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The PM Projects page is where your team plans and tracks work: client projects, campaigns, retainers, and the board of each website. A project holds tasks, and each task has a status, an owner and a due date.

Statuses you define

Say what each status means: To do, Active, Done or Cancelled

Automations

Let an AI agent work new tasks

Archive, share, move

Keep the record safe, or work with another workspace

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Find your way around

The column on the left has two entries: My Tasks (what is assigned to you, across every project) and Projects (the list of projects). Above the project list:
  • + starts a new project, and Search projects… finds one by name.
  • All, Shared, Site and Other narrow the list. Site holds the boards of your websites, Other holds the rest, and Shared holds projects shared with your workspace or by it.
  • Show archived adds archived projects to the list. It becomes Hide archived while they show.
  • The menu on a project (Project actions) has Share…, Edit, Archive (or Restore) and, for an archived project, Delete forever.
Inside a project you can switch between Board view and List view, turn on Group by status (List view), filter with the status chips, Overdue, Assigned and Unassigned, search, click Select to work on several tasks, and click Add Task. The gear opens Project Settings. A project linked to a website also has Review and Open Editor buttons.

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Create a project

1

Click +

It is above the project list. The New project dialog opens.
2

Fill in the dialog

  • Name is required.
  • Description is optional.
  • Type is one of General, Website design, Marketing, SEO, Paid ads, Design, Content, App development or Bug fixes.
  • Status is Planning, Active, On hold or Completed.
  • Priority is Low, Medium, High or Urgent.
  • Due date is optional.
  • Site connects the project to one of your sites. It only shows when your workspace has sites.
3

Click Create project

The project appears in the list.
A new project starts as General, Active and Medium until you change those. A project made without a type also starts as General, whether it is made in the app, through the API, from the phone app or by an AI connection.
Type sets the project’s icon in the list and which AI agent an automation suggests. It does not change the project’s statuses, views or fields. Content and SEO tasks that have no site to go to use a Marketing or SEO project.
To change a project later, open its menu and click Edit. The same dialog opens, with one more field: Default assignee (see below). Creating a project needs PM Projects > Projects: Create.

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Statuses and what they count as

Every project has its own statuses. Click the gear to open Project Settings and stay on the Task Statuses tab. Each status has a color, a name, an icon and a Counts as choice: Done and Cancelled close a task: it leaves the open counts and is never overdue. A status of your own, such as Placed or Shipped, closes a task the way Done does once you set it to count as Done. The board, the task panel, the open counts, My Tasks, Workspaces and the website editor’s Tasks tab all read each project’s own statuses. A new project starts with seven statuses: Queued (To do); In Progress, QA, Ready for Review, Blocked and Need Info (Active); and Done (Done). Add Status adds one, the arrows beside a status move it up or down, and Reset to Default puts the seven back. Nothing changes until you click Save Changes, and a project needs at least one status.

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Removing a status

When a status you remove still holds tasks, including when you reset to the defaults, Hiveku asks Where should these items go? and lets you pick, for each removed status, the status its tasks move to. The choice starts on the first remaining status that means the same thing (for example another Done status for a Done one). Click Move and save and the tasks move in the same save, without starting your automations. If no remaining status means the same thing, you have to pick one: a status that still holds tasks and has nowhere to go is not removed. Saving statuses needs PM Projects > Projects: Edit.

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More in Project Settings

Besides Task Statuses and Automations, Project Settings has these tabs:
  • Custom Fields adds fields of your own to every task in the project.
  • Integrations posts task updates (new comments, status changes, completions, new or assigned tasks) to a Slack channel, through a Slack incoming webhook, and to a Hiveku Discussion channel.
  • GitHub Issues turns on two-way sync between the project’s tasks and the Issues of a connected GitHub repository.
  • Billing sets who the project’s logged hours are billed to. It needs the invoicing permission.
  • Sharing is covered below.

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Sections and default assignees

Sections group the tasks in List view, for example Design, Build and Launch.
  • Click Add section at the bottom of the list, type a name and press Enter.
  • Drag a task into a section, or into an empty one (it shows Drop tasks here). Drag the grip beside a section’s name to reorder sections. Click a section’s name to collapse it.
  • A section’s header shows its name, its default assignee (Default: Sam), how many tasks are open and how many are overdue.
  • The Section options menu has Rename, Default assignee and Delete. Deleting a section keeps its tasks; they become unsectioned.

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Default assignees

A default assignee is who a task goes to when it is created without one.
  • For the project. Edit the project and pick a Default assignee. New tasks created without an assignee go to this person. A section’s own default wins.
  • For a section. Open Section options and click Default assignee. Unassigned tasks that land in that section go to this person, including a task you drag into it.
  • The person has to be on the project’s team. If they leave the team, the section header says no longer on this team and the default is skipped when tasks are created.
  • A task created with a named assignee, or deliberately left Unassigned, never picks up a default. Subtasks never do either.
Adding a section needs PM Projects > Projects: Create, renaming one or setting its default needs Projects: Edit, and deleting one needs Projects: Delete.

