Tasks

Tasks is where you and your team keep track of work that needs doing. This page explains what each part of Tasks is for, so you can pick the right view and get started quickly.

What Tasks is for

A task is one piece of work with an owner and, usually, a due date. Use Tasks for promises you make to customers, follow-ups after a meeting, internal jobs, and anything else someone needs to remember to do.

Tasks keeps the work. Other parts of Spacebrain keep the history:

• A conversation stays in Inbox.
• A customer record stays in CRM.
• Meeting summaries stay in Meeting Notes.

Link or mention those sources in the task so the person doing the work has the context they need.

Where to find it

Open Tasks in the main navigation. It opens on Daily plan, which shows what you plan to do today. The Tasks menu contains:

Below the menu, a Projects list shows up to eight of your active projects for quick access.

Changing views never copies a task. Every view shows the same tasks in a different layout.

Before you begin

• Permissions: what you can do depends on your role. If you see the banner You have view-only access to Tasks., ask a workspace admin for edit access. Creating, assigning, and deleting tasks can each be allowed separately.
• Plan: Timeline, Repeat (recurring tasks), and project automation rules are included with paid plans. If a control described in these guides is missing, check feature availability.
• Calendar (optional): connect your calendar in Calendar → Settings → Connections so Daily plan can see your meetings. See Calendar and booking links.

Get started in 10 minutes

1. Choose New task. Type a title such as "Send Acme the revised quote". The form says Title is all you need — everything else is optional.
2. Set an Assignee, a Due date, and a Priority. Choose Create task.
3. Open Projects and choose New project. Give it a name, such as "Q4 client onboarding", and choose Create.
4. In the project, use + Add section to add a few phases, for example "Kickoff", "Setup", and "Launch".
5. Open Daily plan, add two or three tasks to today, star your most important one, and choose Start day.

What you should see: your new task appears in My Tasks under the right date group, in the project you chose, and in today's plan.

A good task, by example

Compare these two tasks:

• Weak: "Follow up".
• Strong: "Email Dana at Acme the revised quote with the 12-month discount". Assignee: you. Due: Thursday. Priority: High. Project: Q4 renewals. Description: link to the deal and the meeting notes.

The strong task tells anyone who opens it what "done" looks like. Use one assignee even when several people help. If someone else must finish something first, add a dependency instead of leaving it unclear who is waiting on whom.

A simple daily routine

1. Open Daily plan and choose up to three top priorities.
2. Check My Tasks for anything Overdue or due Today.
3. Update the status of tasks as work moves, and leave a short comment in Updates when someone else needs context.
4. At the end of the day, choose Review & finish day and decide where unfinished work goes.

Where tasks come from

You can create tasks by hand, but many arrive from other parts of Spacebrain:

• Meeting Notes: turn a reviewed meeting commitment into a task with Create task. See meeting preparation and follow-up.
• CRM deals: the deal brief can prepare an internal task for you to review. See deal brief and AI fields.
• Orbit: ask Orbit to create or complete a task. Orbit shows the change first and waits for you to confirm it. See daily planning.
• Request forms: a published project form turns each response into a task. See project automations and request forms.
• Templates: save a task you create often with Save as template, then start new tasks from it.

FAQ

Is the Tasks calendar the same as my booking calendar?

No. The Tasks Calendar view shows task due dates. The Calendar module manages meetings and booking links. Daily plan can show both, so you can plan work around meetings.

Why can't I see a task a teammate mentioned?

Check the scope tab. My tasks only shows tasks assigned to you. Switch to All, clear any filters, and check Completed and Archived.

Does completing a task in Tasks update the CRM?

Not automatically. Update the related customer record yourself when the work changes it.

Next step

Learn every field in a task in task details and recurring work.