MeisterTask User Guide

About MeisterTask

MeisterTask is an intuitive task management tool that improves teamwork and collaboration. Its flexible, Kanban-style project boards ensure that everybody in your team is always on the same page.

MeisterTask is an online tool that runs in any standard web-browser and offers apps for Mac, Windows, iOS and Android.

MeisterTask was created for agile teams looking for a smarter, more efficient workflow. You can turn it into a true productivity hub by connecting it with other tools you use, and automate tasks to get even more done in less time!


In this Guide

1. Getting Started

2. The Dashboard

3. Projects

        3.1 The Task Detail Dialog

4. Timeline

5. Agenda

6. Automations

7. Integrations

        7.1 Native Integrations

        7.2 IFTTT & Zapier

        7.3 The MindMeister Integration

8. Reports & Time Tracking

        8.1 Reports

        8.2 Time Tracking

9. Apps


1. Getting Started

In MeisterTask, you switch between three main views:

1. The DASHBOARD, which offers a personalized overview of all your projects, notifications and tasks. This view is unique to every user.

2. The PROJECT BOARDS, which are divided into vertical sections that tasks can move through on their way to completion. Changes made to a shared project board are instantly visible to all project members.

3. The STATISTICS & REPORTS area, which offers insights into your team’s productivity and tracked time. This area also offers a simple calendar view. It’s accessible for all PRO and BUSINESS users.

2. The Dashboard


1. Project List

The project list on the left displays all your active projects. You can re-order projects by dragging them into another position, or create project groups for a better organization.

To display archived or team projects, click the word Projects and select a different view.

2. Create or Import Projects

Use the + button to create a new project from scratch or to import an existing project from Trello, Asana or Wunderlist.

3. Background Image

Upload a background image that reflects your mood, or let MeisterTask display a different one for you every day.

4. My Tasks

This is where you see a list of your open tasks, starting with due tasks and tasks in your FOCUS. At the top, you can also display a personal checklist that is not associated with any project.

5. Notifications

Notifications keep you up to date about what’s happening in your team. You’ll get notified whenever someone mentions you in a comment or makes changes to a task you are watching.


3. Projects



A project is divided into multiple sections. How many sections you have and how you name and arrange them is totally up to you. To edit the name, color or icon of a section, click into the section header. To add a new section, click the + button that appears when you hover between two section headers. Rearrange sections via drag and drop.


All tasks related to a project are displayed in the form of tiles that can be moved freely from section to section. Due or overdue tasks turn yellow. Old and inactive tasks turn gray. You can create new tasks using the + buttons at the bottom of each section, or using the N key as a shortcut.

Project Background

Choose between various background colors and images or simply upload your own via the Project Properties ( i ).

Members Bar

The members bar on the right shows the avatars of all project members along with the number of active tasks they own in it. Click on an avatar to quickly filter the project for tasks assigned to that specific team member. Click on the + button to invite more people to the project.

Activity Stream

Click on the icon at the top of the members bar to open the activity stream. The stream displays all actions and changes made inside the project by you and your team members in chronological order. Click on any action to quickly open the task it belongs to and get more information.



Switch to project filters by clicking on the filter icon at the top of the activity stream. Filter tasks by status (open vs. completed), tags, due date, assignee, followers (aka watchers) or keyword.



3.1 The Task Detail Dialog

Clicking on a task tile opens the task detail dialog, which contains all the information related to the task.






Click on the star button to add tasks to your FOCUS. Those tasks will show up separately on your dashboard.

2. Description

Add a detailed description with Markdown formatting to your task.

3. Custom Fields

Business users can define custom fields for each of their projects, which are then shown below the description of their tasks.

4. Checklists

Split bigger tasks into multiple checklist items and check them off as you go along. In the project settings, you can pre-define checklists, which you can then quickly load into tasks to use again and again. If you would like to know more about the functionality, you can find more information here.

5. Attachments

Quickly attach reference files, mock-ups or mind maps to your tasks. Upload from your local hard drive or directly from your connected Dropbox, MindMeister, Box or Google Drive account.

6. Activity Feed

See the entire change history of your tasks, add comments and mention other team members.

7. Time Tracking

Track time inside MeisterTask and easily edit timeslips. You can also use our Harvest integration if you already have an account there!

8. Due Date & Time

Add a due date and due time to your tasks. Get notified when tasks become due.

9. Schedule a timeframe

Add a start and end date for the task.

10. Tags

Add one or multiple tags to your tasks for easy grouping and filtering.

11. Watchers

Add Watchers to tasks to ensure all stakeholders are kept in the loop about task updates. Watchers receive automatic notifications when comments are added to the task or changes are made.

12. Relations

Mark tasks as related, blocked or blocking. Get notified when blockages are removed.

13. Task ID

Task IDs can be used to: 

  • track a task when associating orders with a supplier for a particular task.
  • document tasks in a spreadsheet (replace the task link with the task ID).
  • substitute the task link in pull requests for Github or Bitbucket.

To copy the task ID, click on the icon to its left in the task dialog (highlighted blue in the image).



4. Timeline

Timeline is similar in concept to a Gantt chart, and allows you to see all tasks in a project displayed in a calendar view. The Timeline shows the following information about tasks:

  • the start and end date
  • the assignee
  • the location in the workflow

The color of a task on the Timeline corresponds to the section the task is in. For example, if your In Progress section is red, all tasks In Progress will appear in red on your Timeline.

