Taskboards FAQ

Get quick answers to the most frequently asked questions about Waymaker taskboards. Whether you're getting started or looking for advanced features, you'll find helpful information here.

Getting Started

What are Waymaker taskboards?

Answer:

Waymaker taskboards are flexible, visual project management boards that help teams organize, track, and complete work. Unlike basic to-do lists, taskboards provide:

Multiple views: Kanban, list, calendar, timeline, and gallery
Layer organization: Group related tasks into projects, sprints, or themes
Real-time collaboration: See changes as teammates make them
Rich task details: Descriptions, checklists, attachments, comments, and dependencies
Flexible workflows: Customize statuses to match your process

Taskboards work for any type of project: software development, marketing campaigns, event planning, content creation, sales pipelines, and more.

How do taskboards differ from other Waymaker features?

Answer:

Waymaker is a comprehensive business platform with multiple apps:

Waymaker Advisor: Strategic guidance and AI-powered consulting
Waymaker Commander: Integrated management experience (goals, plans, meetings)
Waymaker Taskboards: Project and task management (what you're learning about now)
Waymaker CX: Customer experience management
Waymaker Academy: Learning and training platform

Taskboards are specifically designed for day-to-day task execution and project management. They integrate with other Waymaker apps but can be used independently.

Do I need a Waymaker account to use taskboards?

Answer:

Yes, you need a Waymaker account. However, there are multiple ways to access taskboards:

Full Waymaker Account (recommended)
- Access to all Waymaker apps
- Unlimited boards (plan dependent)
- Full collaboration features
Guest Access
- Free, limited access
- Can view and comment on boards you're invited to
- Can't create your own boards
- Limited to specific boards
Trial Account
- 14-day free trial
- Full features to evaluate
- No credit card required
- Converts to free plan after trial

Sign up at: waymakerone.com/signup

How do I create my first taskboard?

Answer:

Quick Start (5 steps):

Sign in to Waymaker
Navigate to Taskboards app
Click "Create Board" button
Choose template or start blank
Add your first task

Detailed Process:

Click "Create Board" in top-right
Name your board (e.g., "Marketing Q4", "Website Redesign")
Choose template:
- Blank: Start from scratch
- Kanban: Classic To Do / In Progress / Done
- Sprint: Agile sprint board
- Pipeline: Sales or hiring pipeline
- Campaign: Marketing campaign tracker
Invite team members (optional, can do later)
Click "Create Board"

Your board opens, ready to add tasks!

First task:

Click "+ New Task" or press C
Enter task title
Press Enter to save

Next steps:

Add more tasks
Organize with layers
Customize workflow statuses
Explore different views

Can I import tasks from other tools?

Answer:

Yes! Waymaker supports importing from:

Supported Import Formats:

Tool	Format	Import Method
Trello	JSON export	Board Settings → Import
Asana	CSV export	Board Settings → Import
Jira	CSV export	Board Settings → Import
Monday.com	Excel export	Convert to CSV, then import
Excel/Google Sheets	CSV	Board Settings → Import
Any CSV	Standard format	Board Settings → Import

Import Process:

Go to Board Settings → Import/Export
Click "Import Tasks"
Choose source (Trello, CSV, etc.)
Upload file
Map fields (title, assignee, due date, etc.)
Preview import
Click "Import"

CSV Format Requirements:

Minimum columns:

Title (required)
Description (optional)
Assignee (email or name)
Due Date (YYYY-MM-DD format)
Status (must match your workflow)
Priority (1-5 or High/Medium/Low)
Labels (comma-separated)

Download CSV template: Board Settings → Import → "Download Template"

Import Limitations:

Max 1,000 tasks per import
Attachments not imported (must re-upload)
Custom fields must exist before import
Comments not imported
Task history not preserved

Features and Capabilities

How many tasks can I have on a board?

Answer:

Technical Limits:

Free Plan: 100 tasks per board, 3 boards total
Pro Plan: 1,000 tasks per board, unlimited boards
Business Plan: 5,000 tasks per board, unlimited boards
Enterprise Plan: Custom limits, typically 10,000+ tasks per board

Performance Recommendations:

While you can have thousands of tasks, we recommend:

Optimal: < 500 active tasks per board
Acceptable: 500-1,000 tasks
Requires optimization: > 1,000 tasks

For large projects:

Archive completed tasks regularly
Split into multiple boards (by phase, team, or quarter)
Use filters to view subsets

See: Performance Optimization guide for managing large boards.

What views are available?

Answer:

Waymaker offers 7 different views for your taskboard:

1. List View

Traditional task list
Rows with all task details
Fastest performance
Best for: Large task lists, detailed work

2. Kanban View

Visual board with columns
Drag-and-drop between statuses
See workflow at a glance
Best for: Workflow management, agile teams

3. Calendar View

Tasks plotted on calendar
Monthly, weekly, or daily view
Drag to reschedule
Best for: Deadline management, planning

4. Timeline View (Gantt)

Horizontal timeline
Shows task duration
Displays dependencies
Best for: Project planning, waterfall methodology

5. Gallery View

Visual cards with images
Pinterest-style layout
Great for image-heavy tasks
Best for: Design work, content planning

6. Map View

Tasks plotted on map (if location set)
Geographic visualization
Best for: Field work, regional projects

7. Table View

Spreadsheet-like interface
Customizable columns
Inline editing
Best for: Data entry, bulk editing

Switch views: Click view dropdown in top bar, or use keyboard shortcuts (V then view letter).

