Projects, Tasks & Teams

Rollout organizes work with four building blocks: Projects coordinate cross-team delivery, Tasks track individual work, Teams own planning, and each Team can use Cycles to time-box execution.

Status: Alpha (features may change).

Projects

Projects group related tasks and workflows under a single umbrella.

Creating projects

1. Open Projects from the sidebar
2. Click New Project
3. Enter a name; optionally set status, priority, dates, and a parent project
4. Click Create project

Project fields

Projects can be archived. Archived projects keep their data and can be restored.

Project views and features

• Table view with inline editing (status, priority, start and due dates)
• Timeline view based on start and target dates
• Grouping by status, team, owner, or target month
• Hierarchy via parent/child projects; the overview lists sub-projects
• Filtering by status, priority, team, owner, parent project, labels, shared fields, and search
• Saved views to keep a filter, column, and layout setup as a named tab
• Sidebar with project details, linked records, attachments, and workflow runs

The project page has an overview tab (description, task breakdown, milestones, sub-projects, activity) and a tasks tab with the project's task list.

Tasks

Tasks track individual work items with configurable statuses and types. They support hierarchy, links, labels, and rich descriptions.

Creating tasks

1. Open Tasks from the sidebar
2. Click Add Task
3. Enter a title and configure fields
4. Click Create task

Each task gets a reference like MKT-12 (from its project's key) or TASK-12 when it has no project.

Choose a person or eligible agent in Assignee. Your selection stays with the new Task while you edit its description and when you click Create task.

Task fields

Task comments

Use the activity feed on a Task to add a comment or reply. An unsent comment stays in its editor while you edit the Task's title, description, status, priority or assignee and while new activity arrives. This includes typing before an earlier save finishes. A successful post clears that editor; a rejected post keeps the text for correction.

Changing the activity filter keeps the reply you are writing as long as the comment you are replying to is still shown by the filter you switch to — for example a comment that appears in both All and Agents. A filter that does not show that comment ends reply mode. If the comment you were replying to is no longer in the displayed page, use Cancel reply to return to the main composer.

Drafts live only in the current browser editor. Save or copy important text before leaving or reloading the page, switching workspaces or Tasks, or moving the Task to another Project or parent. Access changes and activity-loading failures can also reset the composer.

Tasks assigned to agents

A named agent can have a Project-specific Task workflow. Assigning a Task to that agent enrolls it in the selected workflow; questions, your replies and progress stay in the Task thread. The agent needs its own Project access. The workflow owns what happens next, including any child Tasks or completion decision.

Views

• Table - Default list view with inline editing and configurable columns
• Board - Kanban board with configurable columns and optional swimlanes (assignee, priority, project)
• Timeline - Gantt-style view based on start and due dates; tasks without dates appear in an unscheduled section
• Calendar - Month, week, or day grid, placing tasks by due date or start date

Switch views and adjust grouping, sorting, columns, and swimlanes from the Display menu.

On a Tasks board, Display → Columns offers Status, Priority and your shared single-select fields, such as Delivery's Phase. Options appear in their field's order, followed by No phase for unset values. Values removed from the field appear in Other. The choice saves with the view and travels in its URL. Field boards currently support viewing; switch back to Status to drag cards. Priority and shared-field columns do not offer "more" links. Without swimlanes, each column shows its total count and up to 25 cards. Use Table view and its filters to see the remaining tasks.

Filtering and views

Use the query bar above the list to add filters, or open the Filter menu. Available filters include status, assignee, priority, type, project, milestone, Team, parent, labels, due/start/created/updated dates, attachments, archived state, shared fields, and keyword search. Cycle-aware views add current, next, exact-Team Cycle, backlog, carry, and outcome filters.

The default view shows open tasks: statuses in the Completed or Canceled category are filtered out. Adjust the Status filter to see finished work.

Save the current setup (filters, view mode, grouping, columns) as a saved view. Saved views appear as tabs on the page and under Tasks in the sidebar, and can stay personal or be shared with a team or the whole workspace.

Grouping and hierarchy

In table view, group tasks by project, Team, milestone, parent, status, assignee, priority, type, or a shared single-select field such as Delivery Phase. Shared field groups follow dropdown option order, including empty options, then unset and other values. Expand a group or use load-more to see its tasks. Toggle Sub-tasks in the Display menu to switch between a flat list and the parent/child tree.

A parent and all of its descendants always belong to the same Project and planning Team. Moving a parent to another Team first shows the complete, bounded subtree impact, including source Cycle removals and the selected destination (Current, Next, or backlog). Applying that reviewed plan moves the whole subtree atomically; stale ownership, access, hierarchy, or Cycle state stops the move without partial changes.

For cross-Team delivery, keep Tasks as peers under the shared Project. Create each Task through the standard Task modal, choose its Team, then use the Linked section to add a depends-on / blocks relationship. Do not make a cross-Team child: parent/child hierarchy represents work owned by one Team.

Links

Link tasks to other records from the Linked section in the task sidebar. Relationship types include related to, depends on / blocks, duplicates, contributes to, tracks, and references.

Bulk operations

Select multiple tasks to act on them together:

• Change Status
• Delete

Task configuration

Workspace admins manage statuses and types under Tasks > Configure:

• Statuses carry a name, color, and category (Backlog, Unstarted, Started, Completed, Canceled). Categories drive filtering and progress counts. New workspaces start with To Do, In Progress, In Review, Done, and Cancelled. One active status is the default for new tasks; inactive statuses are hidden from pickers.
• Task types carry a name, icon, and color.

Labels

Labels are workspace-wide tags for projects, tasks, workflows, documents, and other records. Apply them from the Labels section in a record's details, and filter task, project, document, and objective lists by label.

Workspace admins manage labels under Settings › Labels:

• Each label has a name, color, and optional description.
• A label can apply to any object or be scoped to one type.
• Label groups make their labels mutually exclusive — a record can carry only one label from a group (useful for tiers, stages, or sizes).

Troubleshooting

Cannot set a milestone on a task

• Assign the task to a project first; milestones belong to a project.

Cannot find a task that was finished

• The default task view shows open statuses only. Adjust the Status filter to include completed or cancelled statuses.

A status is missing from pickers

• Check Tasks > Configure > Statuses and confirm the status is active.

A team member cannot see shared work

• Confirm they are a member of the team and their membership is Active, not Pending.

Task references stopped resolving

• Changing a project's key breaks existing KEY-N references in tasks, mentions, and bookmarks.