Custom task statuses let you adapt the workspace workflow to the real sequence of work. Instead of a generic process, the team can use terms that match its own work, such as “Editorial review,” “Awaiting approval,” or “Ready to publish.”
In short: statuses are configured at the workspace level and immediately affect task cards, lists, filters, and Kanban. Base statuses cannot be removed, but their names, colors, and icons can be changed.
1. Where to configure statuses
Open the app menu and select Workspace → Task statuses. The section is available to the workspace owner because status changes affect the whole team and all projects.
2. What can be changed
- Status name. Both base and custom statuses can be renamed. This is useful when the team needs process-specific terms.
- Status icon and color. Pick an icon from the shared catalog; the color applies to the status icon and dot, and a matching pastel background is calculated automatically.
- Order of custom stages. Arrow buttons change how statuses are displayed in lists and Kanban.
- Custom statuses. Add status creates a new stage before the final status. It is saved as soon as you enter a name; an empty row is not saved.
- Deletion. Only custom statuses can be removed. The trash icon opens a confirmation: tasks in this status will move to “New” (or its current name). Tap Delete. Base statuses stay part of the workflow.
Changes are saved automatically: the name after a short typing pause or when the field loses focus; order, icon, and color right away. Saving... briefly appears next to the list heading, then Saved. If saving fails, the change is rolled back and an error message is shown.
3. How to choose a status icon and color
The status icon in the status color appears to the left of each status name. You can set an icon and color for a base status, an existing intermediate stage, or a new custom status. If you do not pick an icon, the defaults stay: a dashed circle for “New,” a play icon for “In progress,” a flask for “Testing,” a check mark for “Done,” and a plain circle for “Backlog” and custom statuses.
- Tap the icon next to the status.
- In Status icon and color, tap Choose status icon and pick an icon in Choose an icon: the Statuses category comes first, followed by the same categories as for task types.
- Move the Status color slider. It works like the project color selector, and the icon and color can be changed independently.
- Check the preview: the icon and name are shown on a pastel background calculated automatically for the light or dark theme.
- Tap Save in the window: the icon and color are applied and saved to the workspace immediately.
Cancel closes the window without changing the icon or color.
4. How statuses appear in daily work
Right after a change, the updated names, order, and colors are used in task cards, filters, list mode, and Kanban; the status icon appears in Kanban column headers, including collapsed columns, and in the settings list. Before changing statuses, agree on the terms with the team: this becomes the shared vocabulary of the whole workspace.
5. Practical setup sequence
- Keep base statuses as process anchors.
- Add intermediate stages that the team actually uses.
- Arrange the stages in the order a task normally follows.
- Check the main screen in list and Kanban modes.
What to read next
To see how statuses work with display modes, open Main Screen. If you need to split work by direction, configure projects. For the roles that can manage workspace settings, see Members and Roles.