Task management

What is task management?

WebGPT includes a built-in project management tool designed to help you and your team stay organized. Instead of switching to a separate project management app, you can create, assign, and track tasks directly within the platform where you do your content creation and site management work.

The task management feature is especially useful for teams (accounts with multiple users) who need to coordinate content creation schedules, site maintenance, SEO workflows, and other collaborative activities. Even solo users can benefit by using tasks as a personal to-do list to track their work.

Creating tasks

Creating a new task is quick and straightforward.

1. Open the task creation form
   Navigate to the Tasks page from the sidebar. Click the floating action button (FAB) in the bottom-right corner of the screen, or the "New task" button at the top of the page.
2. Enter the task title
   Give your task a clear, descriptive title that summarizes what needs to be done. For example: "Write product review for Widget Pro" or "Update homepage SEO meta tags."
3. Add a description
   Provide additional context and details about the task. A good description helps the assignee understand exactly what is expected without needing to ask follow-up questions. Include any relevant links, specifications, or instructions.
4. Assign to a user
   Select which team member should be responsible for this task. You can assign it to yourself or any other user on your account. The assignee will see the task in their task list.
5. Set the priority
   Choose a priority level to indicate how urgent or important the task is:
   • High — Critical or time-sensitive tasks that need immediate attention
   • Medium — Standard tasks that should be completed in a reasonable timeframe
   • Low — Tasks that can be addressed when time permits, without urgency
6. Set a deadline
   Optionally set a due date for the task. Deadlines help your team prioritize work and ensure nothing falls through the cracks. Tasks that pass their deadline will be visually highlighted as overdue.
7. Save the task
   Click Save to create the task. It will immediately appear in the task list and be visible to the assigned user.

Task table

All tasks are displayed in a table view that gives you a complete overview of your team's workload. The table includes the following information for each task:

• Title — The task name (click to open and view full details)
• Status — The current state of the task (Open, In Progress, or Completed)
• Priority — The urgency level (High, Medium, or Low), color-coded for quick visual scanning
• Assigned to — Which team member is responsible for the task
• Deadline — The due date, if one was set. Overdue tasks are highlighted to draw attention
• Created date — When the task was originally created
• Comments — A badge showing the number of comments on the task

Task workflow

Tasks in WebGPT follow a simple, three-stage workflow that keeps everyone on the same page about where things stand:

Workflow stages

1. Open
   When a task is first created, it starts in the Open state. This means the task has been defined and assigned, but work has not started yet. Think of this as the backlog or to-do list.
2. In Progress
   When the assignee begins working on the task, they update the status to In Progress. This signals to the rest of the team that the task is actively being worked on. It helps prevent duplicate effort and keeps everyone informed.
3. Completed
   When the work is finished, the assignee sets the status to Completed. The task remains in the list (so you have a record of completed work) but can be filtered out of the active view using the status filter.

Updating task status

To change a task's status, open the task by clicking on it and use the status dropdown to select the new state. Any team member can update the status of any task, though typically it is the assignee who manages their own task statuses.

Tracking deadlines

Tasks with deadlines are monitored automatically. When a task passes its due date without being marked as Completed, it is visually highlighted in the task table as overdue. This makes it easy to spot tasks that need attention and helps prevent important work from being forgotten.

Comments

Every task has a built-in comments section where team members can collaborate, share updates, ask questions, and provide context. Comments turn each task into a focused discussion thread related to that specific piece of work.

Adding comments

To add a comment, open a task and scroll to the comments section at the bottom. Type your message in the comment field and click Send. Your comment will appear immediately, visible to all users on the account.

Read and unread tracking

The comments system tracks which comments each user has read. When a new comment is added to a task you are involved with, you will see an unread indicator until you open the task and view the comment. This ensures you never miss important updates from your team members.

Comment count badges

In the task table, each task shows a badge with the number of comments. Tasks with unread comments display a distinct badge so you can quickly identify which tasks have new activity that needs your attention.

Tips for effective task management

• Use priorities wisely — Reserve "High" priority for truly urgent tasks. If everything is marked as high priority, nothing stands out. Use "Medium" for standard work and "Low" for nice-to-have items.
• Set realistic deadlines — A deadline should reflect when the task genuinely needs to be done. Artificially tight deadlines lead to stress and ignored due dates. If a task does not have a natural deadline, it is fine to leave the deadline field empty.
• Use comments for context — Instead of sending separate emails or chat messages about a task, use the task's comment section. This keeps all relevant information in one place and creates a searchable history of decisions and discussions.
• Review completed tasks — Periodically review completed tasks to understand your team's throughput and identify patterns. This can help with planning future work and estimating timelines.
• Keep task titles actionable — Start task titles with a verb when possible: "Write," "Update," "Review," "Fix," "Research." Actionable titles make the task list feel like a clear action plan rather than a vague wish list.
• Assign tasks to specific people — Unassigned tasks tend to get ignored because everyone assumes someone else will handle them. Always assign a task to a specific team member so there is clear ownership and accountability.