Projects & Tasks

Projects group your work for a client. Tasks break that work into trackable pieces.

Creating a project

Go to Projects → New Project and fill in the details:

• Name, A descriptive project name
• Client, The client this project belongs to (required)
• Project lead, An optional workspace member who owns this project overall. Does NOT replace per-task assignees; individual tasks can still be assigned to different specialists (Team plan only)
• Budget, The total project budget in your currency
• Hourly rate, The rate charged per hour for this project (used for billable amount calculations and invoicing from time entries)
• Start / End date, The planned project timeline
• Status, Planning, In Progress, On Hold, or Completed
• Notes, Internal notes about the project

Projects track both the budget and the actual cost as you log time and create invoices. If you set both a budget and an hourly rate, the project detail page shows a budget burn indicator, a progress bar showing how much of the budget has been consumed by billable hours.

Client snapshot sidebar

When you pick a client on the new-project form, a Client Snapshot panel appears on the right. It always confirms the client’s default currency and primary contact. Below that, if there’s prior history, you’ll see the count and invoiced value of past projects, how their work typically runs against estimate, and the last 30 days of logged hours. The estimate-accuracy line only appears once at least two past projects have task-level estimates set; rows with no data yet are hidden. On mobile, expand it from the Client Snapshot toggle above the form.

Project statuses

• Planning, Work hasn’t started yet (default)
• In Progress, Actively being worked on
• On Hold, Temporarily paused
• Completed, All work is finished

Tasks

Each project contains tasks. There are several ways to create tasks:

Quick-add modal (keyboard shortcut)

Press T (or fn+T on Mac) from any page to open the quick-add task modal. Type a task name, select a project, optionally set a due date, and press Enter. The task is created without leaving your current page.

Inline creation on project pages

At the bottom of the task list on any project detail page, click the “Add a task…” input. Type a name and press Enter, the task is created in that project with default settings. The input refocuses automatically for rapid entry.

Full task form

Go to a project and click New Task for the full form with all fields:

• Name, What needs to be done
• Status, To Do, In Progress, Blocked, or Done
• Priority, Urgent, High, Medium, or Low
• Estimated hours, How long you expect the task to take
• Assigned to, The team member responsible (on Team plan)
• Due date, When the task should be completed
• Notes, Additional context

When you create a task from Tasks → New Task, you first pick the client and project it belongs to. If the project does not exist yet, type its name in the project picker and choose Create ”…”, the project is created and selected on the spot, so you never have to leave a half-filled task form just to set one up first.

One-click task completion

Every task row has a circle checkbox on the left. Click it to mark the task as done, the row gets a strikethrough and a confirmation toast appears with an Undo button (visible for 10 seconds). No need to open the task or change a dropdown.

Change status and priority from the task

On the task detail page, the status and priority badges next to the task name are interactive. Click either badge to pick a new value from a dropdown, the same inline editing you get in the task list. The pill is the control, so there are no separate buttons to hunt for.

Tasks activate themselves when you start working

A task in To Do moves to In Progress automatically the first time you log time against it, whether you start its timer or add a manual time entry. You never have to change the status by hand just to record that work has begun, tracking time is the signal that it has. Tasks already In Progress, Blocked, or Done are left as they are.

Overdue task rescheduling

In the task list, a task past its due date shows its due date in red. The whole due cell is the target, click it to open a date picker with one-tap shortcuts at the top:

• Tomorrow
• Next Monday

Or pick any date from the calendar. One click reschedules the task, right from the list, without opening it. It works exactly like editing the due date on any other task, so there is nothing special to hunt for. No guilt-tripping, just easy adjustment.

Kanban board and list view

Tasks can be viewed in two ways:

• Kanban board, Cards organized by status columns (To Do, In Progress, Blocked, Done). Drag and drop tasks between columns to update their status, or reorder them within a column.
• List view, A table of all tasks with inline editing for status, priority, and due date. Click a row to open the task detail page.

Switch between views using the toggle at the top of the tasks section.

Drag-and-drop reordering

On the Kanban board, drag tasks to reorder them within a column or move them to a different status column. The sort order is saved automatically.

Searching and filtering

Use the search input at the top of any list page to find items by name. On the tasks page, you can also filter by:

• Client, See tasks across projects for a specific client
• Assignee, Filter by team member, yourself (“Me”), or Unassigned to spot tasks that still need an owner (Team plan only; defaults to “Everyone”)
• Status, Show only tasks in a specific status
• Priority, Filter by urgency level

Saved filters

Kiaro remembers your filters, sort order, and board/list view choice for the projects and tasks lists, per browser, so leaving the page and coming back reopens where you left it instead of resetting to the unfiltered list. The search box is never remembered: it always starts empty.

A link with its own filter in the URL (for example, one shared by a teammate) always shows that filter and does not overwrite what you had saved.

To go back to the full list, remove a filter chip shown above the list, or click Clear all to reset every saved filter at once.

Creating a task

Pick a client first, then pick one of that client’s projects. The project list stays scoped to the selected client so project names that repeat across clients (for example, “Payroll and Time Tracking”) stay unambiguous. Kiaro remembers your last client selection in this browser so the next task starts from the same place.

Moving a task to a different project

To move a task without losing its time entries or history, open the task detail page and click Move in the top-right action bar. Search for and select the destination project. The combobox groups projects by client, so you can spot cross-client moves at a glance. If the move crosses client boundaries, changes billing type, or involves invoiced time entries, a warning appears before you confirm. Click Move task to complete the move. Time entries, assignee, status, priority, and notes all carry over automatically.

Moving a project to a different client

To reassign a project to a different client, open the project detail page and click Move in the top-right action bar. Select the destination client. Review the impact summary carefully: portal access changes take effect immediately (the new client gains access, the old client loses it). If the clients use different currencies, uninvoiced time will use the new client’s rate going forward. Type MOVE in the confirmation field and click Move project to complete the move. Tasks, time entries, deliverables, and milestones all follow the project automatically. Open proposals addressed to the original client are not updated automatically; review them after moving.

AI features on project pages

The project detail page includes contextual AI actions:

• Estimate Time (Tasks tab), AI-calibrated time estimates based on your historical task data
• Extract Learnings (Knowledge Base tab), Capture reusable knowledge from completed projects

Knowledge Base

Each project detail page includes a Knowledge Base tab where you can view and create articles linked to that project. Use it to document project-specific processes, meeting notes, decisions, and reusable content.

Time tracking on tasks

Each task detail page includes a timer bar, click the play button to start tracking time immediately. When you stop the timer, the entry is saved automatically. You can also log time manually using the form below the timer bar.

Tasks track estimated hours and logged hours so you can compare planned vs. actual effort. See Time Tracking for the full details on timers, weekly timesheets, and invoicing from time.

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