Project Management
How to configure task statuses and start tracking everything that needs to get done for your event.
After your first client call, you leave with a list of things that need to happen. Getting those into BackOps early — before the to-do list lives only in your head — is one of the highest-leverage things you can do in the early stages of an event.
This page walks through how to configure your task system and start building your list.
States vs. Statuses
BackOps separates the concept of states and statuses, and understanding the difference makes the task system click.
States are defined by the system. There are five:
- To Do — work that hasn't started
- Active — work in progress
- In Review — work awaiting review or approval
- Done — completed work
- Archived — work that's been closed out or canceled
Statuses are the labels you create within each state. A single state can have multiple statuses, each representing a more specific condition.
For example, under To Do you might create:
- Not Started — hasn't been touched
- Scheduled — has a planned start date but hasn't begun
- Pending Assignment — waiting to be assigned to someone before it can start
Under Active:
- In Progress
- Needs Input
Under In Review:
- Awaiting Review
- Client Review
- Revisions Requested
Under Done:
- Completed
Under Archived:
- Archived
- Canceled
This gives you a precise read on where each task actually stands, without having to dig into the task itself to find out.
Configuring Your Statuses
Before you start creating tasks, spend a few minutes in settings to configure the statuses that make sense for your event.
Go to Project Management → Settings tab
Navigate to the Project Management page within your event, then click the Settings tab at the top. You'll see the five system-defined states listed, each initially empty.
Create statuses for each state
Add the statuses you want under each state. You don't have to populate all five — focus on the ones you'll actually use in your workflow.
Assign colors
Click the circle next to each status to pick a color. Color-coding lets you read the state of your task list at a glance without reading every label.
There's no single correct set of statuses. Define what reflects how your team actually moves work through the event.
Creating Tasks
Once your statuses are configured, head to the Project Management tab to start adding tasks.
The only required field is the task title — everything else (assignee, due date, status, description) can be added now or filled in later. If you're in a hurry to get your list down, just create tasks by title and come back to add detail as you go.
A few things to know:
- Subtasks are available for breaking down complex work into smaller steps
- Custom fields let you add extra columns to track event-specific data beyond the defaults
- Views, filters, and grouping give you ways to reshape and focus the task list as it grows
The project management documentation covers all of these in detail — for now, the goal is just to get your current list out of your head and into the system.
Next: Schedule & Activities
Learn how to set up your event calendar with timeframes and activities.