Can I customize the workflow statuses?

Answer:

Yes, fully customizable!

Default Statuses:

To Do
In Progress
Done

Customization Options:

Add Status:

Board Settings → Workflow
Click "+ Add Status"
Name it (e.g., "In Review", "Blocked", "Testing")
Choose color
Set type (To Do, In Progress, or Done)
Save

Edit Status:

Click status name to rename
Click color to change
Drag to reorder

Delete Status:

Click trash icon
Choose what to do with existing tasks:
- Move to another status
- Archive tasks
- Delete tasks

Status Types:

Type	Meaning	Effect
To Do	Not started	Tasks appear in "upcoming" lists
In Progress	Actively working	Tasks appear in "my work" lists
Done	Completed	Tasks can be auto-archived, marked complete

Common Workflows:

Agile/Scrum:

Backlog
To Do
In Progress
In Review
Testing
Done

Sales Pipeline:

Lead
Qualified
Proposal
Negotiation
Closed Won
Closed Lost

Content Creation:

Idea
Drafting
Editing
Approved
Scheduled
Published

Marketing Campaign:

Planning
In Production
Review
Approved
Live
Completed

Maximum: 20 statuses per board

What are layers and how do I use them?

Answer:

Layers are organizational containers within a board that group related tasks. Think of them as sub-projects, phases, sprints, or categories.

Example Use Cases:

Agile Development:

Layer 1: Sprint 42
Layer 2: Sprint 43
Layer 3: Backlog

Marketing Team:

Layer 1: Email Campaign
Layer 2: Social Media
Layer 3: Content Creation

Multi-Client Agency:

Layer 1: Client A
Layer 2: Client B
Layer 3: Client C

Project Phases:

Layer 1: Phase 1 - Discovery
Layer 2: Phase 2 - Design
Layer 3: Phase 3 - Development

Benefits of Layers:

Organization: Group related tasks
Filtering: View one layer at a time
Progress Tracking: See completion % per layer
Team Focus: Assign layers to teams
Clarity: Reduce visual clutter

Creating Layers:

Click "Layers" button in top bar
Click "+ New Layer"
Name your layer
Choose color (optional)
Add description (optional)
Click "Create"

Adding Tasks to Layers:

During creation: Select layer from dropdown
Existing task: Edit task → Change layer
Bulk move: Select tasks → Bulk Actions → Move to Layer

Layer vs Status:

Status = Where task is in workflow (To Do, In Progress, Done)
Layer = What project/phase/category task belongs to

You can have: Task in "In Progress" status AND "Sprint 42" layer.

Can I create subtasks?

Answer:

Yes! Waymaker supports nested subtasks up to 3 levels deep.

Creating Subtasks:

Method 1: From Parent Task

Open task
Go to "Subtasks" tab
Click "+ Add Subtask"
Enter title
Save

Method 2: Convert Existing Task

Select task to become subtask
Click "..." menu → "Convert to Subtask"
Choose parent task
Confirm

Method 3: Drag and Drop

Drag task onto another task
Drop when "Add as Subtask" appears
Task becomes subtask

Subtask Features:

✅ All features of regular tasks (assignee, due date, description, etc.)
✅ Can have their own subtasks (up to 3 levels)
✅ Parent task shows progress (e.g., "3 of 5 subtasks complete")
✅ Completing all subtasks prompts to complete parent
✅ Subtasks appear indented in list view
✅ Can promote subtask back to regular task

Parent Task Progress:

Automatically calculated based on subtask completion:

0 of 3 complete = 0%
1 of 3 complete = 33%
2 of 3 complete = 67%
3 of 3 complete = 100%

Nesting Limits:

Level 1: Task
Level 2: Subtask
Level 3: Sub-subtask
Level 4+: Not supported (create new parent task instead)

Alternative to Deep Nesting:

For complex hierarchies, use task dependencies instead of deep subtasks. Dependencies link related tasks without strict parent-child relationship.

How do task dependencies work?

Answer:

Task dependencies create relationships between tasks, defining what must happen before other tasks can start or finish.

Dependency Types:

Type	Abbreviation	Meaning	Example
Finish-to-Start	FS	Task B can't start until Task A finishes	Design mockup → Build webpage
Start-to-Start	SS	Task B can't start until Task A starts	Write outline → Write draft
Finish-to-Finish	FF	Task B can't finish until Task A finishes	Write code → Write tests
Start-to-Finish	SF	Task B can't finish until Task A starts	Old system running → New system started

Most common: Finish-to-Start (FS) - used in 90% of cases.

