Truetask

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Glossary ​

A quick reference for terms you'll see throughout Truetask.

A ​

Admin ​

A role with full control. There are two types:

  • Site Admin — full access to every board and all workspace settings
  • Board Admin — full control of a specific board, including members and automations

API Token ​

An authentication credential for programmatic access to Truetask via the REST API or MCP server. Token strings always start with tt_.

Archived ​

The state of a board or task that's been removed from active view but preserved. Archived items can be restored at any time. Unlike deletion, archiving is reversible.

Attachment ​

A file uploaded to a task or comment — images, PDFs, videos, audio, or any other file type.

Audit Log ​

An append-only log of every significant action in the workspace, with SHA-256 chain integrity. Available with an Enterprise license. See Admin & System.

Automation ​

A server-side workflow that responds to board events. Built from triggers, actions, logic nodes, and (optionally) AI nodes. See Automations.

B ​

Board ​

A workspace for a project, team, or area of focus. Boards contain lists, which contain tasks. See Boards.

Board Role ​

The role a user has on a specific board — Owner, Admin, Editor, or Viewer. Separate from site roles.

C ​

Card ​

An internal term for task. User-facing documentation uses "task."

Checklist ​

A grouped list of subtasks on a task. Tasks can have multiple checklists, each with items that can be checked off as completion progresses.

Command Palette ​

A keyboard-driven launcher for navigating to any board, task, or setting. Open with Cmd/Ctrl+K. See Command Palette.

Custom Field ​

A board-defined field that appears on every task in that board. Types: text, number, date, checkbox, select, multi-select, URL. See Custom Fields.

D ​

Done List ​

A list with the done category. Tasks moved into a done list are automatically marked complete; tasks moved out are marked incomplete.

E ​

Editor ​

A board role that can create, edit, move, and comment on tasks, but can't manage the board itself (lists, members, automations).

Extended Attributes (xattr) ​

Internal term for custom fields.

F ​

Favorite ​

A starred task that appears at the top of the Command Palette for quick access.

Filter ​

A criterion that narrows the visible tasks on a board. Filters apply across all views (Kanban, List, Calendar, Timeline). Multiple filters combine with AND logic.

Folder ​

A container for boards in the sidebar, used to organize many boards. Folders can nest inside other folders.

G ​

Grace Period ​

The 3-day window after a trial license expires during which Truetask continues to work, with a warning banner. After expiry, the app becomes read-only. See License.

Group ​

  1. User groups — a collection of users that can be assigned or mentioned together (Pro feature)
  2. Grouping — in List view, arranging rows into collapsible sections (by list, priority, members, tags, due date)

L ​

License ​

The key that activates your Truetask instance. Tiers: Trial, Teams, Pro, Enterprise. See License.

List ​

A column on a board. Lists represent stages of work (e.g., "To Do", "In Progress", "Done"). Every list is either an open list or a done list.

M ​

MCP (Model Context Protocol) ​

An open standard for AI assistants to call functions on external services. Truetask ships with an MCP server so AI tools like Claude can read and manage your data directly. See Connect AI Assistant.

Member ​

A user who has been granted access to a board. Every board member has a board role. Also used for task assignees — a user explicitly assigned to a task.

Mention (@mention) ​

A reference to a user in a description or comment, typed as @username. Mentioned users are notified and become watchers of the task.

Milestone ​

A named date marker on the Timeline view. Used for release dates, deadlines, and checkpoints. See Milestones.

My Tasks ​

A personal inbox of every task assigned to you across every board. See My Tasks.

O ​

Open List ​

A list with the open category — a normal workflow stage. Contrast with done list.

Owner ​

The user who created a board. Owners have full control (same as Admin) but their role is permanent — you can't demote the creator.

There's also a Site Owner role for workspace-wide administration.

P ​

PocketBase ​

The database and real-time engine that powers Truetask. Not directly relevant to day-to-day use — just the underlying technology.

Priority ​

A task attribute — High, Medium, Low, or None. Used for filtering, sorting, and automation triggers.

R ​

Role ​

Permission level. Truetask has two separate role systems:

Running Timer ​

A time tracking timer currently counting up on a task. Each user can have one running timer at a time.

S ​

Saved Filter ​

A named filter preset on a board. Configure a filter combination once, save it, and apply it in one click later. See Saved Filters.

Session ​

A signed-in instance of Truetask on a specific browser or device. Users can see their own sessions in Profile → Sessions; Admins can see all sessions with an Enterprise license.

Site Role ​

A user's role across the entire workspace — Owner, Admin, Lead, User, or Guest. Distinct from board roles.

SMTP ​

Simple Mail Transfer Protocol — the standard for sending email. Truetask needs SMTP configured for password resets, email notifications, and board invitations.

T ​

Tag ​

A colored label applied to tasks for categorization. Tags are board-scoped — each board has its own set.

Task ​

The unit of work. Also called a "card" internally. Tasks live on a list inside a board. See Tasks.

Template ​

A saved board structure — lists, tags, custom fields, and (optionally) automations — that can be used to create new boards with the same setup. See Boards → Templates.

Timesheets ​

A Pro feature that aggregates time tracking data across users and boards into pivot tables and reports. See Time Tracking.

Timer ​

A stopwatch for tracking time on a task. See Time Tracking.

Trigger ​

In Automations, the event that starts a workflow — "Card Moved," "Due Date Reached," "Scheduled," etc.

U ​

Update Window ​

The period during which a paid license allows installation of new Truetask releases. Once the update window expires, the installed version continues to work indefinitely, but new releases aren't available.

V ​

View ​

One of four ways to display a board: Kanban, List, Calendar, or Timeline. All views show the same underlying data.

Viewer ​

A board role with read-only access. Viewers see everything on the board but can't make changes.

W ​

Watcher ​

A user who gets notifications about a task without being assigned to it. @mentioning someone adds them as a watcher. Users can also manually watch a task from its toolbar. See Collaboration → Watchers.

Webhook ​

An outgoing HTTP POST triggered by events in Truetask. Used to integrate with external services. See API & Webhooks.

Workspace ​

Sometimes used to mean the entire Truetask instance — every board, user, and setting. Also the subject of the workspace-wide settings in Settings.