Projects, tasks, planner and time
The four-lane project board, task details and files, the weekly planner with calendar import and export, and time tracking with approvals.
3 min readUpdated Oct 17, 2026Applies to YourDesk 1.0.0
Projects
A project belongs to a client and carries a name, status, progress, due date, budget, phase, priority and a short summary. Create one from Projects → New, from the New button, or by turning a proposal into a project.
| Field | Values |
|---|---|
| Status | Active, Hold, Paused, Complete, Proposal |
| Priority | Medium, Urgent |
| Progress | 0 to 100 percent |
| Phase | Free text, for example "Kickoff" or "Design" |
The project page header has quick actions:
- Client opens the client's page.
- Start timer starts the timer on this project (see Timers).
- Raise invoice creates a draft invoice from the project's budget and opens it. It does not use the time you tracked.
- Write update opens Client updates for this project.
- Edit changes the project's details.
- Ask Agent asks the Agent about this project.
The page also shows the project's comments and the linked client, proposal and invoices.
There are no separate milestone records: use the phase, the due date and tasks to mark the stages of a job.
The task board
Each project has a board with four lanes: To do, In progress, Review, Done. Drag a card between lanes, or open it to edit.
| In a task | Details |
|---|---|
| Title and description | Free text |
| Estimate | In minutes |
| Due | A date; scheduling the task on a day in the planner sets it |
| Tag | Free text. Marking a task waiting on the client sets the tag waiting-on-client. |
| Assignee | Anyone with an active seat on the desk, or unassigned |
| Subtasks | Nested tasks with their own lane |
| Comments | A thread on the task |
| Files | Attachments of up to about 900 KB each, stored in the database |
| Time | Log 1h adds an hour; you can also start the timer on the task |
Assigning a task does not notify the person; teammates see it on the shared board.
Planner
The Planner shows the week, Monday to Sunday plus Today, with your planner items and scheduled tasks. Quick add puts an item on a day; open tasks can be dragged onto a day to schedule them.
Calendar import and export
| Action | How it works |
|---|---|
| Import calendar | Paste an https:// link to an .ics calendar (for example a calendar's secret iCal address). The events are copied in once; later changes in that calendar are not picked up. |
| Upload .ics | The same, from a file on your computer |
| Export calendar | Downloads planner.ics with your planner items, for any calendar app |
The import link must be public HTTPS on the standard port, with a real domain name: IP addresses, localhost-style names and private network addresses are refused, redirects are checked hop by hop, and the download is limited to 1 MB and 10 seconds.
Time
Time lists entries by day and project, with totals for the week or month, filters by client and person, and an edit form for each entry.
- Add time by hand: project, minutes, date and a note.
- Edit or remove any entry.
- Submit yesterday marks yesterday's unapproved entries as needing approval. They appear under Yesterday — needs approval, where you approve them or edit them first.
- Export timesheet downloads the rows on screen as
timesheet.csv.
Timers
Start timer on a project, a task, the Planner or the Time screen starts one running timer. You see it and stop it on the Time screen, and stopping it saves a time entry.
Warning
The timer runs in the browser tab. It survives moving between screens, but reloading or closing the tab loses the running time. Stop the timer before you close the tab, or add the time by hand.
Time and invoices
Tracked time is not turned into invoice lines automatically, and there are no hourly rates. Use the totals on the Time screen to write the invoice lines yourself. See Invoices and payments.