Note: The end date and due date of a task are not the same. They can be set independently from one another.




1. Hide / Show the Timeline

Click the timeline icon in the project header to hide or show the timeline.

2. Sort the Timeline

Click the arrow button and select from the drop-down menu to sort the tasks on the timeline by space or start date. 

3. Zoom out

Click the minus button to zoom out and increase the time frame displayed on the Timeline. You can also do this by pressing CTRL (COMMAND on Mac) and scrolling with your mouse. 

4. Zoom in

Click the plus button to zoom in and decrease the time frame displayed on the Timeline. You can also do this by pressing CTRL (COMMAND on Mac) and scrolling with your mouse. 

5. Full / Split Screen

Click the down or up icon to display the Timeline in full screen or split screen view. 

6. Filters

Click the filter icon to show the filter sidebar. Then, mix and match filters to change what is displayed on the timeline and project board. 

7. Filter by Assignee

Click the icon of a project member to display only tasks assigned to them on the timeline and project board. 

8. Nodes

Drag the node on the left side of a task to change the start date. Likewise, drag the node on the right side of a task to change the end date.


If you want to know more about the functionality, you can find more information here.


 5. Agenda

Agenda is your own personal board that you can use to get organized across all projects. 

Create, name, color and organize the sections in any way you like. Then pin tasks from any project to the various sections.

On the left, you have a task feed that shows you recent tasks, or tasks assigned to you. Drag and drop tasks from here to the sections to pin them. Or pin tasks directly from the task dialog. To collapse the task feed, click the button above the header. 


If you want to know more about the functionality, you can find more information here.


6. Automations

Automations help your team work more consistently and efficiently by automating steps in your workflow.

You can define one or multiple automations for each section in your project boards, and you can choose whether to run the action only for new tasks (that is, tasks that are either created or moved to that section) or whether to also apply it to preexisting tasks in that section.

How to create automations:

1. Click the ( i ) button in the top bar of your project and select Project Properties.
2. Switch to the Automations tab and select Add Automation.
3. Select a section and then click Add Action.
4. Select an action from the drop-down menu.


If you want to know more about the functionality, you can find more information here.


7. Integrations

MeisterTask integrates with the tools your team already uses and loves. For instance, you can send issues from GitHub straight into your sprint board, or help your support team work more efficiently by connecting their project board with Zendesk. Most integrations can be enabled via the Project Properties.


7.1 Native Integrations

MeisterTask integrates with Slack, GitHub, Zendesk, and many other tools. For a complete and up-to-date list, please visit our integrations page at


7.2 IFTTT and Zapier

IFTTT (If This Then That) and Zapier are platforms that help you connect MeisterTask with even more of your favorite apps and platforms. Signing up for either service is free, and you can create new automations in a matter of seconds.


7.3 The MindMeister Integration

MeisterTask perfectly integrates with our online mind mapping tool MindMeister. This means that you can turn your brainstorms into project boards, and your ideas into tasks, in a matter of seconds. It’s a great way to ensure that none of your brilliant ideas fall through the cracks.


Start by planning your project in a MindMeister mind map. Each topic you create can potentially be turned into a task. When you’re done, open the MeisterTask footer. Connect the mind map with an existing project in MeisterTask, or simply create a new one directly from the map. Drag & drop topics onto a user’s avatar to assign tasks to them. Tasks are automatically exported with the topics’ notes and links.

By turning your ideas into tasks, you ensure that they aren’t forgotten in a random meeting or brainstorming map. Instead, they immediately become part of your team’s workflow, ready to be dealt with.

You can find more about our available integrations here.


8.0 Reports & Time Tracking


8.1 Reports

Reports enable you to get insights into team and project progress and to view more details on the tasks within each report. 

You can access Reports via the sidebar in your dashboard.Reports6_2x.png


8.2 Time Tracking

Time tracking displays the daily aggregated time tracked per project in a certain time range. You also see the top time trackers in your team as well as the 5 tasks with the most time tracked.

You can access time tracking from the dashboard. Click the stopwatch symbol at the top of the screen to see an overview on your dashboard, then click Show all to open the time tracking interface.


9. Apps

MeisterTask is a web-based task manager and as such runs in any standard web browser. Additionally, MeisterTask offers native wrappers for Mac and Windows, which house the web app.

Want to stay on top of your to-dos while you’re on the go? No problem with MeisterTask’s native mobile apps for iPhone, iPad, Apple Watch and Android devices. These apps come with offline functionality, which means you can even access your projects when you’re not connected to the Internet.


Simran Naag

how to add in gmail


Christoph Fink

Hi Simran,

Thanks for your comment! :)

This article should help you out:

If you are still encountering issues, please reach out to

Best regards,


Ali M Yuduf



Christoph Fink

Hi Ali,

Do you need anything from us or is something unclear?



Karen Derrick-Davis

I do not see a "star button" when I click the ... on a task. I see that I can pin a task to the agenda when I click the pin icon. Not a biggie, just wondering if this page needs to be updated.


Karen Derrick-Davis

Would love to see an "add a link" option in the attachment field. I realize I can put in a conversation but it gets lost.


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