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Automations

Open Project Settings and click the Automations tab. It lists, in words, the automations that start from this project’s tasks: the name, whether it is On, Paused or Off, when it starts, whether it runs for this project or every project, and when it last ran. Open takes you to it in the workflow editor. AI agents work on tasks through these automations. Under Set up an automation there are two starting points:
  • Have an AI agent work new tasks. Each new task goes to an AI agent. It does the work and comments on the task with what it did. The task then moves to QA, or to your review status, for a person to check. If the project has no QA or review status, the task stays where it is. The agent follows the project’s type. SEO, Paid ads, Content, Design and Marketing projects go to the matching agent. Other projects linked to a site go to the Coder, working on that site. Anything else goes to the Marketing Strategy agent. You can pick another agent in the editor.
  • Start from scratch. A workflow that starts when a task is created in this project. You add the steps.
Both are created switched off. Nothing runs until you open the automation and switch it on in the editor.
Automations belong to the workspace that owns the project, so a workspace a project is shared with cannot set them up. You need Workflows > Automations: View to see the list and Create to set one up.

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Where Design and Social tasks go

The Tasks view in Design (titled Design & Content Tasks) and the Social Media Tasks page in Social file their tasks into one project that your workspace chooses. Each panel shows it under its title, for example in Marketing & Design · Change.
  • The first time a panel needs a project, Hiveku uses your newest project whose Type is Marketing and that is not archived. If you have none, it creates a project named Marketing & Design. That needs the permission to create projects.
  • From then on the choice is saved for the whole workspace. A project’s type no longer decides it, so re-typing a project does not move where tasks go.
  • To pick another project, click Change and choose from your workspace’s own projects that are not archived. The choice applies to everyone in the workspace, and a message tells you so.
  • If the chosen project is later archived, deleted or moved to another workspace, Hiveku makes the first choice again.
Change needs PM Projects > Projects: Edit. Without it you see the project’s name but no Change. When there is no project yet and you cannot create one, the panel says that someone who can create projects needs to open the page once.

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SEO issue tasks

In SEO, the Create Task button on an SEO issue files the task on the project-management board of the site the issue’s page is on. Hiveku matches the page’s domain to your sites; with no page, it uses your only site, if you have just one. If no site board applies, the task goes to your most recently updated active SEO project, then to your most recently updated active project of any type. With no active project you are asked to create one first. Creating the task needs Marketing > SEO: Create, not a PM Projects permission.

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My Tasks

My Tasks lists the tasks assigned to you across every project you can open, with open tasks first. Tasks closed in the last 7 days stay on the list, below the open ones. A task counts as closed when its status counts as Done or Cancelled in its own project. Tasks in archived projects drop out of the list.

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Archive and delete

A project is deleted in two steps, so a delete is never one click away.
1

Archive it

Open the project’s menu and click Archive. The project leaves the list and My Tasks. Show archived brings it back into view, and Restore makes it active again.
2

Delete it forever

Only an archived project has Delete forever in its menu. The Delete Project dialog lists what goes with it: tasks, comments, logged hours, files attached to tasks, milestones, sections, recurring task rules and task dependencies. Client review feedback linked to its tasks stays in Hiveku Review but loses its task.
The dialog puts the things people miss first:
  • Download the hours first (CSV) saves the project’s logged hours as a spreadsheet before they go.
  • If the project has logged hours or files attached to tasks, you have to type the project’s name to confirm.
A delete is refused when:
  • Payroll counted any of the project’s hours. A finalized or paid payroll run keeps the hours it counted, so the dialog says which run and the delete stays off. Keep the project archived instead, or, if the run is finalized and not yet paid, unfinalize it in payroll first.
  • The project is shared with another workspace. Remove the other workspaces first (see below).
  • The project is not archived. Archive it first.
Deleting needs PM Projects > Projects: Delete, and every delete is recorded in the activity log with who deleted it, the project’s name, and how many tasks and hours went with it. Owners and admins read the log with Activity Log on the Team Members page.
Hiveku’s own AI agents archive projects; a person deletes them. An AI connection can delete a project only if it belongs to a person whose role can delete projects, and only an archived one. See LLM Connectors.

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Deleting tasks

Tasks follow the same payroll rule. A task whose logged hours a finalized or paid payroll run counted cannot be deleted, and deleting it on its own shows why. When you delete several tasks at once with Select, Hiveku keeps those tasks and the message counts them, for example 2 tasks deleted · 1 kept (hours in closed payroll). Mark such a task done or cancelled instead.

