How to Use Taskade: The Ultimate Beginner’s Guide in 2025

Are you tired of forgetting tasks or feeling swamped by all your to-dos?

It’s a common problem for many of us. 

But here’s the good news: there’s a simple solution.

Taskade is a free tool that helps you manage projects, notes, and tasks all in one place.

This guide will show you exactly how to use Taskade step-by-step.

Setting Up Your Taskade Account

Ready to jump in?

Setting up your Taskade account is super simple.

You can be ready to go in just a few minutes.

Sign Up

First, you need to visit the Taskade website.

You can do this on your computer or even on your phone.

Once you’re there, look for a button that says “Sign Up” or “Get Started Free.”

You’ll then have a few choices for how to sign up:

• Email: Just type in your email address and make a password.
• Google: If you have a Google account (like for Gmail), you can click this button to sign up really fast.
• Apple: If you have an Apple device, you can use your Apple ID to sign up.

Tip: Picking Google or Apple can be quicker since you don’t have to make a new password!

First Look Inside

After you sign up, Taskade will open up.

Don’t worry if it looks new! You’ll see a few main parts:

• Workspaces: This is like your main home for all your projects. You can have different “homes” for different parts of your life, like “Work” or “Personal.”
• Projects: Inside each workspace, you’ll have projects. Think of these as folders for specific tasks or ideas.
• Tasks: These are the actual things you need to do or notes you want to write down.

It might seem like a lot, but you’ll get used to it fast!

Get the App

Taskade works right in your web browser, but it also has apps you can download.

Getting the app is a good idea because it makes Taskade work even better and faster.

You can get the Taskade app for:

• Computers: If you use Windows, a Mac, or Linux.
• Phones/Tablets: If you have an iPhone, iPad, or Android phone.

Benefit: When you use the app, everything you do in Taskade will automatically update across all your devices. So, if you add a task on your phone, it will show up on your computer right away!

Navigating Your Taskade Workspace

Now that you’re signed up, let’s look at your Taskade workspace.

Think of your workspace as your main office or command center in Taskade.

It’s where all your projects and tasks are organized.

What Are Workspaces?

A workspace is your top-level folder in Taskade.

It holds many projects.

You can have more than one workspace. 

This is helpful if you want to keep different parts of your life separate.

• Example: You might have one workspace called “My Personal Life” for things like errands, hobbies, and family tasks. Then, you could have another workspace called “Work Projects” just for your job-related tasks and team projects. This keeps everything neat and easy to find.

Making a New Workspace

It’s super simple to create a new workspace:

1. Look for a plus sign (+) or a “New Workspace” button, usually on the left side of your screen.
2. Click it.
3. Give your new workspace a clear name. For example, “School Work” or “Home Renovation.”
4. Click “Create,” and you’re all set!

Inviting People

Taskade is great for working with a team.

If you want to share your workspace with friends, family, or co-workers, you can invite them.

• Find the “Invite” button or option within your workspace.
• You can invite people by typing in their email addresses.
• You can also decide what they can do in your workspace:
  • Admin: Can do everything, including inviting others and changing settings.
  • Editor: Can create and change projects and tasks.
  • Viewer: Can only look at things, but can’t change them.

The Sidebar

On the left side of your Taskade screen, you’ll see a sidebar. This is like your quick menu. It helps you get around fast.

• You’ll see all your workspaces listed here.
• Below your active workspace, you’ll see your projects. Clicking on a project name will open it up.
• You might also see links to templates (pre-made project ideas) and settings for your account.

Getting familiar with your workspace and the sidebar will make using Taskade much smoother for you.

Projects and Tasks

Now that you know your way around your workspace, let’s talk about the most important parts: projects and tasks.

These are like the LEGO bricks you’ll use to build your organized life in Taskade!

What is a Project?

Think of a project as a special folder where you keep all the tasks and notes for one main goal or topic.

• Analogy: If your workspace is your office, a project is like a specific file cabinet drawer, holding everything related to, say, “Summer Vacation Planning” or “My History Report.”
  • Examples:“Grocery List for the Week”
  • “Birthday Party Planning”
  • “Website Redesign” (for work)

How to Make a New Project

It’s super easy to start a new project:

1. Inside your workspace, look for a button that says “New Project” or a plus sign (+).
2. Click on it.
3. A space will pop up for you to type in the name of your new project. Make it clear!
4. Hit Enter or click “Create.” That’s it!

Project Views

One cool thing about Taskade is that you can look at your projects in different ways. This helps you see your tasks in the best way for what you’re doing.

