Projects and tasks
Projects and tasks are a real, working surface in Business-Gym, and they are also where the inbound loop puts the work it produces. A project holds a Kanban board, plus milestones, risks and a status summary. A task is the unit your people and your Heads both work from.
This page covers what the board actually does today, including the parts that are deliberately narrow.
Where do projects and tasks live?
Section titled “Where do projects and tasks live?”Open Projects in the left sidebar. That page lists every project in your workspace as a card, and clicking one opens a tabbed detail view: Board, Milestones, Risks, Status and Knowledge.
Each card shows the project’s health (On track, At risk, Off track), its status (Planning, Active, On hold, Done), its due date, and counts of tasks, milestones, risks and pending AI approvals. You can search the list, filter by status or by the owning Head, and sort it.
Archived projects are hidden until you switch them on, so an archive is a way to clear the list rather than to delete work.
What does a task actually carry?
Section titled “What does a task actually carry?”A title, one of four board columns, one assignee, an optional due date and an optional milestone. The columns are To do, In progress, Blocked and Done, and you move a card either by dragging it or through a keyboard Move to menu on the card.
A task whose due date has passed and that is not Done is marked Overdue on the card and in the project’s counters.
That is the whole shape of a task. There is no description field, comment thread or attachment on a task, so the title has to carry the meaning. There is also no control to move a task to a different project — a task stays on the project it was created in.
Can I give a task to a Head instead of a person?
Section titled “Can I give a task to a Head instead of a person?”Yes. The assignee picker offers people and Agent Heads in the same list, and a task has exactly one assignee: picking a Head clears the person, and picking a person clears the Head. A card assigned to a Head shows an agent marker so you can see at a glance which work is agent-held.
This is more than labelling. A Head has no separate inbox or queue anywhere in the product — its assigned tasks are its work surface. That is worth knowing before you go looking for a Head’s to-do list somewhere else.
More on what a Head is and how you steer one: working with a Head.
Where do approved inbound actions land?
Section titled “Where do approved inbound actions land?”In a project named Inbound, created automatically for your workspace the first time it is needed. When you approve an inbound item’s proposed action in the queue, the resulting work shows up there as a task in To do.
Two of the inbound actions land this way:
- Create a task — a task with the title you reviewed on the approval card, assigned to the routed Head.
- Forward to a Head — a task titled
Forwarded:plus the original subject, assigned to that Head.
From the approvals history, an executed action of either kind links through to the board the task landed on. See the inbound → approve → execute loop for what happens before that point, and working the queue for the approval itself.
What can a Head change on the board without me?
Section titled “What can a Head change on the board without me?”Nothing, at today’s supervised autonomy. When a Head proposes a status move on a task, the move is staged, not applied: the card shows an Awaiting approval badge with the proposed destination column, and Approve and Reject buttons for anyone with approver rights.
Approving applies the move. Rejecting discards the proposal and leaves the task exactly as it was. Each proposal is decided once and the decision is audited.
This gate only ever moves a task between columns inside your workspace. Nothing external fires from it — no email, no record change in a connected system. See autonomy and the hard floor for why that boundary is fixed.
What does “Draft with a Head” do on a task?
Section titled “What does “Draft with a Head” do on a task?”On a task assigned to a Head, an approver sees a Draft with {Head} button that produces a draft artifact for that task. Two types are offered: Angebot (a quote) and Email. The draft is written by the assigned Head, shown inline on the card, and staged into your approvals queue automatically.
If the task does not carry enough to work from, the Head comes back with what it is missing instead of inventing content. A thin task gets a request for context, not a fabricated offer.
Approving a drafted email does not send it. Sending is a separate, explicit click by a person, and it depends on a connected Microsoft 365 mailbox — see integrations. Where that connection is not set up, the send stays unavailable rather than silently failing.
Who can edit what?
Section titled “Who can edit what?”Your role decides it, and the board hides the controls you cannot use rather than failing after the click. There are four roles, each including everything below it.
- Read-only — sees projects, boards, assignees and staged proposals. No edit controls.
- Approver — creates, edits, moves and deletes tasks; approves or rejects a Head’s staged move; uses Draft with a Head.
- Admin — everything above, plus renaming a project, editing its description, health and status, archiving and restoring it, duplicating it, and setting its knowledge scope.
- Owner — everything an admin can do.
Next: working the approvals queue, or the glossary if a term on this page was new.