY — put it in another project; /status — start it in a column, such as /in_progress; ^ACME-12 — make it a subtask of that task.

Enhance beside the box (free, ⌘E) tidies a rough line into a clean title and drafts a description, leaving your tokens as typed; Undo puts the original back. Paste three or more lines and a review sheet turns each line into a task — the grammar applies per line, untick anything that isn't a task, and Create adds them all (up to 50 lines). Any task can be saved as a template from its ⋯ menu (title, description, priority, estimate, labels, checklist and subtask titles); with the box empty, your templates appear among the tips under it.

Leave the assignee empty?: In the Mine scope, a task you add without an @ is assigned to you, so it doesn't vanish from your list. In All it stays unassigned — unless Task Auto-Assign is on in organization settings, which hands new top-level tasks out round-robin across the team.

Views

• List — rows grouped by status, assignee, priority, project or due date (or not grouped), sorted by hand (drag rows) or by date, priority, activity, title or key. Every cell edits in place — status, priority, assignees, due date, labels, estimate — and the Display menu picks the columns, including a project's custom fields. With no filter applied, subtasks nest under their parent.
• Board — columns by status (or assignee, priority, project or due date) with drag and drop, each column's count shown against its WIP limit, and Rich cards for more detail. A card's subtask pill unfolds its subtasks in place. From the keyboard: focus a card, Space to pick it up, arrows to move it, Space to drop.
• Calendar — month or week, tasks on their due day. Drag one to reschedule it, drag it to Unscheduled to clear the date, or click + on a day to add a task due then.
• Timeline — a bar per task from start date to due date, arrows for blocking links and a line for today; zoom by day, week or month. Drag a bar to move it or either end to change one date; tasks without dates wait in a tray underneath.
• My Work — your landing page: Overdue, Today, Blocked, This week, Mentions, No due date and Recently viewed, with a new badge on tasks that have activity you haven't seen.

Filters cover status, assignee (including Me and Unassigned), priority, label, due (overdue, today, tomorrow, this week, no date, has a date), blocked, milestone, watching and archived, and / opens search. Views (the bookmark) saves the current filters, grouping and sort under a name; the ⋯ menu exports the view as CSV and lists every keyboard shortcut (?). The essentials: J / K move, Enter opens, X selects, S A P D L E open the status, assignee, priority, due, label and estimate pickers, ⌘⇧D marks done, and 1–4 switch between List, Board, Calendar and My Work. Density is Cozy or Compact (⇧Z).

Select tasks (X, ⇧-click for a range, ⌘A for all) and a bar sets status, assignees, priority, due date, labels or project for all of them, or archives or trashes them — with Undo in the confirmation toast for 8 seconds. On a phone the views live in a bottom bar with a + button; swipe a task right to complete it, left to reschedule it, and long-press to select.

Projects and status columns

Tasks live in projects. The project chip in the toolbar switches between All projects and a single project (with its open count). New project takes a name and derives the key from it — Acme Website becomes ACME — and the key never changes, because task keys depend on it. A new project starts with To do, In progress, Done and Cancelled columns. Project settings, in the same menu, holds:

• Details — name, colour and description.
• Statuses — up to 12 columns, each with a colour, a category (Backlog, To do, In progress, Done or Cancelled), an optional WIP limit, and one default for new tasks. Removing a column asks where its tasks should go; keep at least one To do and one Done column, since categories drive My Work, signals and reports.
• Custom fields — up to 30 per project: text, number, date, select, checkbox or link, optionally required. They appear on every task in the project and as optional List columns.
• Access — Organization (everyone with the Tasks permission) or Private (members only). Members get a role: Admin (settings, members, statuses), Editor (create and edit tasks) or Viewer (read and comment). The default project always stays visible to everyone.

The task panel and page

Click a task to open it in a panel beside the list: ← / → (or J / K) step through the visible tasks without closing it, and the expand icon or ⌘. opens its full page at its own address, such as /collaboration/tasks/ACME-12. Both show:

• Status, priority, assignees and due date across the top, editable in place, with a Blocked badge while an open task blocks it.
• Properties — start date, estimate, labels (create new ones here), project, reminder, repeat, snooze, milestone and the project's custom fields.
• Description — Markdown; the AI sparkle tidies a rough draft for free.
• Subtasks — real tasks with their own keys, assignees and due dates; progress rolls up to the parent. They nest two levels deep, the add line understands the quick-add grammar, and a subtask's menu promotes it to a task (or up a level).
• Checklist — lightweight tick items. Turn one into a subtask, or Convert all to subtasks from the checklist menu.
• Attachments — drop files, paste them into a comment, or pick existing files from Drive. Uploads go to the uploader's Drive under My Creations → Tasks → ACME-12 and count against the organization's Drive quota, up to 25 files and 200 MB per task.
• Links — Blocks, Blocked by, Relates to and Duplicates. When a blocking task is done, the assignees of the task it was holding up are notified.
• Activity — comments and changes in one feed (show All, Comments or Changes), with a New divider from where you last looked. Comments take one level of replies, emoji reactions, edits to your own and @mentions: a mentioned teammate gets an in-app notification and an email, and everyone watching — the creator, assignees, commenters and anyone who clicks the eye icon — is notified in-app of each new comment.
• Time — the built-in timer, below.

Track time

Each task's Time section has a Start button; while it runs it becomes a red stop button with a live clock. Stopped sessions are listed with their date and length, the total is shown against the estimate with a progress bar, and every session feeds your organization's timesheets.

xLog in Tasks

The xLog assistant is built into Tasks, and it never changes anything by itself: each feature produces a draft you review, and only Add, Accept plan or a fix button writes it — through the same rules as a manual edit, so permissions, the activity history and workflows all apply. Drafts use AI credits; applying one is free, and a draft that produces nothing (or fails) is refunded.

Mention @xlog in a comment — “@xlog who's blocked on this?” — and xLog replies in the thread. Anything that needs a change is handed to the xLog panel (⌘J), where you confirm it. The mention list offers the assistant as nova, its older name — @nova works the same. The panel itself understands tasks as well: ask it to find tasks (“what's overdue for Bob?”), summarise one, create or update tasks, move one to another column, or add subtasks and comments — every write waits for your approval card. AI Insights in the page header gives a free read-out of the tasks on screen.

Repeat, snooze, archive and trash

Repeat a task daily, weekly, monthly or yearly, every so many periods. When you complete it, the next one is created with the same assignees, watchers, labels and checklist (unticked) — and its subtasks too if Also clone subtasks is on. A reminder sends the first assignee an in-app notification and an email at the time you pick. Snooze keeps a task out of My Work and Plan my day until a date; it stays in lists, marked with a snowflake. Archive hides a task from every view until you turn on the Include archived filter. Move to trash takes the task's subtasks with it; open a trashed task from its link and choose Restore within 30 days, after which it's deleted for good.

Access

Tasks follows the Tasks item in roles and permissions, one flag per action. View opens Tasks, its views and CSV export. Create adds tasks, subtasks, comments, links, projects, saved views and templates, and runs the timer (which also needs Update). Update edits fields, moves cards, reschedules and reacts to comments. Delete moves tasks to the trash and removes links, attachments, your comments and saved views. Manage archives and restores tasks, undoes bulk changes, opens project settings and runs xLog's drafts and Enhance. Bulk changes from the selection bar also need Delete, and uploading attachments needs Update on Drive. In a private project, the member's project role applies on top.

Tasks also connect outward: workflows can create or update tasks automatically (for example a follow-up when a deal changes stage), and creating, changing or deleting a task can start a workflow. The previous Tasks screen is still reachable at /collaboration/tasks?legacy=1.

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