Updated for version 0.9.1.2 

We’ve designed Taskeo to be simple and intuitive in use. Even if you never used a similar tool before, you’ll quickly find your way around. But let us show you what’s Taskeo all about.

To organize and prioritize your work, you will mostly be using workspaces, projects and tasks. They are your primary areas for allocating your tasks and assigning your team members.

Workspaces are the biggest part of the platform, and they consist of projects, which in turn are made of single tasks. To help you visualize your workload, we’re using the kanban view (column view) which you can customize and personalize with different stages of your choosing.

Workspaces in Taskeo

A Workspace is your basic work unit in Taskeo. It’s further divided into projects and then, tasks. Your first sample workspace is created for you as you sign up with the platform.

You can use workspaces to create an area of work for your own: for personal projects, particular clients or teams. For example, a company can create an “onboarding workspace” within which they will store only items concerning the training of their new team members.

What types of Workspace do I have?

In Taskeo, your workspaces fall into one of these categories: Private (only visible to you), Shared (which you make available only to a selected group of people) and Public (which you make available for people who are not members of your team; they can be previewed by anyone who has a link to them).

How to create a Workspace in Taskeo?

To create a Workspace in Taskeo, click the “Workspaces” tab on the top of your screen. From there, in the top-right corner, click on the “New Workspace” button. Enter the name, choose members to add and select whether your Workspace is private. Once you’re done, click Save. Congratulations, you’ve created your own Workspace!

How to edit a Workspace in Taskeo?

To edit a workspace in Taskeo, click the “Workspaces” tab on the top of your screen. Next, find the Workspace which you want to edit, and select Actions button located on its right. Click Edit and apply all the changes you need.

Projects in Taskeo

Projects are the second largest element in Taskeo, directly related to what you’re doing. A project consists of tasks related to it.

You can use the Projects in Taskeo for a variety of purposes. Their main idea is to determine what do you want to do and how to achieve it. Projects can be used to explain and describe medium-sized aspects of your work and company.

How to create a Project in Taskeo?

First, enter the Workspace within which you want to create a Project. Then, from the top-right corner select New Project. In the new pop-up window, you can enter all the information, including the deadline and Project description. Once you’re done, click Save to save your project.

 How to edit a Project in Taskeo?

Find the Project which you want to edit in the list of Projects in a given Workspace. On the right from it, click the Actions button and select Edit. From there, you can apply all the needed changes to your project, add and remove members as well as change its visibility.

How to assign people to Projects in Taskeo?

To assign someone else to your project, first make sure it’s not private. Then, find the chosen Project in the right Workspace. Select Actions button next to it and then, open the editing window. The menus will let you add existing team members to the project or send email invitations to them.

How to create a Stage in Taskeo Project?

To create a new Stage in Taskeo, first enter the chosen project. On the top right part of your screen, you will see a New Stage Button. In the new pop out window, fill in the information about the Stage and choose where it’s supposed to be placed. Click Save to save your changes.

How to move Stages in Taskeo?

You can choose the place for your new Stage as you create it, but it’s also possible to move it around later. To do so, click the three dot icon next to the chosen stage and from the drop-down menu select where you want to move it.

How to change from Kanban to list View?

You can change your project view from kanban to list view at any time. Click the chart icon above your project field and select the desired view.

How to preview project burndown chart?

You’ll find a project burndown chart in your Project View menu. Click the chart icon above your project field and select Project Burndown Chart.

How to create a Booking Project?

You can create a booking project to manage your meetings and office space. To do so, select a Booking type from Project Type dropdown while creatin a new project.

How to create Project Automations?

Project automations in Taskeo help you automate processes in your company. As we’re working on including more and more automation, you can start with those allowing for better management with your booking projects.

You can create automation from the Edit Project menu by selecting conditions and results from the available dropdowns.

Tasks in Taskeo

Tasks are the smallest components of Taskeo. They belong to the projects and each task equals to a checkpoint or a step that needs to be taken in order to finalise a work item. These Tasks has their own checkpoints which are basically the smallest action for you and your employees can take to do your job.

You can use Tasks in multiple ways. Their most basic use is to list the things that need to be done to solve complex problems. However, they can also be used to describe daily or weekly company rituals and routines or to list things that different team members are responsible for. You can create daily routines for your team members to follow (“Things to do when you’re starting your work day”) or create static elements of your company’s activities (“How to e-mail our new clients”). Within these tasks, you can use checkpoints as indication and tips on how to solve such issues.

How to create and Edit Task in Taskeo?

To create a task in Taskeo, find the project to which you want to add it. Once you are in it, you can either click the plus on the bottom of the existing stage or create a New Stage (top-right corner of your screen) and add the task to it.

How to move Tasks between stages in Taskeo?

Taskeo’s kanban view bases on drag-and-drop idea. To move tasks between the stages, simply hold your left mouse button over it and then drag it over the white field in the stage where you want it to be.

You can also open your task and select the new stage from the breadcrumbs on top of your task window.

How to assign a Task in Taskeo?

Find the Task to which you want to assign somebody. Enter your chosen Workspace and Project. Find the task you want a team member to work on, and open it. From the drop-down menu you can select one of your colleagues that have already been assigned to the project.

The changes will automatically save. Your friend will now get notified by email and on the platform.

How to create a task template?

To create a task template, expand the three dots menu in a task already created and select Save as Template option.

How to create a task from a template?

To create a task from an already existing template, select the three dots icon above the chosen stage, click Task Templates and select the template you want to use.

How to create a Recurring Task?

To create a task repeating on a regular basis, open it, click the Not Repeated button in the details section and expand the top menu. Lastly, select the pattern for your recurring task.

How to set a Task Reminder?

To set a task reminder, open the task and click the three dots icon in the details section. Select Reminders. In the new pop-up window, select the assignee to be reminded, the reminder channel (push notification or email) and the date.

How to create a Task Estimate?

You can create a task estimate to monitor the assignment’s progress more closely. Do so by entering the estimated number of hours in the estimate field that will open when you click on the task’s start or ending date.

The progress bar that will show up after will fill up as you track time on the given task.

Reports in Taskeo

Productivity reports are useful when you want to make the most of your working hours. Use them to see how much time you spend on your tasks and project, then use this data to analyze what’s easy and what’s causing you issues.

How to create a productivity Report in Taskeo?

You can enter them directly from your Dashboard after you log in. You can also click Reports button located on the top of your screen.

Navigate the drop-down menus on your screen to select which Workspace, Project and User you’re interested in. You can sort the data either by a User or Project name.

Integrations in Taskeo

Integrations in Taskeo are designed for your comfort. We want you to be as productive as possible, so we make it easier for you to use all the tools you love. They’re integrated into our platform so you can always make the best out of your time.

You can also use our open API to connect Taskeo with whatever systems and software you’re using at the moment.

How to integrate an app into Taskeo?

To integrate an app into Taskeo, locate your profile icon in the top right corner. Click the arrow to open a drop-down menu. Select Integrations.

In the new window, select one of the apps you want to integrate into Taskeo.

To integrate an app into Taskeo, locate your profile icon in the top right corner. Click the arrow to open a drop-down menu. Select Integrations.

In the new window, select one of the apps you want to integrate into Taskeo.

My favourite app isn’t integrated into Taskeo! What do I?

Just wait. Be patient – we’re constantly expanding our integration lists. Even if you can’t find your app right now, it may be added later on. Don’t be afraid to reach out to us with feedback and ideas!

Congratulations! You’ve reached the end of our Taskeo user guide. If you still need help, check out our blog for more useful articles or reach out to our support team!