Creating Dependencies:

Method 1: From Task Details

Open task
Go to "Dependencies" tab
Click "+ Add Dependency"
Search for task
Choose dependency type
Save

Method 2: In Timeline View

Switch to Timeline view
Hover over task end
Drag connector to next task
Drop to create FS dependency

Visual Indicators:

List view: "🔗 Blocked by 2 tasks" badge
Kanban view: Chain icon on task card
Timeline view: Arrow connecting tasks
Calendar view: Dotted line linking tasks

Dependency Rules:

✅ Can have multiple dependencies (Task C depends on A and B)
✅ Can be a dependency for multiple tasks (A blocks both B and C)
❌ Can't create circular dependencies (A → B → C → A)
⚠️ Warns if moving task would break dependency logic

Blocked Tasks:

When task has unfinished dependencies:

Shows "🔒 Blocked" badge
Highlights in yellow/orange
Can't move to "Done" status until dependencies complete
Can still work on task (just can't mark complete)

Unblocking:

Task auto-unblocks when all dependencies are:

Marked complete, OR
Dependency removed, OR
Moved to "Done" status

Can I assign tasks to multiple people?

Answer:

Yes! You can assign a task to multiple team members.

How to Multi-Assign:

Method 1: Task Details

Open task
Click "Assignee" field
Select first person
Click "+ Add Assignee"
Select additional people
Save

Method 2: Keyboard Shortcut

Select task
Press A to open assignee picker
Check multiple names
Press Enter

Maximum Assignees: 10 per task

Multi-Assignee Behavior:

Task Completion:

Requires all: All assignees must mark complete (configurable)
Requires any: Any assignee can mark complete (default)
Requires specific: Designated assignee must mark complete

Change setting: Board Settings → Tasks → "Multi-assignee completion"

Notifications:

All assignees notified of task assignment
All see task in "My Tasks" filter
Activity log shows who made changes
Comments notify all assignees

Workload Tracking:

Task counts toward workload for ALL assignees
Capacity planning considers multi-assigned tasks
Reports show task in each assignee's numbers

Best Practices:

✅ Limit to 2-3 assignees max (too many = unclear responsibility)
✅ Designate primary assignee in description
✅ Use subtasks if tasks can be split by person
❌ Don't assign to entire team (use board sharing instead)

Alternative: Watchers

If someone needs to follow task but not do work:

Use "Watchers" feature instead of assignee
Watchers get notifications but task doesn't appear in their queue

Collaboration

How do I invite team members to a board?

Answer:

Invitation Process:

Open board
Click "Share" button (top-right, person icon)
Click "+ Invite Members"
Enter email addresses (comma-separated for multiple)
Choose access level:
- Viewer: Read-only access
- Editor: Create and edit tasks
- Admin: Full control including board settings
Add personal message (optional)
Click "Send Invitations"

Invitees receive:

Email with link to board
Notification in Waymaker (if they have account)

Accepting Invitation:

Existing Waymaker users: Click link, board added to their account
New users: Click link → Create Waymaker account → Access board

Manage Members:

Board Settings → Members:

See all members
Change access levels
Remove members
Resend invitations

Organization vs Board Membership:

Organization member: Access to all boards (based on org role)
Board member: Access to specific board only

Bulk Invite:

For many people:

Board Settings → Members
Click "Bulk Invite"
Paste list of emails
Choose role
Send

What's the difference between members and guests?

Answer:

Members:

Full organization accounts
Access to all org boards (permission-dependent)
Can create their own boards
Unlimited boards
All features available
Count toward billing (paid plans)

Member Capabilities:

✅ Create boards
✅ Invite others
✅ Use all features
✅ Access all org resources
✅ Admin capabilities (if role permits)

Guests:

Limited, free accounts
Access only to boards they're invited to
Can't create boards
Can view, comment, complete tasks (permission-dependent)
Limited features
Don't count toward billing

Guest Capabilities:

✅ View assigned boards
✅ Comment on tasks
✅ Complete assigned tasks
✅ Upload attachments
⚠️ Can't create boards
⚠️ Can't invite others
⚠️ Can't access board settings
❌ Limited to boards they're invited to

When to Use Each:

Use Member for:

Full-time team members
Regular collaborators
Anyone who needs to create boards
Internal employees

Use Guest for:

External contractors
Clients
Occasional collaborators
Limited, specific project involvement

Converting:

Guest → Member: Board owner can upgrade in member settings
Member → Guest: Org admin can downgrade (rarely needed)

Limitations:

Free plan: 0 guests allowed
Pro plan: 5 guests per organization
Business plan: 20 guests per organization
Enterprise plan: Unlimited guests

How does real-time collaboration work?

