Introduction

Organize your team's work into manageable tasks, track progress through visual workflows, and collaborate with both human team members and AI agents—all within Swiftask.

Overview

Projects give your team a shared workspace for planning, coordinating, and completing work. Rather than managing tasks across separate chats, emails, and tools, you can bring everything together in a single project.

Each project contains tasks that move through stages such as To Do, In Progress, and Done. Every task can also have its own dedicated conversation, helping team members and AI agents stay focused on the exact work being discussed.

Projects can also be configured with the knowledge, instructions, skills, and automation rules your team needs—so work happens consistently and with the right context.

What you can do with Projects

With Projects, you can:

• Create a workspace for a campaign, product launch, content plan, or team initiative

• Break work into clear, actionable tasks

• Track progress using views such as Kanban boards, lists, or timelines

• Assign tasks and collaborate with team members

• Use AI assistance directly within the context of an individual task

• Keep discussions, updates, and work details connected to the right task

• Automate recurring actions and workflow updates

• Connect notes and project information with your knowledge base

• Configure AI context through instructions, skills, knowledge, and memory

Configure Projects for your workflow

Projects can be tailored to the way your team works. Beyond tasks and views, you can define the context and behavior that AI agents should use while supporting work in the project.

Project instructions

Add instructions to guide how AI agents should work within the project. For example, you can define:

• The project’s goals and expected outcomes

• Your preferred writing style or communication tone

• Approval, review, or quality requirements

• Rules the AI should follow when creating content or helping with tasks

These instructions give AI agents consistent guidance across all project tasks, without requiring your team to repeat the same requirements in every conversation.

Skills

You can configure relevant skills for a project so AI agents can better support the work being completed. Skills help agents perform specific types of work, such as drafting content, analyzing information, preparing documents, or following a defined process.

By selecting the right skills for a project, you ensure that AI support is aligned with your team’s needs and the type of work being managed.

Attach knowledge

Attach relevant knowledge to a project so AI agents can use the right reference material while helping your team.

This may include company documentation, product information, guidelines, research, or other internal resources. When a team member opens AI assistance for a task, the agent can use the project’s attached knowledge as context—helping it provide more accurate and relevant responses.

Project memory

Project memory helps preserve useful context over time. It allows AI agents to retain important project-specific information, such as decisions, preferences, goals, working methods, and recurring details.

This reduces repetition and helps maintain continuity as the project evolves. Instead of re-explaining key context every time, your team can rely on project memory to keep AI assistance aligned with ongoing work.

Sync notes with Knowledge

Project notes can be synchronized with your knowledge base, helping important information remain available beyond the project itself.

For example, key decisions, finalized processes, research findings, or reusable documentation can be saved as knowledge for other teams, projects, or AI agents to reference later. This helps turn project work into long-term organizational knowledge.

Automations

Automations help reduce manual work and keep workflows moving. You can create rules that trigger actions when specific events occur in a project.

For example, automations can help you:

• Notify the team when a task is completed

• Assign a task automatically when it enters a specific stage

• Send reminders when a due date is approaching

• Trigger follow-up actions when a task status changes

• Keep the team informed about important project updates

Automations make workflows more consistent and allow your team to spend less time on repetitive coordination.

How Projects help your team

Projects make work easier to follow and manage. Everyone can see what needs to be done, what is currently in progress, and what has been completed.

Because conversations are connected to individual tasks, you do not need to repeatedly explain the same context. With project-level instructions, skills, attached knowledge, and memory, AI agents can also provide support that is more relevant to your team and its work.

When to use Projects

Use Projects whenever you need to coordinate work across people, tasks, deadlines, and shared knowledge. Common examples include:

• Marketing campaigns

• Product development and bug tracking

• Content production

• Client or internal initiatives

• AI-assisted task workflows

• Repeatable team processes that benefit from automation

What's next?

You're ready to create your first project. Open Projects in your sidebar, click Create project, and start organizing your team's work. Invite your teammates, create some tasks, and try opening the AI assistant on a task to see how context-aware collaboration works. Start with a simple workflow, then configure instructions, attach relevant knowledge, add skills, and set up automations as your project grows.

For more help with other Swiftask features, check out the guides for Chat, Agents, Knowledge Base, and Artifacts.