Tasks Overview

Tasks are the core of PrimeTask. Every piece of work you want to track - a to-do, a follow-up call, a project deliverable, a personal errand, a recurring weekly review - is a task. Tasks can be as simple as a title and a due date, or as rich as you need: subtasks, checklists, file attachments, cover images, time tracking, dependencies, custom fields, CRM links, recurring schedules, and more.

PrimeTask gives you four ways to view your tasks - a sortable list, a drag-and-drop kanban board, a calendar, and a Gantt chart - and lets you switch between them at any time without losing your place. Every view shows the same data from a different angle. Filters, sorting, grouping, and saved views work across all of them.

Most task features are available on every license.

The core task system - creating, editing, organising, filtering, list view, board view, calendar view, subtasks, checklists, recurring tasks, time tracking, attachments, bulk actions, and saved views - works on every PrimeTask license. A small number of features require Pro: task dependencies, Gantt view, custom Kanban boards with templates, and some custom field types. See License Settings.

What you can do

Create and manage tasks

Create tasks from the sidebar, Quick Add (⌘+⇧+A), the command palette, within any view, from a project, from CRM, or by dragging on the calendar. See Creating Tasks.
Edit any task - open its detail page to change every field: title, status, priority, dates, assignees, tags, description, and more. See Task Details Page.
Organise with subtasks and checklists - break work into nested subtasks (full tasks with their own status and priority) or flat checklists (simple done/not-done items). See Subtasks.
Set tasks to recur - daily, weekly, monthly, or custom schedules. See Recurring Tasks.
Duplicate, pin, complete, and delete tasks - from any view or from the task detail page.

View and navigate tasks

List view - a sortable, groupable table with configurable columns, inline editing, and column aggregations. See List View.
Board view - a drag-and-drop kanban board grouped by status, priority, project, or assignee. Custom boards with 14 built-in templates are available on Pro. See Board View.
Calendar view - month, week, day, and agenda views with drag-and-drop scheduling and a year-at-a-glance heatmap. See Task Calendar View.
Gantt view (Pro) - a timeline with drag-to-resize, dependency visualisation, and zoom controls. See Gantt View.
Switch between views at any time. For an overview of all four, see Task Views.
Go fullscreen in any view for distraction-free work.

Track progress and time

Track time with a built-in timer (start/stop/pause) or manual time entries. See Task Time Tracking.
Track progress with auto-calculated completion percentages (from subtask/checklist completion) or manual progress.
Start a focus session from any task to enter Focus Mode with a Pomodoro timer. See Task Focus Mode.

Enrich tasks

Attach files and cover images - upload files, pick a cover from Unsplash, or use images from your library. See Task Attachments.
Add custom fields - 12+ field types (text, number, currency, date, dropdown, rating, relationship, and more) that appear on every task. See Task Custom Fields.
Write rich descriptions with headings, lists, code blocks, and embedded YouTube videos, Twitter/X posts, images, and web link previews. See Rich Text Editor.
Set dependencies (Pro) - mark tasks as blocked by or blocking other tasks. See Task Dependencies.

Filter, sort, and act in bulk

Filter by status, priority, assignee, project, tags, date ranges, custom fields, and more - filters combine and persist per view. See Task Filters & Sorting.
Sort by 12+ criteria including name, status, priority, due date, created date, assignee count, and custom field values.
Group by status, priority, project, assignee, task type, or date - with collapsible group headers.
Save named views - capture your current filter, sort, and grouping as a reusable preset. See Task Filters & Sorting.
Select multiple tasks and apply bulk changes to status, priority, dates, assignees, tags, or delete. See Task Bulk Actions.

Connect tasks to other systems

Link tasks to projects - every task can belong to a project. See Projects Overview.
Link tasks to CRM contacts and companies - CRM tasks appear on contact and company detail pages. See CRM Tasks and Contacts & Tasks.
Assign tasks to CRM contacts - anyone in your CRM can be an assignee. See Contacts & Tasks.
Sync tasks to Apple Calendar and Apple Reminders - per-task toggles push tasks to your system apps. See Integrations Settings.
Automate task workflows - trigger automations when tasks are created, completed, or change status/priority. See Automations Settings.
Use AI agents to manage tasks - the MCP server exposes task tools for Claude Code, Cursor, and other agents. See External Integrations Settings.

How to open the Tasks page

Sidebar: Click Tasks in the left sidebar. This is the default entry point.
Command palette: Press ⌘+K (or Ctrl+K), type tasks, and pick the entry.
Quick Add: Press ⌘+⇧+A to create a task from anywhere - the new task appears in your task list. See Quick Add Settings.
From the Dashboard: Click any task widget or stat on the main dashboard.
From a project: Open a project and view its tasks - this shows a filtered version of the same task views, scoped to that project.
From CRM: Open a contact or company detail page and view their linked tasks. See CRM Tasks.