• List View: This is the most common view. It’s just a simple list of tasks with checkboxes next to them. Perfect for a quick to-do list.
• Board View: This view looks like sticky notes on a board. You can move tasks between different columns, like “To Do,” “Doing,” and “Done.” It’s great for seeing your workflow.
• Action View: This view focuses on tasks that have due dates and who they are assigned to. It helps you see what’s coming up.
• Mindmap View: This is a visual way to brainstorm ideas. Tasks branch out from a main idea, like a spider web. Great for planning new thoughts.
• Org Chart View: This helps you structure teams or ideas in a hierarchy, like a family tree.

Pro Tip: Don’t be afraid to click around and try different views! You might find one that you really love for certain projects.

Adding Tasks

Once you’re inside a project, adding tasks is as simple as typing.

• Just click on an empty line and start typing what you need to do (e.g., “Buy milk,” “Call Mom,” “Finish report”).
• Press Enter, and your task is added!
• When you finish a task, just click the checkbox next to it to mark it done. It’ll usually fade out or move to a “completed” section.

Breaking Down Big Tasks

Sometimes, a task is too big. You can break it into smaller steps called sub-tasks.

• To make a sub-task, press the Tab key after typing your main task.
• Then, type your smaller step.
  • Example:“Plan Birthday Party” (Main Task)
    • “Send out invitations” (Sub-task)
    • “Order cake” (Sub-task)
    • “Buy decorations” (Sub-task)

Adding Details to Your Tasks

Tasks aren’t just words. You can add more info to them:

• Due Dates: Click on a task and look for a calendar icon. Set a deadline so you know when it needs to be finished.
• Assignees: If you’re working with a team, you can assign a task to yourself or someone else. This makes it clear who is responsible.
• Comments: Need to talk about a task? Click on it and add comments. This is great for asking questions or giving updates without leaving Taskade.
• Attachments: You can add files, pictures, or links to your tasks. This keeps all related info in one spot.

Templates

Imagine you have a common chore, like making a grocery list.

You always need milk, eggs, and bread, right?

Instead of writing those down every time, wouldn’t it be great if you had a ready-made list you could check off?

That’s exactly what templates are in Taskade!

What Are Templates?

Templates are like pre-filled project ideas or structures.

Taskade has many of them already made for you.

They help you start new projects much faster, especially for things you do often.

Why Should You Use Templates?

Templates are super helpful for a few reasons:

• Save Time: You don’t have to start from scratch every time. Just pick a template, and many parts are already set up for you.
• Keep Things Consistent: If you always do a certain type of project, a template makes sure you don’t miss any steps. Everyone on your team can follow the same plan.
• Get Ideas: Sometimes, you’re not sure how to plan something. Looking at Taskade’s templates can give you fresh ideas for how to organize your thoughts.

How to Use Them

Using a template is very simple:

1. When you go to create a new project, instead of starting from a blank page, you’ll see an option to “Browse Templates.”
2. Click on it, and you’ll see a big library of templates.
3. You can search for what you need (like “meeting notes,” “project plan,” or “content calendar”).
4. Once you find a template you like, just select it. Taskade will create a new project filled with the template’s structure.
5. Now, you can change it to fit your exact needs! Add your own tasks, delete parts you don’t need, and make it yours.

Conclusion

You’ve done it!

You now know the basic steps for how to use Taskade. 

You learned how to set up your account.

You also know how to move around your workspace.

And you can build projects and tasks.

We also talked about helpful templates.

Plus, you saw how Taskade makes working with others easy.

Taskade is a powerful tool.

But it’s also simple to use. It helps you get organized.

It helps you finish your tasks.

It also helps you feel less stressed.

Alternatives of Taskade

Here’s how Taskade stacks up against some alternatives, highlighting their key features:

• Sembly: Offers AI meeting notes and action items, great for post-meeting productivity.
• Notion AI: Provides an AI assistant for writing, summarizing, and organizing within your Notion pages.
• Fireflies AI: Automatically records, transcribes, and summarizes meetings, boosting team productivity.
• ClickUp: A powerful all-in-one project management tool with many customizable features.
• Capacities: A flexible workspace for notes, documents, and databases, focused on connecting ideas.
• Notejoy: Simple, fast, and collaborative note-taking for teams, enhancing shared knowledge.
• Notta: Transcribes audio to text quickly, useful for meetings and interviews, like Taskade for voice.
• Craft: Beautiful document creation and note-taking, perfect for visual organization and sharing.
• MeetGeek: AI-powered meeting summaries and highlights, making meeting follow-ups easier.
• Mem AI: An AI-powered workspace that organizes notes and ideas based on connections you make.
• Evernote: A classic note-taking app for capturing web clips, notes, and organizing information.
• Microsoft OneNote: Digital notebook for free-form information gathering, drawing, and typing.

Frequently Asked Questions