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Share a project

Sharing puts a project in another workspace you belong to. The project appears in each workspace’s project list, and people in either one can open it, work its tasks, comment and log time. Hours are billed from the owning workspace.
1

Open Sharing

Open the project’s menu and click Share…. The Sharing tab of Project Settings opens.
2

Pick a workspace

The list shows the other workspaces you belong to that do not have the project yet. Search it, then click Share with and the workspace name.
3

Confirm

Click Share project. It is immediate.
The other workspace sees the project’s tasks and existing comments. Internal comments, rates and costs, and the project’s settings stay with the owning workspace. Only the owning workspace can archive, delete or move the project, delete its tasks, or set up its automations. You can share a project you may edit (Projects: Edit) with any workspace you also belong to, whatever your role there. To stop sharing, click the X beside the workspace in the Sharing tab and confirm Remove workspace. Its people lose access right away, and anyone there who is not also in the owning workspace stops being assignee or reviewer on the project’s tasks. A workspace can also leave a project it was given: click Leave project in its Sharing tab.

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Move a project to another workspace

A website’s project-management boards move with the website.
1

Start the transfer

Open the site’s settings, scroll to Transfer project and click Transfer to another workspace. You must be an owner or admin, and belong to both workspaces.
2

Pick the workspace and what travels

Choose the destination. Project management is ticked by default; if you untick it, the site’s boards stay behind and are unlinked from the site.
3

Read the preview and confirm

The preview lists what moves and what is cleared. Type the site’s name to confirm.
A move clears what does not belong in the new workspace. The preview lists each of these in plain sentences:
  • The Slack webhook and the billing client, which belong to the old workspace.
  • A Discussion channel that stays behind.
  • People who are not on the new workspace’s team: the default assignee, the project manager, the team list, section default assignees, and the assignees and reviewers on tasks.
  • Links to a site or SEO project that stays behind, and the GitHub sync that runs through that site.
  • The links from client review comments that stay with the old site to the moved tasks.
Automations do not move. The preview names the ones that start for the project: they stop running for it, so set them up again in the new workspace. A board that is shared with another workspace blocks the move until you remove the other workspaces. A project that is not linked to a site is not moved from this screen; only Hiveku staff can move one.

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Who can do what

Access to PM Projects comes from your role. In Settings > Team Members > Manage Roles, PM Projects has rows for Projects, Tasks and Milestones. Owners and admins have every permission. Of the default roles:
  • Manager has all of them.
  • Member can view, create, edit and delete projects, tasks and milestones.
  • Viewer can only view.
  • Finance / Accountant, Sales, Marketing and Support have no PM Projects permissions, so the page is hidden from them unless you give them a custom role that includes it.
Adding a task needs Tasks: Create on the PM Projects page, in the website editor’s Tasks tab and in Workspaces. In Workspaces, which shows projects from every workspace you belong to, each project and task is checked against your role in the workspace that owns it, not the one you are looking from. Someone who can only view there sees plain values and no add field. AI connections act with the role of the person who created them. Working on tasks through a connection needs its creator to have the same right as in the app: Tasks: Create to add a task, comment, file or time entry, Tasks: Edit to change one, and Tasks: Delete to delete one; if not, the connection gets a plain-words refusal that says who can grant the access. Hiveku’s own AI agents, and keys with no recorded creator, are not asked. See LLM Connectors and Build a custom role.

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Troubleshooting

You see a feature only if your plan includes it and your role grants it. Your role needs at least PM Projects > Projects: View. The default Finance, Sales, Marketing and Support roles do not have it. Ask an owner or admin, or see Roles & Permissions.
Archive the project first; only archived projects offer it. It is also hidden while the project is shared with another workspace, and for a workspace the project was shared with, which cannot delete it. Your role also needs Projects: Delete.
Payroll counted some of the project’s hours in a finalized or paid run, and deleting the project would remove them from payroll’s records. Keep the project archived instead.
It still holds tasks and no remaining status means the same thing. Add or keep a status with the same Counts as, or pick a status for those tasks in the Where should these items go? dialog, then save again.
The person who created that connection needs the matching right: PM Projects > Tasks: Create to add, Tasks: Edit to change, Tasks: Delete to delete. The refusal names it. An owner or admin can grant it under Settings > Team Members > Manage Roles, and the connection works right after.
My Tasks shows tasks assigned to you. A task drops off when it was closed more than 7 days ago, when its project is archived, or when it is assigned to someone else.
Click Change under the panel’s title and pick the right project. It applies to everyone in the workspace. If you do not see Change, you need Projects: Edit.

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What’s Next?

Project Tasks

Work a site’s tasks from the editor

Roles & Permissions

What each role can do