Answer:

Real-Time Features:

When multiple people work on same board, you see:

Live Cursors:

See where teammates are working
Colored cursor with name label
Helps avoid editing conflicts

Live Updates:

Tasks appear/update instantly when teammates make changes
No refresh needed
Changes sync within 1-2 seconds

Presence Indicators:

See who's viewing the board (avatars in header)
Who's editing which task ("John is editing...")
Who's online/offline

Collaborative Editing:

Multiple people can edit different tasks simultaneously
Editing same task shows warning
Last save wins (with conflict resolution)

Activity Feed:

Real-time activity stream
See all changes as they happen
Filter by person or action type

How It Works:

Waymaker uses WebSocket connections:

Your browser connects to Waymaker server
Server sends updates as teammates make changes
Your board updates instantly
Your changes sent to teammates' boards

Connection Status:

Indicator in bottom-right:

🟢 Green: Connected, real-time active
🟡 Yellow: Connecting...
🔴 Red: Disconnected, changes queued

If Disconnected:

Changes saved locally
Queued for sync
Automatically sync when reconnected
Manual refresh button appears

Disabling Real-Time:

For performance on large boards:

Board Settings → Advanced
Uncheck "Real-time collaboration"
Use manual refresh instead (press F5)

Reduces server load and browser memory usage.

Can I @mention teammates in comments?

Answer:

Yes! Mentions notify teammates and draw attention to important comments.

How to Mention:

Typing:

Type @ in comment field
Start typing person's name
Select from dropdown
Finish comment
Post

Result: "@John Smith what do you think about this?"

Mention appears as clickable link to person's profile.

Who You Can Mention:

Board members
Organization members
Task assignees
Previous commenters

You can't mention people who don't have board access (prevents accidental sharing).

What Happens:

When you mention someone:

✉️ They receive notification
📱 Push notification (if enabled on mobile)
🔔 In-app notification bell lights up
📧 Email notification (if preferences set)

Notification includes:

Your name
The mention/comment text
Task name and link
"Reply" button

Multiple Mentions:

Mention several people in one comment: "@John @Sarah @Mike - can you review this by EOD?"

All three get notified.

@all and @everyone:

Mention entire board: "@all - board update: we're moving to daily standups"

Use sparingly! Notifies everyone on board.

Settings:

Control mention notifications: Settings → Notifications → Mentions

All mentions
Only direct mentions (not @all)
Off

Reply to Mention:

When mentioned:

Click notification
Opens task
Jumps to comment
Comment is highlighted
Reply directly

Can clients or external people view my boards?

Answer:

Yes! You have several options for external access:

Option 1: Guest Access (Recommended)

Invite clients as guests:

Board → Share → Invite
Enter client email
Choose "Viewer" or "Editor" role
Send invitation

Client experience:

Creates free Waymaker guest account
Sees only boards they're invited to
Can comment, view, complete tasks (role-dependent)
Can't see other org data
No access to org settings

Security:

Clients isolated to their boards
Can't invite others
Can't export data (Viewer role)
Access revocable instantly

Option 2: Public Link Sharing

Create shareable link:

Board Settings → Sharing
Enable "Link sharing"
Choose permissions:
- View only: Can see, can't edit
- Comment only: Can view and comment
- Edit: Can view, comment, and edit tasks (use carefully)
Generate link
Set expiration (optional): 1 day, 7 days, 30 days, never
Set password (optional)
Copy link and share

Anyone with link can access (no Waymaker account needed).

Use for:

Temporary access
Large groups
Public stakeholder reviews

Security: Revoke link anytime to immediately block access.

Option 3: Read-Only Embed

Embed live board in website/portal:

Board Settings → Embed
Customize view (which columns, filters)
Copy embed code
Add to your website

Use for:

Project status pages
Public roadmaps
Client portals

Viewer only: Can't edit or comment via embed.

Option 4: Scheduled Reports

Don't give direct access, send reports instead:

Board Settings → Reports
Create report
Set schedule (daily, weekly, monthly)
Add client emails
Enable

Client receives:

PDF or email summary
Task progress updates
No board access needed
Can reply to email (becomes comment)

Best Practice:

Internal team: Full members
Trusted partners: Guest access
Clients: Guest access (Viewer) or Reports
Public stakeholders: Public link with expiration

Data and Security

Is my data secure?

Answer:

Yes. Waymaker takes security seriously with enterprise-grade measures:

Data Encryption:

In Transit: TLS 1.3 encryption (https://)
At Rest: AES-256 encryption
Backups: Encrypted backups

Infrastructure:

Hosted on AWS (Amazon Web Services)
SOC 2 Type II certified infrastructure
99.9% uptime SLA
Redundant systems across multiple availability zones

Access Control:

Two-factor authentication (2FA) available
Role-based permissions
IP whitelist (Enterprise plan)
Session management

Compliance:

GDPR compliant: European data privacy
CCPA compliant: California privacy law
SOC 2 Type II: Security audit certification
HIPAA available: Healthcare data (Enterprise plan)

Data Residency:

Primary data centers: US, EU
Choose region during signup (Enterprise)
Data doesn't leave chosen region

Employee Access:

Waymaker employees can't access your data
No debugging access to customer data
All admin actions logged
Background-checked staff only

Monitoring:

24/7 security monitoring
Automated threat detection
Incident response team
Regular security audits

Your Controls:

Audit logs (who did what, when)
Data export anytime
Account deletion (removes all data)
Board-level permissions
Member access management

See full security details: waymakerone.com/security

Can I export my data?

