Introduction

Organize your team's work into manageable tasks, track progress through visual workflows, and collaborate with both human team members and AI agents—all within Swiftask.

Overview

Projects transform how teams coordinate work. Instead of managing scattered conversations across chat, email, and separate tools, projects centralize everything in one place. Each project contains tasks organized by status, and each task includes its own dedicated conversation space where AI agents understand the exact work being discussed.

Think of a project as a shared workspace where your team moves work through stages (like To Do, In Progress, and Done), and at any point, you can open an AI assistant to help with that specific task without having to re-explain what you're working on.

What is a project?

A project is a container that holds your work. It combines three essential elements:

• A task list — Work items organized by stage or status

• Multiple viewing options — See the same tasks displayed as a Kanban board, a list, a timeline, or other formats

• Collaboration built in — Invite team members, assign work, mention colleagues, and chat with AI agents in context

The key difference between a project and a general chat conversation is focus. In a project, every task has its own conversation thread, so the AI knows exactly what you're discussing. You're not explaining the same task over and over across different chats.

Core concepts you need to know

Project — The container itself. It has a name (like "Q1 Marketing Campaign" or "Product Launch"), an optional description, and its own set of members and tasks. You access projects from the Projects section in your sidebar.

Task — A single unit of work. Each task has a title, optional description, and a status that moves between sections. You can assign tasks to team members, set due dates, and open a chat for each one.

Section — A grouping or column that represents a stage in your workflow. By default, projects start with To Do, In Progress, and Done, but you can create custom sections like "In Review", "Waiting for Feedback", or "Blocked".

View — The way you display your tasks. A Kanban view shows tasks as cards in columns. A List view shows them in a table. A Gantt view displays them on a timeline. The same tasks appear in all views; only the layout changes.

Task chat — A conversation tied to one specific task. When you click the AI assistant button on a task, you open this chat. The AI has full context about the task title, description, and any previous messages in that task's conversation.

Members — People who can access the project. Each member has a role that determines what they can do: Owner (full control), Admin (manage tasks and people), Member (create and work on tasks), or Viewer (read-only access).

Why projects work better than scattered chats

Focused conversations — Each task gets its own chat. The AI doesn't have to search through dozens of unrelated messages to understand context.

Clear workflow visibility — Kanban boards, lists, and timelines show at a glance what's being done, what's in progress, and what's finished.

Team coordination — Everyone sees the same task list and can mention each other with @mentions. No more wondering who's working on what or duplicating effort.

AI in context — Instead of explaining a task in a generic chat, you open the AI right on the task card. It already knows what you're working on.

When to use projects

Projects fit these scenarios:

Campaign management — Create one project per campaign. Break it into tasks (research, copywriting, design, approval). Move tasks through sections as they progress.

Product development — Track features and bugs. Use a Kanban board to see what's in the pipeline, what's being built, and what's done. Switch to a list view for backlog prioritization.

Content production — One project for all your content. Create a task for each article, video, or social post. Use the AI assistant to help draft or refine each piece.

Team initiatives — Any project where multiple people need to coordinate and see shared progress. Invite members, assign work, and track status in one place.

AI-assisted workflows — When you want AI help on specific tasks without losing context. Each task gets its own conversation with an agent that understands what you're building.

How projects connect to your other Swiftask features

Chat — Your general Chat is separate. Use it for conversations that don't belong to a specific task. Use task chat (within a project) when you need the AI to focus on one piece of work.

Agents — When you open the AI assistant on a task, you're chatting with an agent in that task's context. The agent can draft content, break down steps, answer questions, or help execute work—all with the task details as background.

Knowledge base — If your workspace has a knowledge base, agents can reference it while helping with tasks. This means the AI can pull from your company docs, guides, and resources while working on a specific task.

Artifacts — Generate slides, web pages, or documents directly in a task chat. Save them to your Artifacts library for reuse or sharing.

Getting started

Accessing projects

Open Swiftask and look at the left sidebar. Click the Projects icon (it looks like a folder). This takes you to your project list, where you can see all projects you have access to.

Alternatively, use the URL directly: app.swiftask.ai/{workspaceId}/project-list shows your list, and app.swiftask.ai/{workspaceId}/project/{projectId} opens a specific project.

Your project list

The project list shows every project you can access, along with:

• Project name and description

• When it was last updated

• An unread notification count (if there are updates you haven't seen)

• A search bar to find projects by name

If you're new to projects, you'll see an empty state with a button to create your first one.

Creating your first project

1. From the project list, click Create project (or similar button).

2. In the dialog that appears, enter:

   • Project name (required) — Something clear like "Q1 Marketing" or "Website Redesign"

   • Description (optional) — A few sentences about what the project is for

   • Generate initial tasks (optional) — Check this box if you want Swiftask to create a starter task list based on your description

3. Click Create.

4. Wait a moment if you chose to generate tasks. Then you'll land on your new project dashboard.

Pro tip: A detailed description helps if you use the task generation feature. You can always edit or delete tasks afterward.

