Task tracker template
A task tracker for the work that isn't a project: requests, errands, follow-ups. 4 columns: To Do, Doing, Waiting and Done. The Waiting column is the point. It's where tasks go when the next move is someone else's, so they stop hiding in Doing.
Free for 3 projects, forever. No credit card.
Renew the domain
Send Q3 numbers to the accountant
Update the onboarding doc
Contract back from legal
Order new laptop
The 4 columns
What each one is for. Rename, reorder or add columns whenever the work needs it.
- To Do
- Tasks you've taken on and haven't started.
- Doing
- What you're working on now. Keep it short.
- Waiting
- Started, but stuck on someone else: a reply, an approval, a delivery. Add a comment saying who you're waiting on.
- Donecounts as done
- Finished, and counted as done.
How to use it
Guides: Daily standup, Personal kanban
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Step 1
Add tasks as they arrive
One card per task, in To Do. On Pro, forward an email to the board's own address and it becomes a card, with its attachments.
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Step 2
Give each task a person and, if it has one, a date
An assignee says whose it is. A due date puts it in Focus when it's close, overdue, or due today.
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Step 3
Move it to Waiting when it's out of your hands
Write who you're waiting on in a comment, with an @mention if they're on the board. They get a notification, and you have a record of when you asked.
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Step 4
Check Focus once a day
Focus lists what's overdue, due today and due this week across every board you can open, plus cards with no date that haven't moved in a week.
With your AI agents
An agent can keep the tracker current for you: add the tasks from a meeting, check what's been waiting longest, and chase it in a comment.
Agents connect over MCP or the REST API, on every plan, and act as you.
agentbulk_create_cards("Team tasks", 6 cards from today's notes)
agentget_focus()
agentadd_comment("Contract back from legal", "@sam any update?")
Keep it working
- Give a Waiting card a due date for when you'll chase it. Focus lists it on that day.
- Use tags for areas, like Finance or Hiring, rather than one board per area.
- Keep Doing to a few cards per person. A long Doing column usually means some of it belongs in Waiting.
Questions
About this template
Is the task tracker template free?
Yes. It's on the Free plan, with 3 projects and unlimited cards, forever. No credit card.
Can a team share one task tracker?
Yes. On Pro you invite teammates, and each card has an assignee. Standup mode shows one person's cards at a time.
Does it send reminders?
You get a notification for mentions, assignments and cards you follow, and an email only for what you missed. Focus collects everything that's due or overdue in one list.
Other templates
Start from this template
Free for 3 projects, with no credit card to enter. Every board exports as JSON or CSV whenever you want to leave.