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Use tasks for actions that need to move forward. A useful task explains the result, the people working on it, and its current state. Link it to the relevant record or meeting so someone can find the context without searching another tool. This walkthrough creates Send the revised homepage brief for the Relio website project. You need access to a workspace and, if you want a record link, an existing client or project record.

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Create a task someone can act on

  1. Open Tasks and open the task creation form.
  2. Enter Send the revised homepage brief in Title.
  3. In the description, explain the expected result. For example:
    Revise the brief to reflect the kickoff decisions. Include the agreed page sections and open questions. The brief is ready when the project lead has reviewed it and it has been sent to the client contact.
  4. Choose the current Status and Priority. Use the labels available in your workspace rather than assuming every team has the same statuses.
  5. Review Assignees. Kato supports multiple assignees; make it clear in the description who is responsible for the next handoff when several people are involved.
  6. Set Due date if the work has a deadline, then add the related record or other context available in the form.
  7. Select Create task. Open the saved task and check that the details match what you intended.

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Decide what belongs in each detail

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Move work through its lifecycle

Pick the status that reflects the current situation. If you use Todo, In progress, and Completed, agree on what causes each transition. Those names are examples; your workspace may use different ones. When a task is waiting on something, record the dependency and the person who can resolve it. If the team has a blocked status, use it consistently. Before marking the task complete, check its acceptance criteria rather than just whether you spent time on it. For the brief example, writing a draft is not the same as sending a reviewed brief. Either keep the task open until that result is achieved or split the work into smaller tasks with distinct handoffs.

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Use the detail panel for follow-through

Open a task to review its details and conversation. Add a comment when a decision, question, or handoff would help the next person. The task’s actions also let you Watch it for ongoing attention or Add to favorites for quicker access. A useful update explains what changed and what happens next: “Draft ready for review; waiting for the project lead before sending” is clearer than “Updated.”

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Review a list or board

Use a list to scan dates, assignees, and other details. Use a board when you need to see work moving between stages. At a regular team review, look for overdue work, tasks without a clear next step, and work that has stayed in one status longer than expected.
Check the selected workspace, filters, and status grouping. A task may not match the view you are looking at. Clear or adjust the filters before creating a duplicate.
Multiple assignees can collaborate on one task, but the handoff still needs to be explicit. State who acts next, or split independent outcomes into separate tasks so each can move forward on its own.
Make the completion conditions narrower. Finish the agreed outcome and create follow-up tasks for new work instead of continually expanding the original task.

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Check the result

Someone who missed the kickoff should be able to open your task, identify the expected result, find the Relio context, and tell who is acting next. Use the meeting recipe to create this kind of task from a real conversation.