Inside a project

The project dashboard

When you open a project, you see:

• Project name at the top

• View selector — Usually shows "Kanban" with a dropdown to switch to other views or create new ones

• Search bar — Find tasks by title or description

• Action buttons — Manage automations, filter, sort, and access project settings

• The board — Your tasks displayed in the current view

View types

Projects support multiple ways to see your tasks:

Kanban board — Tasks appear as cards in columns (sections). This is the most visual way to see workflow. Drag cards between columns to change their status. Great for daily standup or seeing what's stuck.

List view — Tasks in a table format with columns for title, assignee, due date, and status. Better for scanning many tasks at once or prioritizing a backlog.

Gantt chart — Tasks displayed on a timeline. Useful when you need to see deadlines, dependencies, or plan resource allocation.

Other views — Depending on your workspace, you might have Calendar, Table, or custom views.

Switch between views using the dropdown next to the project name. All views show the same tasks; only the layout changes.

Creating sections

In a Kanban view (or any board-style view), sections are the columns. By default, you get To Do, In Progress, and Done.

To add a custom section:

1. Click Create section (usually at the right edge of the board)

2. Enter a name like "In Review", "Blocked", or "Testing"

3. Confirm

Now you can move tasks into this section. Rename or delete sections using the section menu if needed.

Finding and filtering tasks

Use the search bar to quickly find a task by title or description. Start typing and results filter in real time.

Use Filter to narrow tasks by criteria like assignee, due date, or status. Use Sort to reorder tasks (by due date, alphabetically, etc.). These controls are in the project header.

Working with tasks

Creating a task

In Kanban view, each section has a + Add task button at the bottom. Click it and enter a task title. The task appears in that section.

In List or Gantt views, use the equivalent "Add task" button or control in that view.

Once created, you can click the task to open its details and add more information like description, due date, or assignees.

Editing a task

Click any task card or row to open its details panel. Here you can:

• Edit the title and description

• Set or change the due date

• Assign team members

• Change the status (by moving it to a different section or using a status dropdown)

• Add other details depending on what your workspace supports

Changes save automatically or when you click Save (depending on the field).

Changing task status

In Kanban, drag a task card from one column to another. The new column is the new status.

In List or Gantt, use the status field or dropdown to change the status directly.

Deleting a task

Open the task menu (usually three dots on the card or row) and select Delete. Confirm when prompted. The task is removed permanently.

Using AI assistance on tasks

Opening AI chat for a task

Every task has a + AI Assistant button (often with a sparkle icon). Click it to open a chat conversation tied to that specific task.

This is not the same as assigning a task to a person. You're opening a conversation space where an AI agent has full context about the task you're working on.

What the AI knows

When you open the AI assistant on a task, the agent can see:

• The task title

• The task description

• Any previous messages in that task's chat

• Any files or context you've shared in that task

You don't have to explain the task again. The AI already understands what you're working on.

Working with the AI

Type your message in the chat input and send. The AI responds based on the task context. You can ask it to:

• Draft content (text, code, copy)

• Break down complex tasks into steps

• Review or provide feedback

• Answer questions about the task

• Execute certain actions (depending on what skills the agent has)

Return to the same task chat anytime by clicking + AI Assistant again. Your conversation history is preserved.

Multiple tasks, multiple conversations

Each task has its own separate chat. This keeps conversations organized and prevents confusion. You're not managing one massive chat; you're managing focused conversations per task.

Collaborating with your team

Inviting team members

After creating a project, you can invite people to join:

1. Open the project and look for an Invite button or Members option (often in the header or a menu)

2. Enter the team member's email address

3. Select their role: Owner, Admin, Member, or Viewer

4. Send the invitation

Note: If you're inviting someone who isn't already in your Swiftask workspace, additional charges may apply to your subscription. The invite dialog will warn you about this.

Understanding roles

Owner — Full control. Can delete the project, manage all members, and change settings.

Admin — Can manage tasks, invite members, and adjust project settings. Cannot delete the project.

Member — Can create and edit tasks, chat with the AI, and collaborate. Cannot invite others or delete the project.

Viewer — Read-only access. Can see tasks and chat but cannot make changes.

Mentioning team members

In task chat or project discussions, type @ followed by a name to mention someone. They'll see a notification and know you're asking for their input.

Permissions and what people can see

Only members you invite (or who have access through their workspace role) can see the project. Once they're members, they can see all tasks and participate in task chats based on their role.

Removing a team member

In the project members list, find the person you want to remove and click Remove (or equivalent). They immediately lose access to the project and its tasks.

