Projects

A project is where the work actually is. Tasks live in projects, and only in projects — every other level of the hierarchy exists to organise the projects themselves.

A project sits either directly in a space, or inside a folder within that space.

Create a project

Use the + on a space (for a project at the top level) or on a folder (for one filed inside it), and choose Project.

• Name and icon — the name is what people navigate by; the icon and colour are what they actually spot in the sidebar.
• Description — optional, for what the project covers.
• Private project — off by default, in which case it inherits access from its folder or space.
• Default permission — for public projects, what people who reached it through the space or folder get here.
• Share with — when a project is private, you can add its first members while you create it, each at their own level.

New projects start with the space's task statuses.

Board and table

A project opens as a board — one column per status, tasks as cards you drag between them — and switches to a table for the times you want to read everything at once, with columns you can show and hide.

They are two views of the same work, not two copies of it. A task moved on the board is moved in the table, because there is only ever one task.

Your choice is remembered per project, in your browser, so a project you always read as a table opens as one.

Statuses

A project inherits its space's statuses, which is usually what you want — one vocabulary across a client keeps a board readable.

When a project genuinely moves differently, open its ⋯ → Task statuses and choose Use custom statuses. The space's statuses are copied into the project as a starting point, so no task is left without one, and you edit from there. Switching back to Inherit from Space returns it to the shared set.

Removing a status that still has tasks on it asks where those tasks should go first.

Custom fields

Edit Project → General defines fields that exist on this project's tasks only — text, number, date, checkbox, dropdown or labels. They sit alongside any fields defined on the space, and a task shows both.

Privacy

Public projects inherit access from the folder or space above them. Private ones are invisible to everyone not on their own member list, however much access they have to the space around it.

Members are managed from Edit Project → Members. Project-level access is the most specific in the hierarchy, so it wins over both folder and space grants for anyone who has more than one.

Move and reorder

Drag a project in the sidebar to reorder it, to file it into a folder, or to pull it back out to the top level of the space. All of that is within one space — a project does not move between spaces.

Archive a project

Archiving takes it out of the sidebar and changes nothing inside it. It is listed under Settings → Archive, and an owner or admin restores it from there.

Reach for archive over delete for finished work you might want to look at again — it has no 30-day clock on it.

Delete a project

⋯ → Delete Project sends the project to Trash with its tasks. Restoring it from Settings → Trash brings the tasks back with it.

After 30 days in Trash it is purged automatically, and that cannot be undone.

Limits by plan

Counted per space, and only active projects count — archived and deleted ones do not.

The plan limits the structure around the work, never the amount of work you put inside it. The full table is on the pricing page.

Frequently asked questions

What is the difference between a folder and a project?

A project holds tasks and has a board of statuses. A folder holds projects and nothing else. If you want to put tasks in it, you want a project.

Can a project have its own statuses?

Yes. Projects inherit the space's statuses by default, and any one project can switch to its own set from Task statuses → Use custom statuses. Its current statuses are copied across, so no task loses its place.

Can I move a project to another space?

Not currently. A project moves freely between folders inside its own space, but it belongs to the space it was created in.

How many projects can I have?

Twenty per space on Free, 200 on Standard, 500 on Business and 1,000 on Enterprise. The number of tasks inside them is unlimited on every plan, Free included.

What happens to tasks when I delete a project?

They go to Trash with it. Restoring the project within 30 days brings its tasks back with it.

Keep reading

FoldersOptional shelves inside a space — how folders group projects, when subfolders make sense, and what deleting one actually does.SpacesThe big divisions of an organization — a company, a client, or a department.WorkspacesThe top of the hierarchy — what an organization holds, and how spaces sit inside it.Where you can use KokarKokar in a browser, installed as an app on your computer, and on mobile.