Project Management Overview

The Tasks page within your projects is the heart of project management in Motion.io. It’s where you’ll create tasks, organize them into stages, and set up automations that streamline your client work. As projects progress, the Tasks page provides a clear, centralized workspace for your team to manage both internal and client-facing tasks—making collaboration smoother, roadblocks easier to identify, and progress easier to maintain.

In this article, we’ll walk through how the Tasks page works, how to use the different views, and how to move tasks through your workflow as your projects advance.

List View vs. Board View

Motion.io offers two ways to view and manage tasks within a project or template: List View and Board View. You can switch between these views using the toggle in the upper-right corner of the Tasks page.

While both views allow you to create tasks, they are designed to serve a distinct purpose at different phases of your workflow, as explained below.

Using the List View (Builder View)

The List View is your primary workspace when setting up projects and templates. Here, you can create and organize all of your tasks, group them into stages, and configure automations.

At the top of the List View, you’ll also see a preview of the Project Progress Tracker that will appear to your clients when they visit the “Tasks” page in their client portal.

Board View (Management View)

The Board View is designed for day-to-day task management once a project is live. This view displays your tasks in Kanban-style columns: Draft, Active, Completed, and Archived. You can drag tasks between columns to automatically update their status.

Here’s a breakdown of what each column represents:

• Draft: All tasks start in the Draft column by default until they are sent. Tasks in this column are only visible to your internal team—even if they are marked as client-facing.

  Note: You cannot assign or send tasks within a Motion.io template. All tasks will remain in Draft until a project is created from that template.

• Active: Tasks appear in the Active column when they are sent—either manually or via automation. Dragging a task into this column also updates its status to “Active.”

  Note: Tasks with a status of In Review or Incomplete will also appear in this column automatically.

• Completed: When a client or team member marks a task complete, it automatically moves to this column. Dragging a task from another column into the Completed column also updates its status to “Completed.”
• Archived: This column will contain tasks that your team manually archives or archives via automation. Dragging a task into this column updates its status to “Archived” and removes it from the client portal if it was previously visible.

Switching Between Client and Team Work

Whether you're using the List View or Board View, the three tabs directly above your list of tasks—All, Client, and Team—allow you to filter tasks based on who they're assigned to:

• All Tasks: Shows every task within the project, regardless of whether it's client-facing or internal.
• Client Tasks: Displays all tasks assigned to clients.

• Team Tasks: Shows all tasks assigned to team members, regardless of whether those tasks are visible to clients in their portals.