Processes, Tasks, Boards, and Projects... What's what in ProcessKit?

Let's clarify some terminology and how things interact with each other in ProcessKit:


A Process consists of a list of Steps to be completed.  Often Processes are repeatable and used as Standard Operating Procedures (SOPs).  But sometimes, a Process can be a one-time list of things to be done, not built from a standard template.  ProcessKit enables both.

In ProcessKit, you can think of Processes in terms of "templates" and "tasks".  You build out Process  templates (SOPs) that are intended to be re-used in a standard, repeatable way.  Then those processes are copied to tasks on individual Projects. 

When you make changes to a Process template, those changes will only apply the next time that process template is copied to a task list on a project.  Changes to a Process template   will not change or disrupt tasks that have already been made from this process in the past.

Processes can (and should) have automations built-into them.  These can handle common variations or scenarios that might come up when tasks, built from this process, are applied in a real-world Project.  For example, you can pre-define who should get assigned to certain tasks, or pre-calculate task due dates, or define a rule to automatically show or hide certain tasks based on some criteria.


Boards are where you house projects that share a common use case.

For example, you might create Boards called "Blog Articles", "Podcast Episodes", "Bookkeeping", "Monthly Reports", etc.  You can also configure how your team refers to projects inside each board.  For example, in the "Blog Articles" board, you manage "Blog Articles".  In your "Sales Deals" board, you manage "Deals".

You can also configure your boards to preload the appropriate process templates and custom fields that should be used every time a new project is created inside the board.


Projects are individual, well, projects, that your team works on at any given time.  For example, a Project might be a single website redesign for a client, a monthly report for June, a new marketing campaign, a new client onboarding, etc.

Projects are typically routine and repeatable, and often have many instances of the same project happening at any given time.  For example, you might be working on 3 blog article article projects, each at varying stages in their production cycle.

Projects can contain tasks, which can be (and often should) be built from one of your process(s).  When a Process is copied to a task list in a Project, each step from the process becomes an individual task in this project, which can get a start or due date and can be assigned to someone.  For example, when you use Process Templates and apply the same Process Template to 3 different Projects, that means you've created 3 copies (or instances) of that Process, now in the form of task lists, on each of those Projects. 

It also means you can make custom one-off adjustments to a task list that only apply to that current Project, without disrupting other projects where that same process template may have been used.

Tasks & Task Lists

Inside projects, you have task lists, which consist of individual tasks.

When one of your processes is loaded into a project, it is converted to a task list, and those tasks get specific dates and people assignments.

Or, you can create custom task lists that don't necessary follow your pre-built process templates.

You can load multiple task lists into a project, and you can even share tasks with guests.

Project Tags

Tags can be used to further organize and filter your Projects.  You can create and apply multiple tags on Projects.  Tags can be used in a variety of ways to better organize and filter your projects.

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