How work is organized

Organization → Project → Sub-project → Task.

An organization owns its users, seats, labels and shared settings, including date format, calendar-week rules and attachment size limits.
A team groups people for project sharing. Adding or removing a member updates their inherited access. A team leader manages membership. Share teams with projects or individual sub-projects (Project access). Weekly capacity belongs to each person (Planning hours); delay tracking and archiving belong to projects.
A project combines sub-projects in one Board and Roadmap. It has a lead and can be shared with teams and individuals. Its sub-projects inherit that access.
A sub-project has its own lead and Board and contains tasks. Add a sub-project before creating tasks in a new project.

The task#

Tasks have these fields:

Status. Backlog, To Do, In Progress, In Review or Done. A task with active subtasks acts as a group. Its own status is hidden; progress and completion come from descendants without active subtasks. Removing or archiving the last active subtask, or giving it another parent, restores the parent's previous status. To Do, In Progress and In Review tasks can also be paused.
Priority. Urgent, High, Medium or Low.
Assignee. One active person or agent, or Unassigned. New selections need User or Lead project access, including inherited access. Organization Viewers (User roles), people with only Viewer access and switched-off users cannot be selected. Reducing access to Viewer keeps existing assignments but prevents new ones.
Reviewer. An optional person or agent who meets the Assignee rules and may also be the assignee. While a task is In Review with a reviewer, that reviewer owns its work for My view, filters, assignee lanes, workload, planning, delay projections and Update Estimate. Task portraits show the reviewer, who also starts following the task (Your inbox). Otherwise, the assignee owns it. Grouping parents have no reviewer of their own; set reviewers on their subtasks.
Reporter. The person or agent credited with reporting the task. The app sets this to the signed-in user. REST and MCP creation can name another user in the task's organization who can see its project, including a Viewer or switched-off user. Reporting grants no access and sends no notification. The reporter cannot be changed or cleared afterward, except when their profile is removed from the organization. Moving the task or losing project access does not change it.
Remaining. Nonnegative hours of work left, saved to one decimal place. Qivo uses the time of the estimate, or the planned start if later, to project progress (Delay status). Empty means unestimated and displays “—”; 0 means no work remains. Gaining a first subtask clears the parent's own estimate. The parent then shows its descendants' total, marked Σ, excluding linked tasks. After the last active subtask leaves, the field becomes editable and starts empty. Entering In Review replaces Remaining with the project's review time, 2 h by default. A REST or MCP update that supplies remaining hours with that status change keeps the supplied value. Leaving In Review keeps the current estimate.
Due date. The latest day the task should finish. Qivo accepts only real calendar dates. The today marker and overdue checks refresh at local midnight and when you return to a sleeping tab, without changing plan dates.
Planned period. Start and end weeks on the Roadmap. Planning uses whole weeks (The Roadmap).
Paused. Choose Pause in the Status menu to hold work without changing its status. Choose Resume there, or use the adjacent play button on wider screens, to resume it. Paused tasks show an amber mark and a hatched Roadmap bar. Their hours do not count toward the owner's load, auto-fit or other tasks' delay projections until they resume (Delay projections, Planning against capacity). Add a comment to explain the pause. Backlog and Done cannot be paused; moving a paused task to either status resumes it. REST and MCP use the same paused flag.
Labels, a rich-text description, attachments, comments, a parent, subtasks and task links. Links can mean “blocks”, “is blocked by” or “relates to” and may span projects and teams. Description edits appear in the activity feed with before/after excerpts.

Moving a task requires its assignee and reviewer to be eligible in the destination. Clear or change either person first if they cannot edit that project or are switched off. For a grouping parent, an ineligible reviewer saved before it gained subtasks is cleared instead of preventing the move. Removing a person from the organization clears their assignments and reviewer roles.

Creating a task#

Use a Board column's +, a project or sub-project heading's +, or New task on an empty Board. Choose Project and Sub-project, enter a required Title, then select Create or press Enter. Qivo opens the new task so you can add its other details.

The dialog starts in the project or sub-project you opened it from. Its pickers show only writable destinations and omit projects without sub-projects. Creating outside the current scope opens the task's sub-project. A confirmation shows the new task ID, and the task window has a shareable URL.

New tasks start unassigned with Low priority. A column's + uses that status; other entry points start in Backlog. Creating in In Review sets Remaining to the project's review time (Review time).

All projects and My view columns have no +. Use a project heading's + in Swimlanes by project or Side-by-side boards, or open the project first. Phones use the same project/sub-project picker. Relationship pickers keep their separate quick-create flow for subtasks, linked tasks and parents. Use Move to relocate an existing task while keeping its ID.

Permanent task IDs#

Qivo assigns QN-1, QN-2, … from one counter per organization. Numbers do not change or get reused. Moving a task between projects or sub-projects in the organization keeps its number and labels. Task links still require access to the task, and archived tasks must be restored before they open.

Archiving a project. Putting a finished one away#

Use Project settings → Danger zone → Archive project to remove a finished project and its sub-projects from active views and capacity planning. Tasks, comments, attachments, estimates and history remain stored. The planner stops loading the archived work. Restore the project before adding tasks.

Settings → Projects → Archived projects lists archived projects, newest first. Restore returns them to active views; Delete permanently removes them after confirmation. Archiving and restoring require Lead access, which organization admins and project leads have.

Sub-projects archived with a project return with it. A sub-project archived separately stays archived when its project returns and then has its own row in the archived list.