Answer:

Yes! Multiple export options available:

Export Formats:

1. CSV (Spreadsheet)

All task data
Opens in Excel/Google Sheets
Best for: Data analysis, reporting

2. JSON

Complete structured data
All metadata included
Best for: Backup, migration to other tools

3. PDF

Formatted, printable board view
Best for: Sharing with stakeholders, archiving

4. Markdown

Plain text format
Compatible with many tools
Best for: Documentation, knowledge bases

How to Export:

Board Settings → Export
Choose format
Select what to include:
- Active tasks only / Include archived
- Comments / Skip comments
- Attachments / Skip attachments
- Activity history / Skip history
Click "Export"
Download file

What's Included:

Data	CSV	JSON	PDF	Markdown
Task titles	✅	✅	✅	✅
Descriptions	✅	✅	✅	✅
Assignees	✅	✅	✅	✅
Due dates	✅	✅	✅	✅
Status	✅	✅	✅	✅
Labels	✅	✅	✅	✅
Comments	❌	✅	✅	✅
Attachments	❌	✅	❌	❌
Dependencies	❌	✅	⚠️	❌
History	❌	✅	❌	❌
Custom fields	✅	✅	✅	⚠️

Bulk Export:

Export multiple boards at once:

Organization Settings → Export
Select boards
Choose format
Export creates ZIP file

Automated Exports:

Schedule regular backups:

Organization Settings → Backups
Enable automated export
Choose frequency (daily, weekly, monthly)
Choose format
Set destination (email, cloud storage)

Available on Business and Enterprise plans.

Attachment Export:

Attachments in separate ZIP:

Board Settings → Export
Check "Include attachments"
Export creates two files:
- board-data.json (task data)
- attachments.zip (all files)

Migration to Other Tools:

Waymaker provides migration guides:

Export from Waymaker (JSON)
Convert format (migration tool)
Import to new tool

See: waymakerone.com/migrations

What happens to my data if I cancel?

Answer:

Your data is preserved for 30 days after cancellation.

Cancellation Process:

Account Settings → Billing → Cancel Subscription
Confirm cancellation
Access continues through end of billing period
Then account enters "Canceled" state

During 30-Day Grace Period:

✅ Can export all data
✅ View boards (read-only)
✅ Download attachments
⚠️ Can't edit or create new content
⚠️ Can't invite new members
⚠️ Boards not accessible to team

After 30 Days:

All data permanently deleted
Cannot be recovered
Email confirmation sent before deletion

Recommended Actions Before Canceling:

Export all boards
- Organization Settings → Export → All Boards
- Download ZIP file
Download attachments
- Include attachments in export
Save important comments
- Export includes comments
Notify team members
- Give them time to save their work
Export reports/analytics
- Screenshots or PDF exports

Reactivation:

Within 30-day grace period:

Sign back in
Account Settings → Billing
Reactivate subscription
All data restored immediately

After 30 days:

Must create new account
Previous data not recoverable
Start fresh

Downgrade Instead:

Consider downgrading to free plan instead of canceling:

Keep limited access
Data preserved indefinitely
Upgrade anytime

Free plan includes:

3 boards
100 tasks per board
1 GB storage

Enough for basic continued access.

How do permissions work?

Answer:

Waymaker has three permission levels:

Organization Roles:

Apply to entire organization:

1. Owner

Full control over organization
Manage billing
Add/remove members
Delete organization
Can't be removed (only transferred)

2. Admin

Manage members and boards
Can't manage billing
Can't delete organization
Can access all boards

3. Member

Create and manage own boards
Access boards they're invited to
Can't manage organization settings

4. Guest

Access only invited boards
Can't create boards
Limited features

Board Roles:

Apply to specific board:

1. Board Owner

Created the board
Full control over board
Manage members
Delete board
Change settings

2. Board Admin

Full editing access
Manage board members
Can't delete board
Change most settings

3. Editor

Create and edit tasks
Comment and collaborate
Can't manage members
Can't change board settings

4. Viewer

Read-only access
Can view all tasks
Can't edit or comment
Can export (if enabled)

Task-Level Permissions (Advanced):

Restrict editing to assignees only:

Board Settings → Advanced → "Only assignees can edit tasks"
Non-assignees can view but not edit

Custom Roles (Enterprise):

Create custom permission sets:

Define specific permissions
Assign to users
Example: "Contractor" role with limited access

Permission Matrix:

Action	Viewer	Editor	Admin	Owner
View tasks	✅	✅	✅	✅
Comment	❌	✅	✅	✅
Create tasks	❌	✅	✅	✅
Edit tasks	❌	✅	✅	✅
Delete tasks	❌	⚠️	✅	✅
Invite members	❌	❌	✅	✅
Change settings	❌	❌	✅	✅
Delete board	❌	❌	❌	✅

⚠️ = Can delete own tasks only

Checking Permissions:

Board Settings → Members:

See all members
See each person's role
See what they can access

Best Practices:

Principle of least privilege: Give minimum needed access
Regular audits: Review permissions quarterly
Remove inactive users: Don't let access linger
Use groups (Enterprise): Easier than individual permissions

Integrations and Automation

What integrations are available?

