To track projects with TaskFia, you break each project into tasks with an owner, a due date and a verifier, then follow them on boards, lists and a calendar until every task is approved. Progress isn't a percentage someone types in; it's the number of tasks that have actually been checked.
That approach suits the projects most small businesses run: fitting out a new store, onboarding a client, a three-week renovation, a seasonal campaign. They have a deadline and a dozen to a hundred moving parts, but they don't need a dedicated project office. This guide shows how to set one up in TaskFia, which features come with which plan, and where you'd be better served by something else. For the general idea behind it, see what project tracking is.
How to track projects with TaskFia: the basic idea
In TaskFia, projects and everyday work live on the same boards. A project is a set of tasks, each with its own owner, due date and verifier, moving from To do to Verified. Basic project management comes with every plan; advanced project management is part of Business plans and above.
This has a practical upside. Your installer doesn't need to check one app for "project work" and another for "regular work." Everything due this week is in one list. The idea is covered in more depth in how task management supports project tracking.
Step 1: Break the project into checkable tasks
Before you open TaskFia, write the project as a list of outcomes someone could verify. A useful test: could a manager look at the proof and say yes or no?
- "Office move" is a project.
- "Book the moving company for March 14" is a task.
- "Photo of all workstations set up and powered on" is proof.
For each task, decide one owner, a due date and who will verify it. Use the task's checklist for small steps that don't need separate owners. For a client onboarding, a single task might carry a checklist of "contract signed, kickoff call booked, access granted, welcome pack sent."
Step 2: Set it up on a board and pick your views
Create the tasks and assign them. A task can go to one person, several people or a whole department. Set a priority where it helps the team decide what comes first, and add comments for context; they stay on the task for good.
The board shows where everything stands. Cards that sit in one column for days are your early warning. Because finished work goes through verification, the last column means "checked," not "someone says it's done."
Use list, table and calendar views
Board and list views are included on every plan, and table and calendar views come with Basic plans and above. You can filter by team or person.
| View | Best for | Question it answers |
|---|---|---|
| Board | Daily stand-ups and spotting bottlenecks | Where is work piling up? |
| List | Reviewing many tasks at once | What's still open, and who owns it? |
| Calendar | Deadlines and busy weeks | What's due when, and where do dates collide? |
On Basic plans and above, advanced views and filters let you slice the work more finely, which helps once you're running several projects in parallel.
Step 3: Link tasks that depend on each other
Some work can't start until something else is finished. The flooring can't go down before the plumbing passes inspection; the campaign can't launch before the landing page is approved. On Basic plans and above, task dependencies let you record that one task depends on another, so nobody starts early and the team can see what's holding things up.
On Starter, you can still manage the order with clear due dates and a note in the task, but you'll be tracking the links yourself.
Step 4: Keep it moving with follow-ups and the diary
Projects usually slip in the gaps: a supplier who didn't call back, a client who didn't send content. Put a follow-up date on any task that waits on someone. The owner is reminded, and if follow-ups are missed, the manager hears about it. The daily diary gives you the other half: what people actually did today, linked to the tasks they moved. Together they replace most "any update?" messages. Our guide on how to track project progress compares this with other methods.
Step 5: Watch the whole picture on Business plans
On Business plans and above, team dashboards show how departments are doing in one place, and workload management helps you see who is overloaded before a deadline is at risk. Advanced reports and productivity analytics are on Business too. If you're balancing several projects across the same people, read workload management for the general approach.
On Basic and above, you also get your project history in your own Google Sheet, with tasks, diaries and verifications synced as they happen, so you can build your own report if the built-in views aren't enough.
Plans and limits for project tracking
Which plan covers which project need
| Project need | How TaskFia handles it | Plan |
|---|---|---|
| Tasks with owners, due dates, priorities | Core task management | Every plan |
| Board and list views | Included views, filtered by team or person | Every plan |
| Checklists and comments on tasks | On each task | Every plan |
| Proof as a note | Submitted with the task | Every plan |
| Proof as a photo or file | File attachments | Basic and above |
| Task dependencies | Link tasks that must happen in order | Basic and above |
| Advanced views and filters | More ways to slice the work | Basic and above |
| Records in your own Google Sheet and Drive | Google Sheets and Drive integration | Basic and above |
| Team dashboards and workload | Department-level overview | Business and above |
| Custom fields and advanced reports | Extra structure and reporting | Business and above |
What TaskFia doesn't do for projects
Be clear on this before you commit:
- No Gantt charts or timeline view. If you plan in bars across a timeline, TaskFia won't show that.
- Simple time tracking, not billing. People log time or run a timer on a task and the Time page shows timesheets, but there are no hourly rates or client billing.
- No cost budgets or invoicing. Business plans set an hour budget per project; money budgets and invoices need to live elsewhere.
- No public API or connectors to other project tools.
If your projects run for months with strict sequencing across many contractors, a dedicated scheduling tool may suit you better, possibly alongside TaskFia for the day-to-day tasks. And if your project has five tasks and two people, a shared spreadsheet is honestly fine; we compare the two in project tracking spreadsheet vs software.
Common mistakes when tracking projects in TaskFia
- One giant task called "the project." Nobody can verify it, so it sits at In progress forever.
- Too many tiny tasks. Use checklists for small steps rather than a card for every one.
- No verifier on key milestones. The tasks that matter most deserve a real check.
- Dates without follow-ups. A due date tells you when something's late; a follow-up date stops it getting late.
- Reviewing only at the end. A weekly look at stuck cards catches trouble while there's still time.
Related guides. See how task management software built around proof of work keeps every task on the record. To bring projects, routines and requests into one place, look at a work management platform. Set up a complete task management system for your business, step by step. Automate routine work with recurring tasks.
Frequently asked questions
Does TaskFia have Gantt charts?
No. TaskFia has board and list views on every plan, and table and calendar views with advanced filters on Basic and above, but no Gantt chart or timeline view.
Can I set task dependencies?
Yes, on Basic plans and above. Dependencies let you show that one task can't start until another is finished.
Can I see progress across several projects at once?
On Business plans and above, team dashboards and workload management give a department-level view. On any plan, the list view filtered by team or person shows what's open and what's due.
How do I show a project is really finished?
Each task is verified before it's closed, with proof such as a note or, on Basic and above, a photo or file. When every task is verified, the project is done and the record shows who approved what, and when.
Can clients see the project?
TaskFia is built for your own team's workspace, with Admin, Manager and Employee roles. It isn't designed as a client portal.
The bottom line
TaskFia tracks projects the way it tracks all work: real tasks, one owner, a due date, a verifier and proof. Boards, lists and calendars on every plan cover most small-team projects; dependencies on Basic and dashboards on Business help as projects grow. If you need Gantt charts, cost budgets or invoicing, look elsewhere. To see the core loop first, read how TaskFia works, or see project tracking in TaskFia.
TaskFia is not affiliated with Google. Google Sheets and Google Drive are trademarks of Google LLC.