To create and manage tasks in Papo (https://papo.global/), use the Projects module, accessible from the platform's side menu. This tool allows you to organize work on visual Kanban-style boards, where you can create tasks, assign them to team members, set deadlines and priorities, and track the progress of each activity in a centralized way, whether for client deliverables or internal projects.
The Projects module is the control center for managing activities that go beyond customer service. It transforms complex workflows into a simple, visual board, where each project has columns representing process stages (such as "To Do", "In Progress", and "Done"). This provides clarity on responsibilities, deadlines, and the current status of all deliverables.
Project Module Structure
Work organization is divided into three main levels, designed to be intuitive and flexible.
| Component | Description | Example Usage |
|---|---|---|
| Project | The main container that groups a set of related tasks. It can be a client, a campaign, or an internal initiative. | "Client XPTO Onboarding", "Mother's Day Campaign", "New Website Development". |
| Column | Represents the stages of your workflow. Tasks are moved between columns as they progress. | "Backlog", "To Do", "In Progress", "Review", "Approved", "Completed". |
| Task | The individual unit of work. Contains all necessary details for its execution, such as title, assignee, and deadline. | "Create design for weekly posts", "Review client contract", "Set up email automation". |
How to create and manage tasks step by step
Follow these steps to organize, assign, and track your team's activities directly in Papo.
1. Access and Create Your Project
To begin, locate and click on Projects in the left-hand side menu of the Papo dashboard. If the item is not visible, check with your account administrator if the module is active and if your user profile has the necessary permissions.
When creating a new project:
- Within the module, click the button to add a new project.
- Give it a clear and objective name, such as "Q4 Product Launch".
- The project will be created with standard columns: To Do, In Progress, and Done. You can rename, add, or remove columns to adapt the board to your team's workflow.
New accounts come with an example project called Sales Department to help you get started.
2. Create and Detail Tasks
With the project configured, the next step is to add tasks.
- Click to add a new task in the appropriate column (usually "To Do").
- Fill in the task fields to ensure the assignee has all the necessary context:
- Title: A short, direct name for the activity (e.g., "Prepare sales presentation").
- Description: Detail what needs to be done. You can add links, instructions, and even real-time editable documents.
- Assignee: Assign the task to one or more team members.
- Due Date: Set a final deadline for completion.
- Priority: Define the urgency of the task (e.g., Low, Medium, High, Urgent).
- Attachments: Add relevant files such as images, videos, or PDFs.
- Checklists: Create checklists (subtasks) to break down larger activities into smaller, more manageable steps.
3. Track Progress on the Kanban Board
The great benefit of the Projects module is visual tracking. As work progresses, the task assignee should drag the corresponding card from one column to another. For example, when starting an activity, the card is moved from "To Do" to "In Progress".
This dynamic offers managers a real-time view of the status of all deliverables, facilitating bottleneck identification, workload balancing, and productivity tracking without the need for micromanagement.
Creating Tasks with Super Chat
For teams seeking even more agility, tasks can be created using text commands via Super Chat. Instead of navigating through menus, simply type a clear instruction.
Command example: create task 'Review proposal for Client Alpha' with urgent priority for tomorrow in project Sales
The artificial intelligence interprets the command and creates the task in the project with the specified details, optimizing your team's time.
Frequently Asked Questions
What is the difference between the Projects module and the Sales Kanban?
Although both use a board visualization (Kanban), they have different purposes. The Sales Kanban (CRM module) is designed to manage the sales funnel, moving opportunities (deals) from the first contact to closing. The Projects module, on the other hand, focuses on managing internal or client tasks and deliverables, organizing team work after a sale or for operational activities.
Can I create tasks with subtasks or checklists?
Yes. Within each task, you can create detailed checklists. This is ideal for breaking down complex activities into smaller, trackable steps, ensuring nothing is forgotten during execution.
How do I see all my tasks from all projects?
The platform allows you to view a consolidated list of your most important tasks from all projects you are involved in. This helps you prioritize your workday without needing to open each project individually.
Is it possible to customize the columns of a project board?
Yes. Columns are fully customizable. When you create a project, it comes with a standard template ("To Do", "In Progress", "Done"), but you can rename them, add new stages (like "For Review" or "Awaiting Approval"), or reorder them so the board accurately represents your team's process.
I can't find the "Projects" module in my menu. What should I do?
If the Projects module does not appear in your side menu, it could be for two reasons: either it is not active for your account, or your user profile does not have permission to access it. Contact your Papo account administrator so they can check the settings and permissions.
Read also
- How to Create and Customize Your Sales Funnel in the CRM Kanban
- How to Use Super Chat to Manage Your CRM with Text Commands
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