Answer:

Waymaker integrates with popular tools:

Communication:

Slack: Task updates in channels, create tasks from Slack
Microsoft Teams: Similar to Slack integration
Email: Email-to-task, task notifications via email

Cloud Storage:

Google Drive: Attach files directly from Drive
Dropbox: Link Dropbox files to tasks
OneDrive: Microsoft cloud storage integration

Calendar:

Google Calendar: Sync task due dates
Outlook Calendar: Two-way calendar sync
Apple Calendar: CalDAV sync

Development:

GitHub: Link commits/PRs to tasks
GitLab: Similar to GitHub
Jira: Two-way sync (Enterprise)

Time Tracking:

Harvest: Track time on tasks
Toggl: Time tracking integration
Clockify: Free time tracking

Other:

Zapier: Connect to 3,000+ apps
Make (Integromat): Visual automation
Webhooks: Custom integrations
API: Build your own integrations

Setting Up Integrations:

Settings → Integrations
Find desired integration
Click "Connect"
Authorize connection
Configure settings
Test connection

Slack Integration Example:

Once connected:

/waymaker create - Create task from Slack
Task updates posted to channel
Comments sync to Slack thread
Complete tasks from Slack

API Access:

All plans include API access:

RESTful API
GraphQL API (Enterprise)
WebSocket for real-time
Comprehensive documentation

API documentation: developers.waymakerone.com

Can I automate repetitive tasks?

Answer:

Yes! Waymaker includes powerful automation:

Automation Types:

1. Triggers:

When task status changes
When task assigned
When due date approaches
When task created
When checklist completed
On specific date/time

2. Conditions:

If task has label
If priority is high
If in specific layer
If assigned to specific person
If overdue by X days

3. Actions:

Move task to status
Assign to person
Add label
Set due date
Create subtask
Send notification
Post comment
Archive task

Creating Automation:

Board Settings → Automation
Click "+ New Rule"
Choose trigger: "When status changes to..."
Add condition (optional): "And priority is high"
Choose action: "Then notify @manager"
Name rule
Enable rule

Common Automations:

Auto-assign by layer:

When: Task added to layer "Frontend"
Then: Assign to @frontendTeam

Due date reminders:

When: Task due in 1 day
And: Status is not "Done"
Then: Send notification to assignee

Auto-archive completed:

When: Task status changes to "Done"
And: Task is older than 30 days
Then: Archive task

Escalation:

When: Task overdue by 2 days
And: Status is not "Done"
Then: Assign to @manager and add label "Urgent"

Recurring tasks:

When: Task completed
And: Task has label "Recurring"
Then: Create new task with same details, due +7 days

Templates automation:

When: Task added to layer "New Project"
Then: Create subtasks from template "Project Checklist"

Limits:

Free: 0 automations
Pro: 10 automations per board
Business: 50 automations per board
Enterprise: Unlimited

Testing Automations:

Create automation
Click "Test"
Simulation runs
See what would happen
Refine and enable

Can I set up recurring tasks?

Answer:

Yes! Create tasks that repeat automatically.

Setting Up Recurring Task:

Method 1: From Task

Create or open task
Click "Recurrence" button (🔁)
Choose pattern:
- Daily
- Weekly (choose days)
- Monthly (choose day of month or "first Monday", etc.)
- Yearly
- Custom
Set start date
Choose end:
- Never (continues indefinitely)
- After X occurrences
- On specific end date
Save

Method 2: Quick Recurrence

When creating task, add recurrence keywords to title:

"Team standup (every day)"
"Weekly report (every Monday)"
"Rent payment (monthly on the 1st)"

Waymaker detects and suggests recurrence pattern.

Recurrence Examples:

Daily:

Every day
Every weekday (Mon-Fri)
Every 2 days
Every 3 days

Weekly:

Every Monday
Every Monday and Friday
Every 2 weeks on Tuesday

Monthly:

First Monday of month
Last Friday of month
15th of every month
Every 2 months on the 1st

Custom:

"Every 40 days"
"First and third Tuesday"
"Every quarter on the 15th"

Recurrence Behavior:

Option 1: Create on Completion (Default)

When you complete current instance
Next instance created immediately
Due date set based on completion date + interval

Use for: Flexible tasks (doesn't matter if delayed)

Example: "Water plants weekly"

Complete Monday → Next due following Monday
Complete Wednesday → Next due following Wednesday

Option 2: Create on Schedule (Strict)

Next instance created on exact schedule
Regardless of when current completed
Missed tasks stay visible

Use for: Fixed deadlines (must happen on specific dates)

Example: "Rent payment on 1st"

Always due on 1st of month
Completing early or late doesn't change next due date

Managing Recurring Tasks:

Edit Recurrence:

Open task
Click recurrence settings
Edit pattern
Choose:
- This task only: Affects current instance
- This and future: Affects current and future
- All tasks: Affects all instances

Delete Recurring Task:

Delete one instance, or
Delete all future instances, or
Cancel recurrence (keep existing instances)

Skip Instance:

Mark as complete (if flexible), or
Delete specific instance (if strict schedule)

Pause Recurrence:

Edit recurrence
Set end date in future
Resume by removing end date

Advanced:

Recurring Task Templates:

Create recurring task with subtasks/checklist:

Entire structure repeats each cycle
Useful for standard procedures

Example: Monthly reporting

Subtask: Gather data
Subtask: Create report
Subtask: Review with team
Subtask: Submit

All subtasks recreated each month.

