Clokio includes a full task management module, so the same system that tracks hours also tracks the work itself. Tasks live inside projects, show up on a Kanban board or a spreadsheet-style list, and open into a rich task screen with subtasks, checklists, custom fields, comments, and attachments. This guide walks through organizing projects, working with tasks day to day, and keeping your personal workload visible.

Projects: Where Tasks Live

Every task belongs to a project, and every project belongs to a client. This mirrors the time tracking structure, so hours and tasks share one organization of work. Projects control who sees what: members are invited with a share level, from view-only through comment up to full edit, and a project can also be made visible to the whole organization. Each project can define its own set of task statuses, so a design project can flow through different stages than a support backlog, and its own custom fields.

Two Views of the Same Work

The Board

The board view is a classic Kanban: one column per status, cards you drag between columns to update status, and quick-add for creating tasks in place. It is the right view for "what is in progress right now".

The List

The list view is a spreadsheet-style table with inline editing: click a cell to change status, priority, assignees, due date, or tags without opening the task. Subtask rows expand under their parent, and multi-select filters for status, priority, assignees, and tags narrow big projects fast. It is the right view for grooming and bulk work.

In the list you can also select multiple tasks and apply bulk actions: change status or priority, assign people, or apply labels to many tasks at once. Frequently used filter combinations can be saved as views and reopened later.

The Task Screen

Clicking a task opens a large centered task screen with everything about the task in one place. Changes save automatically as you type; there is no save button to forget.

On the main pane:

Title, status, and a complete checkmark at the top, with the assignee avatars beside them.
Priority, due date, and estimated hours in a compact grid. The due date opens a small calendar popover with quick presets, and recurrence is configured right there: a recurring task recreates itself on schedule after completion.
Description with rich text: formatting, images, and embedded videos. Click the description to edit; click an image to open it full-screen.
Custom fields defined by the project, so each project can capture the structured data it needs.
Subtasks - break a task into smaller items, each a real task with its own assignees and status. Subtasks go one level deep, which keeps hierarchies readable.
Checklists - lightweight to-do lists inside a task for step tracking that does not deserve full subtasks. Checklist item completions show up in the task's activity feed.
Attachments - upload files up to 200 MB, including zip archives. Videos play inside the task in a lightbox viewer.
Dependencies - mark a task as blocking or waiting on another. Clokio prevents circular chains, including indirect ones.

On the right pane, a single merged feed shows comments and activity history. Comments support rich text, @mentions that notify the mentioned person, and emoji reactions. The full change history, every status change, assignment, and edit, is folded behind a toggle so conversation stays in front. Every change to a task is recorded, so there is always an answer to "who changed this and when".

Assignees, Watchers and Notifications

Assign a task to one or more employees. Anyone assigned automatically starts watching the task, and watchers receive notifications on updates. Notifications arrive where people actually look: in-app in the notification inbox, by email, and as push notifications on mobile. Daily reminders cover tasks due tomorrow and overdue tasks.

Permission rules worth knowing: deleting a task is reserved for the person who created it, and deleting a comment is reserved for its author. Admins and project managers can edit everything, but deletion stays personal, which prevents accidental loss of other people's work.

My Tasks: Your Personal Command Center

The My Tasks page collects your assigned tasks across all projects into one list, so mornings start in one place instead of a tour through every project. It also includes a delegated view, tasks you created that are assigned to others, grouped by project, which answers "what am I waiting on other people for". The admin dashboard shows a matching widget with your open items.

Working from Mobile

The Clokio mobile app includes the task module, so tasks can be checked, commented on, and completed away from the desk. Boards and tasks stay in sync with the web in real time: when a colleague moves a card, your view updates without a refresh.

Tags Across Modules

Task labels share one system with timer tags: the same names and colors work in both. Tag a task "urgent-client" and filter the time report by the same tag; one vocabulary describes all your work.

Common Questions

Can a subtask have its own subtasks?

No. Subtasks go one level deep by design. If a subtask grows into a project of its own, promote it to a full task. This limit keeps boards and lists readable.

What does a recurring task do exactly?

When a recurring task is completed, Clokio creates the next occurrence on schedule. Use it for repeating rituals like weekly reports or monthly maintenance.

Who can delete a task?

Only its creator, with organization admins covering tasks whose creator has left. Editing is broader: admins, project managers, and members with edit access can update any task. This split protects work from accidental deletion.

Can someone outside the project see a task?

Assigning a person to a task gives them visibility of that task even if they are not project members, and that is the intended way to pull in an outside expert for one item. Project visibility itself is controlled by membership and the project's visibility setting.

How do I find a task quickly?

Global search finds tasks by text, and every task has a direct link you can paste in chat; opening it takes you straight to the task screen. Saved views help you return to frequent filters.

Do tasks connect to time tracking?

Yes. Timer entries can be linked to a task, so tracked time appears in the context of the work, and reports can show the effort behind each project.

Clokio Task Management Guide - Projects, Boards, Tasks and My Tasks