Things worth knowing

Three task types

PrimeTask has three categories of tasks based on what they're linked to:

Personal tasks - standalone tasks not linked to any project or CRM entity. Your everyday to-dos, errands, and personal items.
Project tasks - tasks linked to a project. They appear in both the main Tasks page and inside the project's own task views.
CRM tasks - tasks linked to a CRM contact or company. They appear on the contact's detail page, the company's detail page, the CRM Tasks page, AND the regular Tasks page. See CRM Tasks.

A CRM task can also be linked to a project - it's both a CRM task and a project task simultaneously. All three types appear together in every view, and you can filter by type to focus on just one category.

Tasks are per-Space

All tasks live inside a Space. Switching Spaces switches your entire task list. Tasks in your Work Space don't appear in your Personal Space. See Spaces Overview.

Statuses and priorities are customisable

Every Space has its own set of statuses and priorities. The defaults (To Do, In Progress, Done / Low, Medium, High, Urgent) work for most people, but you can create custom statuses with workflow categories (Not Started, Active, Complete) and custom priorities. See Custom Statuses & Priorities and Category Management Settings.

The task detail page is where depth lives

The overview and list/board/calendar/gantt views give you the big picture. The task detail page is where you go deep - editing every field, managing subtasks, adding attachments, tracking time, setting dependencies, and working with custom fields. See Task Details Page.

Quick Add is the fastest way to capture

Press ⌘+⇧+A from anywhere and type a natural-language line like "Finish the proposal tomorrow 5pm !high #work @Website". PrimeTask parses the due date, priority, tag, and project automatically. See Quick Add and Quick Add Settings.

Common questions

"What's the fastest way to create a task?"

Press ⌘+⇧+A (or Ctrl+⇧+A on Windows) to open Quick Add. Type your task in natural language and hit Enter. See Quick Add.

"How do I see only my tasks for a specific project?"

Filter by project in the filter bar on any view. Or open the project directly from the sidebar - it shows the same task views scoped to that project.

"What's the difference between a subtask and a checklist item?"

A subtask is a full task with its own status, priority, dates, and assignees - it appears in all views. A checklist item is a simple text + done/not-done toggle that only lives on the parent task's detail page. See Subtasks.

"Can I assign a task to someone who isn't me?"

Yes - add them as a CRM contact first, then they appear in the assignee picker on every task. See Contacts & Tasks.

"Can I track how long I spend on a task?"

Yes - every task has a built-in timer (start/stop/pause) and supports manual time entries. See Task Time Tracking.

"I want a Kanban board but the columns don't match my workflow."

Create a custom Kanban board (Pro) with your own column definitions, or pick from 14 built-in templates (GTD, Scrum, Eisenhower Matrix, Bug Tracker, and more). See Board View.

"I need to block a task until another one is done."

Use task dependencies (Pro) - mark a task as blocked by another. The dependency appears visually in the Gantt view. See Task Dependencies.

"How do I save my current filter/sort so I can reuse it?"

Save it as a named view. The view captures your current filters, sort, grouping, and search - reload it with one click any time. See Task Filters & Sorting.

Where to go next

If you want to…	Read this
Create a task	Creating Tasks
See everything about a single task	Task Details Page
Understand subtasks and checklists	Subtasks
Set up recurring tasks	Recurring Tasks
Use Quick Add for fast capture	Quick Add
See an overview of all four views	Task Views
Use the sortable list view	List View
Use the Kanban board	Board View
Use the calendar view	Task Calendar View
Use the Gantt chart (Pro)	Gantt View
Set task dependencies (Pro)	Task Dependencies
Track time on tasks	Task Time Tracking
Add files and cover images	Task Attachments
Use custom fields on tasks	Task Custom Fields
Write rich descriptions with embeds	Rich Text Editor
Start a focus session from a task	Task Focus Mode
Filter, sort, group, and save views	Task Filters & Sorting
Select and change multiple tasks at once	Task Bulk Actions
Link tasks to projects	Projects Overview
Link tasks to CRM contacts and companies	CRM Tasks
Understand assignees vs CRM linking	Contacts & Tasks
Customise statuses and priorities	Custom Statuses & Priorities
Configure Quick Add	Quick Add Settings
Set up automations	Automations Settings
Sync to Apple Calendar or Reminders	Integrations Settings
See task analytics in Reports	Reports Overview
Use AI agents to manage tasks	External Integrations Settings