Pricing and Billing

How much does Waymaker cost?

Answer:

Waymaker offers flexible pricing:

Free Plan: $0/month

3 boards
100 tasks per board
5 members
1 GB storage
Basic features
Community support

Pro Plan: $12/user/month (billed annually) or $15/month (billed monthly)

Unlimited boards
1,000 tasks per board
Unlimited members
5 guests
10 GB storage per user
All features
10 automations per board
Priority email support

Business Plan: $24/user/month (billed annually) or $30/month (billed monthly)

Everything in Pro, plus:
5,000 tasks per board
20 guests
50 GB storage per user
50 automations per board
Advanced permissions
Scheduled exports
Phone support
99.9% uptime SLA

Enterprise Plan: Custom Pricing

Everything in Business, plus:
10,000+ tasks per board (custom)
Unlimited guests
Unlimited storage
Unlimited automations
Custom integrations
HIPAA compliance
Dedicated account manager
Custom SLA (99.95%+)
On-premise option

Add-ons:

Available on all paid plans:

Extra storage: $5/month per 10 GB
Extra guests: $3/month per guest
Advanced analytics: $10/month per organization

Education Discount: 50% off

Available for students and educators
Verification required

Non-Profit Discount: 30% off

Available for registered non-profits
Verification required

Annual Billing:

Save 20% with annual billing
Pay once per year vs monthly

Free Trial:

14 days free on any plan
No credit card required
Full features during trial
Cancel anytime

See current pricing: waymakerone.com/pricing

Can I use taskboards offline?

Answer:

Yes, with limitations.

Mobile Apps (Full Offline Support):

iOS and Android apps support robust offline mode:

✅ Works Offline:

View boards and tasks
Create tasks
Edit tasks
Mark complete
Change status/assignee
Add comments
Filter and search (cached data)

❌ Requires Online:

Syncing changes
Loading new boards
Uploading attachments
Real-time collaboration
Creating new boards

How It Works:

Open board while online (downloads data)
Data cached locally on device
Go offline
Continue working
Changes saved locally
Return online
Automatic sync

Web App (Limited Offline):

Browser-based taskboards have basic offline:

✅ Works Offline:

View recently loaded boards (browser cache)
Read task details

⚠️ Limited Offline:

Can't edit (changes won't save)
Can't create tasks
No sync when back online

Offline is view-only on web.

Progressive Web App (PWA):

Install web app for better offline:

Chrome/Edge:

Visit taskboards.waymakerone.com
Click install prompt (or menu → Install)
Better offline support than regular web

Still not as good as native mobile apps.

Enabling Offline (Mobile):

Settings → Offline:

Enable "Offline access"
Choose boards to download
Select quality (Full, Essential, Minimal)
Download on WiFi

Storage used: 10-500 MB per board depending on size and quality.

Best Practices:

Download boards before travel
Use mobile app for best offline experience
Sync before going offline (pull-to-refresh)
Keep offline boards updated weekly

Limitations:

Real-time collaboration disabled offline
Attachments may not be available
Search only works on cached data
Conflicts possible if multiple devices offline

See: Mobile Usage guide for full offline documentation.

What are the limits on attachments and storage?

Answer:

Storage Limits by Plan:

Plan	Storage per User	Max File Size
Free	1 GB total	10 MB
Pro	10 GB per user	50 MB
Business	50 GB per user	100 MB
Enterprise	Custom (typically 100+ GB)	Custom (typically 500 MB+)

Organization Total:

Storage pools across users:

5 users on Pro = 50 GB total
10 users on Business = 500 GB total

What Counts Toward Storage:

✅ Task attachments (files, images)
✅ Profile pictures
✅ Board images/logos
❌ Text (tasks, comments, descriptions)
❌ Task metadata

Checking Usage:

Organization Settings → Storage:

See total used
Breakdown by board
Breakdown by user
Largest files listed

Storage Alerts:

80% used: Warning email
90% used: Warning in app
100% used: Can't upload new files (can still edit tasks)

Freeing Up Space:

Delete old attachments:
- Find large files (Settings → Storage → Largest Files)
- Delete unnecessary attachments
Archive old boards:
- Archived board attachments still count
- Export then delete board to free space
Use cloud storage links:
- Instead of uploading large files
- Link to Google Drive, Dropbox, etc.
- Doesn't count toward Waymaker storage
Compress files:
- Compress PDFs before uploading
- Resize images
- Use efficient formats (WebP, JPEG over PNG)
Upgrade plan:
- Add users (increases pool)
- Purchase extra storage add-on
- Upgrade to Business/Enterprise

File Type Restrictions:

Allowed:

Images: JPG, PNG, GIF, WebP, SVG
Documents: PDF, DOC, DOCX, XLS, XLSX, PPT, PPTX
Text: TXT, CSV, MD
Archives: ZIP, RAR
Code: Most text-based files
Design: PSD, AI, SKETCH, FIGMA (as files)

Not Allowed:

Executables: EXE, BAT, SH, APP
System files: DLL, SYS
Potentially harmful: Anything that could contain malware

Upload fails for disallowed types.

