Setting up your first project: a 10-minute walkthrough

Don't overthink the setup

The biggest mistake new users make: spending 2 hours configuring custom fields and automations on day one. Don't. Start simple, add complexity only when you feel a real pain point.

Here's the 10-minute version.

Minute 0–2: Create your first board

• Click 'New board'.
• Give it a name. If it's for a client, use [Client] - [Project].
• Pick a color (purely cosmetic, but helps when you have many boards).
• Use the default columns: To do, In progress, Review, Done.

Don't add custom fields yet. Don't add labels yet. Just create the board.

Minute 2–5: Add your first 5–10 tasks

Dump everything you know about the project into the board. Don't worry about perfect titles — you'll refine later.

• Drag them into rough columns.
• Add due dates only where you actually know them.
• Assign owners only where it's obvious.

Pro tip: if it's a brand-new project, use the AI task generator. Type "Plan a [X] for [Y]" and let it draft the task list. Edit, then add to board.

Minute 5–7: Invite the team

• Open Settings → Team or click 'Share' on the board.
• Add teammates by email.
• They get an email to sign in via Google.

They can now see the board, add tasks, and update statuses. That's all you need for now.

Minute 7–8: Set up one notification

Go to Settings → Notifications. Turn on:

• Email when a task is assigned to you
• In-app notifications for everything

Ignore Slack for now — set it up later when you know what events matter.

Minute 8–10: Bookmark the board

Literally bookmark the URL in your browser. Open it every morning. That's your project hub.

What to add later (not now)

Only add these when you feel an actual need:

• Custom fields — when you realize you're putting the same info in every task description.
• Labels — when you need to filter across tasks.
• Automations — when you catch yourself doing the same manual action 5+ times.
• Client view — when you have an actual client to share with.
• Time tracking — when you need to bill or estimate.

Every feature in ProTasks earns its keep by solving a real problem. Don't pre-configure for problems you don't have yet.

The principle

The goal of your first 10 minutes is not to build a perfect system. It's to get your team using the tool today. You'll iterate on the system over the next two weeks based on what's annoying. That's the right order.