Vaiz Task Management: How Work Moves Through Boards
How Vaiz Tasks Work
Tasks in Vaiz are cards with an owner, due date, priority, description, attachments, and any custom fields the workspace has defined. Cards live on boards and can be opened into a full detail view for editing.
A task is the smallest unit of work in Vaiz. Click a card to open the detail view, where description, comments, subtasks, attachments, and custom fields all live. The Premium AI assistant can generate a draft description from a short prompt — useful for backlog grooming.
Task cards and detail view
Short card on the board, full detail when expanded. The AI assistant ships on Premium; MCP support extends workspace data to Claude Desktop and Cursor under existing permissions.
Owners, due dates, and priorities
The three fields most teams use every day. Verify the current capability against vaiz.com before relying on it for a critical workflow.
AI-generated descriptions to verify
Premium-only assist; review the output before saving. The AI assistant ships on Premium; MCP support extends workspace data to Claude Desktop and Cursor under existing permissions.
- Activity feed — every change is logged for audit and reporting.
Keep titles short and information-dense; that single field shows up in every board, list, dashboard, and notification.
Card title is the single highest-leverage field; invest in clear, scannable wording.
Boards and Columns
A board represents a workstream with columns for each status. Kanban view is the daily flow; columns can be hidden and saved into named views.
One board per workstream is the rule of thumb. A product team might run separate boards for active sprint, backlog refinement, and release planning. Saved views let each member open the same board filtered to "my work this week" without changing the global state.
Board per workstream
Avoid one mega-board that tries to capture everything. Three to five columns covers most workflows; custom fields stay scarce so the form remains scannable.
Kanban flow and WIP limits
Cap in-progress work to surface bottlenecks. Storage and automation caps quietly push teams into higher tiers, so budget for the upgrade before usage forces it.
Column hiding and saved views
Show only the columns that matter for the current question. Three to five columns covers most workflows; custom fields stay scarce so the form remains scannable.
- Status reuse — keep a consistent status vocabulary across boards (Backlog, Doing, Done) plus board-specific extensions.
Resist the temptation to add a new column for every edge case; columns multiply faster than processes can absorb them.
Fewer boards with sharper columns beat many boards with overlapping statuses.
Custom Fields and Task Data
Custom fields add structured data to cards beyond title, description, and owner. Vaiz supports text, number, date, dropdown, and link types — enough for most workflows without becoming a database tool.
Custom fields shine when used sparingly. A small handful — effort, customer, source — gives dashboards real signal. A wall of optional fields turns the task form into a survey and slows everyone down.
Text, number, date, dropdown, and link fields
The core field types. Three to five columns covers most workflows; custom fields stay scarce so the form remains scannable.
When to add fields
When the same question gets asked in every status meeting. Three to five columns covers most workflows; custom fields stay scarce so the form remains scannable.
Avoiding overcomplicated task forms
Make required fields scarce; suggest optional ones in comments. Three to five columns covers most workflows; custom fields stay scarce so the form remains scannable.
- Field hygiene — review fields quarterly and retire any that have not been used in 60 days.
Dashboards depend on fields: every chart that doesn\'t roll up off a title needs a field somewhere.
Add a custom field when the question keeps being asked; remove it when nobody filters by it anymore.
Subtasks and Dependencies
Subtasks break a large task into smaller pieces under the same parent. Blocking relationships mark when one task must finish before another can start; Gantt view visualizes the chain.
Subtasks live under the parent task and roll up into status. Dependencies are different: they link two independent tasks where one blocks the other. Verify the dependency model with a small test before relying on it for critical path planning.
Breaking down larger tasks
Use subtasks rather than fattening one description. Three to five columns covers most workflows; custom fields stay scarce so the form remains scannable.
Blocking relationships to verify
Surfaces in Gantt and on cards. Verify the current capability against vaiz.com before relying on it for a critical workflow.
Gantt view for dependent work
The right view for chains and overlapping deliverables. Switching to Gantt does not duplicate tasks — the same records render as bars on a timeline.
- Parent-child rollups — confirm progress aggregation matches expectations before using subtasks for reporting.
Keep dependencies meaningful — three on a project is informative; thirty is decoration.
Use subtasks for decomposition, dependencies for sequencing, and Gantt to see both at once.
Views for Different Workflows
Kanban suits daily flow, List suits triage, and Gantt plus Milestones suit planning weeks. Save one view per use case rather than juggling toggle states.
Different roles want different views of the same data. A manager scanning workload reaches for List; an engineer working a sprint reaches for Kanban; a project lead planning a release reaches for Gantt. Saved views with shared filters keep each role in the right context.
Kanban for daily flow
Fast status updates and column moves. The AI assistant ships on Premium; MCP support extends workspace data to Claude Desktop and Cursor under existing permissions.
List for triage
Quick scanning, bulk edits, sorting by field. Verify the current capability against vaiz.com before relying on it for a critical workflow.
Gantt and milestones for planning
Timelines, dependencies, and goal grouping. Verify the current numbers on vaiz.com before quoting them to procurement; SaaS list prices drift.
- Saved view naming — prefix with role or audience: "Eng — sprint", "Manager — workload".
Avoid building a custom view per person; build them per role, then let people clone and tweak.
One view per role beats one view per user; standardise where the team meets.
Task Management Best Practices
Keep ownership explicit, prefer one card per piece of work, review stale tasks weekly, and use saved filters to surface only what matters today.
Task management practice matters more than tool capability. The habits below take a few weeks to stick but prevent most board-rot.
Keep ownership explicit
Pair the AI assistant with a human reviewer before bulk-applying suggested descriptions. Verify the current capability against vaiz.com before relying on it for a critical workflow.
Use filters for focus
Limit subtasks to those that materially change the parent\'s progress. Three to five columns covers most workflows; custom fields stay scarce so the form remains scannable.
Review stale work weekly
Train new joiners on the saved views, not the global board. Three to five columns covers most workflows; custom fields stay scarce so the form remains scannable.
- Assign every task — unowned tasks rot faster than any others.
- Use saved filters for focus — "my work, due this week" beats scrolling.
- Review stale work weekly — close, escalate, or de-prioritise anything older than 30 days without movement.
- Keep statuses lean — three to five columns; more is usually waste.
- Use comments to ask questions — keep board state moving, not pinned waiting for replies in chat.
Good task hygiene compounds; a couple of small habits remove most planning meetings.
Owners, filters, weekly review — three habits cover the bulk of healthy task management.
Frequently asked questions
How do Vaiz tasks differ from Asana tasks?
Both expose owner, due date, priority, description, and subtasks. Vaiz adds Gantt and Milestones as first-class views and bundles documents into the same workspace.
Can I set WIP limits in Vaiz?
Yes. WIP limits attach to columns on Kanban boards and warn when a column exceeds the cap.
Are subtasks free on the Free plan?
Yes. Subtasks are part of the core task model and are not gated to paid plans. Automation runs are gated.
Does Vaiz support custom fields?
Yes. Text, number, date, dropdown, and link types are supported. Use them sparingly to keep task forms scannable.
Can the AI assistant generate task descriptions?
On Premium, yes. Always review AI-generated content before saving it on a task that other people will rely on.