WorkTracker › Features › Shared projects

Projects — plan together, execute on your own board

Shared project workspaces for the whole company: epics, todos in work order with blocking dependencies, a timeline that shows what unblocks what — and every todo one click away from your personal kanban board and your AI agents.

Start a project and bring in the team

Everyone can start a project — no admin hat required. Open Projects in the menu, name it, describe it, done. Adding people is just as direct: any project member can add any other company member, so the person who plans the work brings in the people who do it. (Getting someone into the company in the first place stays an admin invite.)

Projects share their names with your time-tracking vocabulary: create a project named like one you already track time on and they become the same project — the todos you plan and the hours you track finally point at the same thing, in the same reports.

Epics, and the order the work should happen in

Inside a project you plan with two simple pieces: epics — named groups like “Design”, “Backend”, “Launch” — and todos, each with instructions for whoever picks it up. The todo list is the work order: drag rows to say what should happen first.

• Add an epic with one input field; rename or delete it anytime (its todos stay).
• Every todo can carry instructions — how to complete and verify it. They travel with the todo when someone takes it.
• Drag todos into the order they should be worked; the order is the project’s shared plan, not anyone’s private list.

Blocking todos, drawn as a timeline

Open any todo and tick the todos it waits for. WorkTracker refuses circular plans outright — a cycle never enters the project.

The Timeline tab draws the result: one lane per epic, todos placed left to right by dependency depth — everything unblocked in the first column, then whatever it unblocks, and so on — with arrows for the blocking edges. What the team should attack right now is simply the left edge of the map.

Take a todo — it lands on your own board

Execution stays personal. Hit “take onto my board” on any unassigned todo — from the timeline, the todo list or the todo itself — and a copy appears on your personal kanban board, wearing the project’s label and carrying the project’s instructions as a ready-to-edit AI task brief (not marked ready — the go signal stays yours, as described at /features/todos).

From that moment the project mirrors your board: move your copy through In progress, Review, Completed and the project todo follows, showing everyone it is assigned to you and how far along it is. Your AI agents work these todos exactly like any other AI task on your board — the project is where the plan lives, your board is where the work happens.

Changed your mind? Release the todo (or delete your copy) and it goes back up for grabs; anything already on your board stays yours, just detached from the project.

Or skip the taking altogether: flip the 🤖 toggle on an epic and your AI agents pick its todos themselves. Whenever an agent asks WorkTracker for work, the epic’s next unassigned, unblocked todo lands on your board as a ready AI task — one at a time, so the rest of the epic stays up for grabs for the team — and the agent gets to work on it like any other AI task.

The same toggle sits in the project title: flip it there and agents pick from the whole project — its free-standing todos and every epic in it — following the project’s work order, one todo at a time.

Keep moving: the next-todo nudge

Complete a project todo on your board and WorkTracker immediately offers the project’s next unassigned, unblocked todo in work order — one click and it is on your board too. A project flows todo by todo without anyone going back to a planning meeting to ask what’s next.

Who does what — the member overview

The Members tab is the project’s honest scoreboard: for every member, how many todos they added, how many they are working on, and how many they completed. Taken todos show their assignee everywhere, so “who has this?” never needs asking.

Roles stay minimal: whoever created the project owns it (rename, archive, remove members); company admins can moderate any project; everyone else plans and executes as equals.