Large File Alternative:

For files > 100 MB:

Upload to Google Drive, Dropbox, etc.
Get shareable link
Paste link in task description or comment
Team can access without using Waymaker storage

Best practice for video, large datasets, design files.

Getting Help

Where can I find help and support?

Answer:

Waymaker offers multiple support channels:

Self-Service Resources:

1. Help Center (help.waymakerone.com)

User guides (this document!)
Video tutorials
Step-by-step walkthroughs
Searchable knowledge base

2. In-App Help

Click "?" icon in top-right
Contextual help for current page
Quick tips and shortcuts
Video demos

3. Community Forum (community.waymakerone.com)

Ask questions
Share tips
See solutions from other users
Waymaker team participates

4. Video Library (youtube.com/waymakerone)

Getting started series
Feature deep-dives
Best practices
Weekly tips

Direct Support:

1. Email Support (support@waymakerone.com)

Response times:

Free: 48-72 hours
Pro: 24 hours (business days)
Business: 4-8 hours (business days)
Enterprise: 1-2 hours (24/7)

2. Live Chat (in-app chat bubble)

Availability:

Free: Email only
Pro: Mon-Fri, 9am-5pm EST
Business: Mon-Fri, 8am-8pm EST
Enterprise: 24/7

3. Phone Support (available to Business and Enterprise)

Call: +1 (888) WAYMAKER

Hours:

Business: Mon-Fri, 9am-6pm EST
Enterprise: 24/7 with dedicated number

4. Screen Share Support (Business and Enterprise)

Book session:

support.waymakerone.com/screenshare
Get personalized help
Support agent views your screen
Resolve complex issues

Premium Support:

Enterprise customers get:

Dedicated account manager
Slack/Teams direct line
Priority bug fixes
Quarterly business reviews
Custom training sessions

Community Resources:

1. User Groups

Regional meetups
Industry-specific groups
Join via community.waymakerone.com/groups

2. Webinars

Weekly product webinars
Monthly best practices
Register: waymakerone.com/webinars

3. Blog (blog.waymakerone.com)

Product updates
Feature announcements
Use case studies
Tips and tricks

Before Contacting Support:

Have ready:

Your email address
Organization name
Board URL (if applicable)
Description of issue
Screenshots (if applicable)
Steps to reproduce
Browser/device info

Emergency Support:

For critical, business-stopping issues:

Email: urgent@waymakerone.com (put "URGENT" in subject)
Include business impact
Available 24/7 for Business and Enterprise

Response within 1 hour.

Can I request new features?

Answer:

Yes! Waymaker actively solicits feature requests.

How to Request:

1. Feature Request Portal (features.waymakerone.com)

Search existing requests (may already exist!)
Upvote requests you want
Submit new request
Track status

2. In-App Feedback

Click "Feedback" button
Describe feature
Automatically includes context (current page, etc.)
Team reviews weekly

3. Community Forum

Post in "Feature Requests" category
Get community feedback
Waymaker team responds
Popular requests get prioritized

4. Direct to Account Manager (Enterprise)

Share detailed requirements
Custom feature development possible
Influence roadmap

What Happens to Requests:

Submitted: Request received
Under Review: Team evaluating feasibility
Planned: Added to roadmap
In Development: Actively building
Released: Feature shipped!
Declined: Won't be built (with explanation)

You receive email updates at each stage.

Request Best Practices:

✅ Good Request:

Clear description
Use case/problem it solves
How you'd use it
Any related workflows

Example: "Allow filtering by multiple assignees. Use case: I want to see all tasks assigned to my team (5 people) without manually filtering each person. This would save time during sprint planning."

❌ Vague Request: "Better filtering"

Popular Recent Requests:

Custom fields (✅ Released!)
Timeline/Gantt view (✅ Released!)
Recurring tasks (✅ Released!)
Mobile offline mode (✅ Released!)
Table view (🚧 In Development)
Advanced permissions (🚧 In Development)
Forms (📋 Planned)

Voting:

Upvote requests you want:

Each user gets 10 votes
Allocate votes to requests you care about
Top-voted requests prioritized

Private vs Public Roadmap:

Public roadmap: features.waymakerone.com/roadmap
Private roadmap: Enterprise customers get access to detailed roadmap

Beta Program:

Test new features early:

Settings → Beta Features
Opt-in to beta
Get early access to features
Provide feedback
Features improve before general release

Custom Development (Enterprise):

Enterprise customers can request:

Custom integrations
Specialized features
Workflow-specific tools
White-label customization

Requires: Enterprise plan and separate agreement.

Still Have Questions?

Can't find your answer here? Try these resources:

📚 Browse other help articles: help.waymakerone.com
💬 Ask the community: community.waymakerone.com
📧 Email support: support@waymakerone.com
💻 Live chat: Click chat bubble in app

We're here to help you succeed with Waymaker taskboards!