Structuring Workspaces and Boards

Choosing the right structure early saves significant reorganization later. Here’s the mental model for workspaces and boards in TskVlo.

The Hierarchy

Account
└── Workspace (team, client, or department)
    └── Board (project, workflow, or process)
        └── Group (sprint, phase, or status column)
            └── Item (task, ticket, or deliverable)
                └── Subtask (nested as deep as you need)

Subtasks can have subtasks of their own. Add one from a row’s … menu or the quick-add button in Table view, or in the item detail panel. My Tasks shows your subtasks nested under their parent, so deep hierarchies stay readable.

When to Create a New Workspace

Create a workspace for:

• Separate clients — keeps client data fully isolated
• Departments — if Engineering and Marketing don’t need to see each other’s work
• Major product lines — if they have different teams and billing

Do NOT create a workspace for every project — use boards within a workspace instead.

When to Create a New Board

One board = one workflow or project. Create a board for:

• A client project (“Acme Website Redesign”)
• A recurring process (“Content Calendar”)
• A team’s backlog (“Engineering Backlog”)

Keep the number of boards manageable (5–15 per workspace). Too many boards = navigation friction.

Designing Board Groups

Groups are columns in Kanban and sections in Table view. Use them to represent:

Pick one pattern per board. Mixing patterns on the same board gets confusing.

Multi-Team Collaboration

If multiple teams collaborate on the same project:

1. Create one workspace for the project.
2. Create boards by function: “Design”, “Engineering”, “Marketing”.
3. Use @mentions and comments to coordinate across boards.
4. Use item dependencies to make blocking work explicit.

Moving work between boards

When a task belongs on another team’s board, you can move it there through the TskVlo MCP server — for example by asking your AI assistant. The task moves with all its subtasks. Field values carry over wherever the target board has a field with the same name and type (Status and Tags options are matched by label); values without a match are dropped, and the result tells you how many moved and how many were dropped. The dashboard itself doesn’t have a move-to-board action yet.

For Agencies: Client Workspace Pattern

Workspace: Acme Corp
├── Board: Website Redesign (project)
├── Board: Monthly Retainer (ongoing work)
└── Board: Bug Tracker (support)

Workspace: Beta GmbH
├── Board: Brand Refresh
└── Board: Social Campaign Q3

For Software Teams: Single Workspace Pattern

Workspace: Product Team
├── Board: Engineering Backlog
├── Board: Design System
├── Board: Marketing Site
└── Board: Bug Tracker

Make the Workspace Yours

Workspace owners and admins can open Workspace settings → Branding to upload a logo and set a brand color. The logo appears in the sidebar for everyone in the workspace, and both logo and brand color are used on the public share links of the workspace’s boards — handy when clients look at their project board. See Appearance and Branding.

Keep an Eye on Storage

Every workspace has a storage quota, set by the TskVlo team. Any member can check current usage in Workspace settings → Storage. A warning shows once usage passes 90%; when the quota is exceeded, new file, comment, and Wiki uploads are blocked until space is freed or the quota is raised.

Tips

• Start simple — one workspace, a few boards. Expand only when you hit real friction.
• Archive boards when projects end instead of deleting them. Archived boards retain all data.
• Use board naming conventions: “[Client] [Project]” or “[Team] [Workflow]” for consistency.