Permissions, limits & FAQ
Permissions
| Permission | Allows |
|---|---|
| View tasks | View tasks, board, calendar, comments, reports; watch tasks |
| Edit tasks | Create / edit, change status, assign, import CSV, submit for review, archive, log time |
| Delete tasks | Soft delete and restore |
| Approve tasks | Approve or request changes on tasks in review |
| Tasks admin | Change the app’s settings |
| Edit workflows | Access AI Agents and Workflow Management |
Beyond permissions, data scope (mine / team / company) decides which tasks you see. For project tasks you must be a (non-view-only) project member to edit.
Current limits
- CSV import: up to 500 rows per run.
- Subtasks: two levels maximum (task → subtask).
- The daily log can only go back within the window the organization configures.
- On mobile, comments do not yet support @mentions / replies / edit / delete (replies from web appear flat); mobile does not reschedule dependency chains; milestones and deliverables are read-only.
Troubleshooting
“An assignee is required” when changing status — tasks outside Backlog need an owner. Assign someone first, then change the status.
Cannot mark as Done — the task still has open subtasks, or a predecessor (dependency) is not finished. The message lists exactly which tasks are blocking.
Cannot drop a card on the Kanban board — the transition is not allowed in advanced management mode (for example it must go through In Review), or one of the rules above blocks it.
The project is missing from the Project field when creating a task — you are not an editing member of the project, or the project is in a status that does not accept new tasks.
A bulk action reports partial failure — read the error list; the other tasks have been updated.
Cannot delete a comment — the comment still has replies. Delete the replies first.
FAQ
Does Tasks cost extra? No. Tasks is a platform app, free for every user.
Can my manager read my notes? No. Notes are returned only to their creator.
Do hours logged in the daily log reach the project? Yes — one labor entry per task for that day, in the task’s project.
Are tasks in Tasks different from tasks in Projects? No. They are the same record; the Projects app only adds Gantt, milestones, deliverables and budgets around it.
What is the difference between archive and delete? Archive only hides the task and keeps its status. Delete moves it to Cancelled (and it can be restored).
Can I create tasks from chat?
Yes — type /task in Team Chat, or ask the XBuddy AI assistant to create one (you confirm before it is created).