Managing your project

Project settings

Click the project name or look for a settings menu (often three dots or a gear icon) to:

• Edit the project name or description

• Delete the project (with a confirmation warning)

• Access automation settings

• Manage other project-level options

Creating multiple views

You can have several different views of the same tasks. For example, create a "Daily Standup" Kanban view and a "Sprint Planning" List view. Both show the same tasks; you just switch between them depending on what you need to focus on.

Click + Create View to add a new view to your project.

Using automations

The Manage Automations button lets you set up rules for your project. For example:

• When a task moves to "Done", notify the team

• When a task is created, assign it to someone automatically

• When a task is due tomorrow, send a reminder

Set up automations based on what your team needs.

Tips for success

Start simple

Create one project with one view (Kanban is a good default). Add team members and tasks. Once you're comfortable with the workflow, add more views or projects.

Use clear task names

Instead of "Do this", use "Draft FAQ for Projects feature". Specific names make tasks easier to find and understand.

Match sections to your process

Don't stick with To Do, In Progress, Done if your actual workflow is different. Create sections that match how your team really works. For example: "Backlog", "Ready to Start", "In Progress", "In Review", "Done".

Mention people when you need input

Use @mentions in task chat to ask specific team members for help or feedback. It's faster than sending an email and keeps everything in context.

Check unread notifications

The project list shows an unread count badge. Click the project to see what's new—task updates, mentions, or AI responses.

Use different views for different purposes

Kanban for daily flow, List for backlog review, Gantt for timeline planning. Switch between them as your needs change.

Troubleshooting

I can't see Projects in my sidebar

Possible reasons:

• Your workspace plan doesn't include Projects

• Your workspace role restricts access

What to do:

• Contact your workspace administrator to confirm Projects is enabled

• Ask if your role has permission to access Projects

I created a project but can't invite members

Possible reasons:

• You don't have Owner or Admin role on the project

• There's a network issue with the invite

What to do:

• Check that you're the project Owner or Admin

• Verify the email address is correct

• If inviting someone outside your workspace, note that charges may apply

• Try again; if it fails, refresh and retry

Task chat (AI Assistant) isn't opening

Possible reasons:

• Network connectivity issue

• Browser cache problem

• The task ID is missing from the URL

What to do:

• Refresh the page

• Try clicking + AI Assistant again

• Check that your browser's developer tools show no errors

• If the problem persists, try a different browser or device

I moved a task but it moved back

Possible reasons:

• Your connection dropped and the change didn't save

• You don't have permission to edit tasks

• Another team member moved it at the same time

What to do:

• Check your internet connection

• Verify you have Member or higher role on the project

• Refresh the page and try again

• Check if a team member made a change you didn't expect

Changes aren't saving

Possible reasons:

• Connection issue

• Permission problem

• Browser or app issue

What to do:

• Check your internet connection

• Verify you have edit permission (Member or higher role)

• Refresh the page

• Try again; if it persists, contact support

I see an error message

Common error messages:

• "Project name is required" — Fill in the project name field before creating

• "Error creating project" — Retry; if it continues, contact support

• "Error inviting collaborator" — Check the email is correct; ensure you're Owner or Admin

• "Are you sure you want to delete this project? All tasks will be deleted." — This is a warning. Confirm only if you really want to delete everything

Frequently asked questions

What's the difference between a project and a chat?

Chat is for general conversations. Projects are for organizing specific work into tasks with clear stages. Each task in a project can have its own chat with an AI agent that understands the task context.

Can I have multiple views of the same tasks?

Yes. Create as many views as you need. A Kanban view for daily flow, a List view for backlog management, a Gantt view for timeline planning—all showing the same tasks.

What happens if I delete a project?

The project and all its tasks are permanently deleted. You'll see a warning before this happens. There's no undo, so be careful.

Can I move a task between projects?

Not directly. If you need to move a task, you'd typically create a new task in the other project and delete the old one. Some workspaces might have a move feature; check your project menu.

Who can invite people to a project?

Only the project Owner or Admin can invite new members.

What if I invite someone who's not in my workspace?

They'll receive an invitation to join. Depending on your subscription, inviting users outside your workspace may incur additional charges. The invite dialog will notify you.

Can I use the AI assistant on multiple tasks at once?

You can have multiple task chats open (in different browser tabs or windows), but each chat is separate. Each task has its own conversation with the AI.

How do I mention someone in a task?

Type @ in the message input and start typing their name. Select them from the list. They'll receive a notification.

Is there a way to see all my tasks across all projects?

Not in one unified view, but you can use the search feature in each project or check your notifications to stay updated on activity across projects.

Can I set a task to repeat or recur?

That depends on your workspace features. Check the task details or ask your administrator if recurring tasks are available.

What's next?

You're ready to create your first project. Open Projects in your sidebar, click Create project, and start organizing your team's work. Invite your teammates, create some tasks, and try opening the AI assistant on a task to see how context-aware collaboration works.

For more help with other Swiftask features, check out the guides for Chat, Agents, Knowledge Base, and Artifacts.