Terminology & FAQ

Projects & Boards

Project: A workspace that contains tickets, members, tags, automations, and settings. Every piece of work lives inside a project.
Board: The kanban view of a project. Tickets appear as cards in columns, one column per status. Drag cards between columns to change their status.
List view: A table view of all tickets in a project. Shows the same data as the board but in a flat, sortable list.
Timeline: A Gantt chart view that plots tickets along a horizontal timeline based on their deadlines.
Calendar: A calendar view that shows tickets on their deadline dates.
Project group: A collection of multiple projects displayed on a single board. Useful for viewing work across several projects at once.
Prefix: A short code assigned to a project (e.g. "TODO"). Combined with the ticket number to form a unique reference like TODO-42.

Ticket: The core unit of work - a task, bug, feature request, or any other actionable item. Each ticket has a title, description, status, priority, and more.
Ticket reference: A unique identifier combining the project prefix and the ticket number, e.g. TODO-42. Used everywhere to refer to a specific ticket.
Type: A ticket can be a bug (something broken) or a feature (something new). Shown as an icon on the ticket card.
Priority: How urgent a ticket is: urgent, high, medium, or low. Shown as a colored indicator on the card.
Deadline: An optional due date for a ticket. Overdue tickets are highlighted in red.
Blocker: A dependency between two tickets. When ticket A blocks ticket B, it means B cannot proceed until A is resolved.
Checklist: A list of small to-do items inside a ticket. Each item can be toggled done or pending. The ticket card shows checklist progress.
Attachment: A file uploaded to a ticket or comment. Supports images, documents, and other file types.
Recurring ticket: A ticket that is automatically recreated on a schedule (daily, weekly, or monthly). Useful for repeating tasks like standups or reviews.

Status: The current stage of a ticket in your workflow. Each project can define its own statuses (e.g. "Backlog", "In Progress", "QA", "Done"). Statuses appear as columns on the board.
Category: Every status maps to one of five categories: Backlog (gray), To Do (cyan), Active (amber), Review (blue), or Done (green). The category determines the column color, icon, and how automations and reports treat that status.
Tag: A colored label you can attach to tickets for grouping and filtering (e.g. "Frontend", "Urgent", "Design"). Tags are defined per project.

Member: A user who has access to a project. Members are invited by managers and each member has a role that determines what they can do.
Manager: Full control over a project. Can manage members, settings, automations, statuses, and delete tickets.
Editor: Can create, edit, and delete tickets. Cannot manage project settings or members.
Contributor: Can add tickets and leave comments, but has limited editing capabilities.
Viewer: Read-only access. Can see all tickets and comments but cannot make changes.
Assignee: A member assigned to work on a specific ticket. A ticket can have multiple assignees. Their avatars appear on the ticket card.

Timer: A live clock you can start on any ticket. Only one timer can be running at a time, but you can have multiple paused timers. Running timers show a pulsing green badge on the ticket card.
Time entry: A logged block of time on a ticket - either from a timer or entered manually. Each entry records who logged it, how long, and when.
Manual entry: A time entry added by typing in the duration (in minutes) instead of using the timer. Useful when you forgot to start the timer.

Estimation: An optional project setting that lets you assign a size or effort to each ticket. You can estimate in ticket points (abstract effort) or hours (time-based).
Ticket points: An abstract measure of effort or complexity. Points are not tied to hours - they represent relative size (a 2-point ticket is roughly twice the effort of a 1-point ticket).
Velocity: The average amount of work completed per week, calculated from the last three weeks. Shown as a badge on the board (e.g. "4.5 TP/wk" or "12h/wk").

Automation: A rule that triggers an action automatically. Examples: "When a ticket moves to Done, unassign all members" or "When a deadline is today, send an email". Automations can be event-driven or scheduled.
Integration: A connection to an external service. Todo4you integrates with Slack, Telegram, webhooks, and Homey to send notifications when ticket activity happens.
Git integration: A connection to GitHub, GitLab, Gitea, or Bitbucket. Mention a ticket reference (e.g. TODO-42) in a commit message or pull request to link it to the ticket automatically.
Email to Ticket: Upload an .eml email file and AI automatically creates a structured ticket from it - with a title, description, and checklist extracted from the email content.

Dashboard: Your personal command center after logging in. Shows customizable widgets with an overview of your work across all projects.
Widget: A card on your dashboard that displays specific data: your assigned tasks, overdue tickets, time tracked today, team workload, velocity chart, recent activity, or activity heatmap.
Reports: Project-level analytics showing ticket throughput, completion trends, and team activity over time.
Activity log: A chronological feed of all changes in a project or on a specific ticket - who did what and when.

Comment: A message left on a ticket by a team member. Comments support rich text, @mentions, and file attachments.
Archived ticket: A completed ticket that has been moved out of the active board. Archived tickets no longer appear on the board or in reports but can still be viewed.
Importer: A tool for migrating your existing data into Todo4you. Currently supports importing from Trello, Azure DevOps, Jira, and more.
API token: A secret key that lets you access Todo4you's REST API from external tools and scripts. Generate one from your profile settings.
Passkey: A passwordless login method using biometrics or a hardware security key (WebAuthn/FIDO2). Faster and more secure than passwords.