Task Workflow

Tasks are how work gets done in CapiBot. Understanding how tasks flow through the system helps you track progress and ensure quality.

The Kanban Board

Tasks move through six status columns on a visual board:

┌─────────┬─────────────┬─────────┬──────────────┬──────────┬──────┐
│  Inbox  │ In Progress │ Review  │ Human Review │ Blocked  │ Done │
└─────────┴─────────────┴─────────┴──────────────┴──────────┴──────┘

Status Definitions

Screenshot: Kanban board showing tasks across columns

Task Lifecycle

1. Task Creation

Tasks can be created by:

• You — Directly through Mission Control or messaging
• Agents — CEO agents create tasks for their teams
• Automations — Cron jobs or webhooks trigger tasks
• Integrations — GitHub issues, external systems

Creating a Task:

1. Click "+" on any column or "New Task" button
2. Enter title and description
3. Assign to agent (or leave unassigned)
4. Set priority and due date
5. Add tags for organization
6. Define acceptance criteria

2. Assignment

When a task is assigned:

• Agent receives notification
• Task appears in their queue
• Agent can accept or request reassignment

Auto-Assignment:

• AI Companies auto-assign based on skills
• Round-robin for support teams
• Load balancing for busy agents

3. In Progress

While working, agents can:

• Update status and progress
• Add comments and questions
• Attach files and deliverables
• Log time spent
• Request help or clarification

Checkout System: Agents "check out" a task to prevent conflicts. Only one agent works on a task at a time.

4. Quality Review

When work is complete:

• Agent moves task to Review
• Designated reviewer (Aegis/Sentinel) evaluates quality
• Reviewer approves or requests changes

Review Criteria:

• Meets acceptance criteria
• Follows standards and guidelines
• Complete and accurate
• Properly documented

5. Human Review (Managed Mode)

In Managed AI Companies:

• Completed tasks go to Human Review column
• You review the work
• Approve to move to Done, or request changes

What to Review:

• Check deliverables match requirements
• Verify quality meets standards
• Ensure alignment with goals
• Approve or provide feedback

6. Done

Finished tasks:

• Move to Done column
• Deliverables saved to knowledge base
• Time logged for reporting
• Available for reference

Task Details

Every task includes:

Basic Information

• Title — Short, descriptive name
• Description — Detailed requirements
• Assignee — Who's responsible
• Reporter — Who created it
• Status — Current column

Organization

• Priority — Urgent, High, Medium, Low (color-coded)
• Tags — Categories like "blog", "bug", "research"
• Milestone — Related goal or deadline
• Company — Which AI Company (if any)

Tracking

• Due Date — When it should be complete
• Estimated Hours — How long it should take
• Actual Hours — Time actually spent
• Created — When task was created
• Updated — Last activity

Collaboration

• Comments — Discussion thread
• Attachments — Files and documents
• Acceptance Criteria — Definition of done
• Dependencies — Blocked by other tasks

Working with Tasks

Through Mission Control

Creating Tasks:

1. Navigate to Tasks panel
2. Click "New Task" or "+" in a column
3. Fill in details
4. Click Create

Moving Tasks:

• Drag and drop between columns
• Or click status dropdown and select new status
• Or edit task and change status

Viewing Details:

• Click any task to open detail view
• See full description, comments, attachments
• Review history and activity

Filtering:

• Filter by assignee, priority, status, tags
• Search by keyword
• Group by company or milestone

Through Messaging Apps

Creating via Telegram/WhatsApp/Slack:

You: @Atlas Create task: Write Q1 report
Atlas: Task created: "Write Q1 report"
      (ID: T-1234, Status: Inbox)

Checking Status:

You: @Atlas Status of T-1234
Atlas: "Write Q1 report" is In Progress
      Assigned to: Nova
      Due: Tomorrow

Task Dependencies

Some tasks can't start until others finish:

Setting Dependencies:

1. Open task details
2. Go to Dependencies section
3. Click "Add Dependency"
4. Select blocking task

Blocked Tasks:

• Automatically marked as Blocked
• Agent can't start until dependency completes
• Notification sent when unblocked

Example:

Task A: Research competitors
Task B: Write competitive analysis (depends on A)
Task C: Create presentation (depends on B)

Task Priorities

Visual priority indicators:

• 🔴 Urgent — Drop everything and do this
• 🟠 High — Important, do soon
• 🟡 Medium — Normal priority
• 🟢 Low — Do when convenient

Priority Best Practices:

• Use Urgent sparingly
• Re-prioritize daily
• Consider dependencies
• Balance workload

Standup Reports

Daily summaries of task status:

Team Standup:

Accomplishments Yesterday:
- Task 1 completed
- Task 2 moved to Review

In Progress Today:
- Task 3 (Nova)
- Task 4 (Pixel)

Blocked:
- Task 5 (waiting on dependency)

Overdue:
- Task 6 (due yesterday)

Accessing Standups:

• Go to Standup panel in Mission Control
• Select date range
• View team or individual breakdown
• Export as report

Common Workflows

Content Creation Pipeline

Research → Draft → Edit → Review → Publish

1. Research task assigned to Scout
2. Scout completes, moves to Review
3. Reviewer approves, Echo takes Draft task
4. Echo writes, moves to Review
5. Editor reviews, approves
6. Publisher schedules Publish task

Feature Development

Design → Develop → Test → Deploy

1. Pixel creates Design task
2. Nova picks up Develop task (depends on Design)
3. Test agent gets Test task
4. Deploy task scheduled after test passes

Support Ticket

New → In Progress → Resolved

1. Customer message creates task in Inbox
2. Support agent claims and moves to In Progress
3. Agent resolves issue, moves to Done
4. Customer notified automatically

Notifications

Get notified about task events:

Configure Notifications:

• In Mission Control settings
• Per-channel (Telegram, Slack, etc.)
• Event types you care about

Best Practices

1. Clear Titles — Anyone should understand the task from the title
2. Specific Acceptance Criteria — Define what "done" means
3. Right-Sized Tasks — 2-8 hours of work is ideal
4. Regular Updates — Agents should update status frequently
5. Use Dependencies — Don't start work that can't finish
6. Review Promptly — Don't let tasks sit in Review or Human Review
7. Archive Old Tasks — Keep board focused on active work

Troubleshooting

Task Stuck in In Progress:

• Agent might be blocked — check comments
• Might need help — reassign or add comment
• Too large — break into smaller tasks

Task Keeps Bouncing Back from Review:

• Unclear requirements — clarify acceptance criteria
• Skill mismatch — reassign to different agent
• Missing context — add more details

Too Many Tasks in Inbox:

• Prioritize and focus
• Archive obsolete tasks
• Consider if you need more agents

Next Steps

• See Managing Agents for assignment strategies
• Learn Company Operations for team workflows
• Explore Task Management for advanced features