Custom fields, workflow automations, and templates are available on the Pro plan and above. Saved views and custom task statuses are available on all plans, including Free.
Custom fields
Custom fields let you attach structured data to tasks and projects beyond the built-in properties. You can add them at the project level, and they appear on every task within that project.Field types
Text
Text
A free-form single-line or multi-line text input. Use text fields for short notes, external reference numbers, stakeholder names, or any unstructured string data that does not fit a predefined list.
- Single-line: Best for short values like a ticket ID or a client name.
- Multi-line: Supports longer content such as acceptance criteria or context notes.
Number
Number
Stores a numeric value. Number fields support integers and decimals. Use them for story points, budget figures, hours estimates, or priority scores. You can optionally set a unit label (for example,
pts or hrs) that displays alongside the value.Date
Date
A date picker field for capturing a specific calendar date. Date fields are independent of the built-in due date — use them for tracking external deadlines, review dates, launch dates, or any other milestone that matters to your workflow. Dates can also be used as trigger conditions in automations.
Select
Select
A dropdown that allows exactly one value from a predefined list of options. Use select fields when a task can only be in one state at a time — for example, a Priority field with options Low, Medium, High, and Critical. You can define and reorder options at any time; existing values are preserved when you rename or reorder options.
Multi-select
Multi-select
A dropdown that allows multiple values to be chosen simultaneously. Use multi-select fields for tagging tasks with categories, affected platforms, team areas, or any attribute where more than one value can apply. Values appear as removable chips on the task card and can be used as filter conditions in views.
Checkbox
Checkbox
A boolean true/false toggle. Use checkbox fields for simple binary attributes: whether a design review is complete, whether a legal sign-off has been obtained, or whether a feature is flagged for a demo. Checkbox fields render as a checkmark on task cards when enabled.
Creating a custom field
Open project settings
Navigate to the project where you want to add the field. Click the … menu in the project header and select Project settings, then go to the Fields tab.
Add a new field
Click Add field. Enter a field name and select a field type from the dropdown. For Select and Multi-select fields, add your list of options — one per line. Click Create field when done.
Set a default value (optional)
After creating the field, click the field row and toggle on Set default value. New tasks created in this project will automatically populate the field with the value you specify.
Custom task statuses
Task statuses represent the stages a task moves through in your workflow. Teio comes with a default set (To do, In progress, Done), but you can fully replace or extend these per project. To manage statuses, go to Project settings → Statuses. From there you can:- Add a status — click Add status, enter a name, and choose a color. New statuses are added to the end of the column order by default.
- Rename a status — click the status name to edit it inline.
- Reorder statuses — drag statuses into the column order that matches your workflow stages.
- Mark a status as completed — toggle Mark as complete on any status to treat tasks with that status as done for the purposes of progress calculations and filters. You can have more than one completing status (for example, both “Done” and “Cancelled”).
- Delete a status — click Delete on a status and choose a replacement status for any existing tasks currently using it.
Workflow automations
Automations let you define rules that execute actions automatically when certain conditions are met, eliminating repetitive manual updates and handoffs. Each automation rule follows a trigger → condition → action structure:| Part | Description | Example |
|---|---|---|
| Trigger | The event that starts evaluation | Task status changes |
| Condition | An optional filter narrowing when the rule fires | New status is “Done” |
| Action | What Teio does automatically | Notify assignee, set a field, create a subtask |
Creating an automation rule
Open the Automations panel
Navigate to your project and click Automations in the project toolbar, or go to Project settings → Automations. Click New rule.
Choose a trigger
Select what event will activate the rule. Available triggers include:
- Task status changes
- Task is created
- Due date arrives or passes
- A custom field value changes
- A specific member is assigned
Add conditions (optional)
Narrow when the rule fires by adding one or more conditions. For example, if your trigger is Task status changes, you can add the condition New status is “Done” so the rule only fires on that specific transition, not every status change.
Define actions
Choose one or more actions to execute. Available actions include:
- Notify assignee or a specific member — sends an in-app and/or email notification
- Change task status — moves the task to another status automatically
- Set a field value — updates a custom or built-in field (for example, set Priority to High)
- Assign to a member — assigns or reassigns the task
- Create a subtask — generates a new subtask with a specified name and optional assignee
- Post a comment — adds an automated comment to the task activity feed
Saved views
Views let you apply a combination of filters, grouping, and sorting to your task list and save the result so you can return to it instantly. Every team member can create personal views, and Admins can pin shared views for the whole project. To create a saved view:Configure your task list
In any project’s task list, use the Filter, Group by, and Sort controls in the toolbar to set up the view you want. For example: filter by Assignee = me, group by Status, sort by Due date ascending.
Save the view
Click Save view in the toolbar. Enter a name for the view and choose whether it is Personal (visible only to you) or Shared (visible to all project members). Click Save.
Templates
Templates let you save a project or task structure and reuse it for future projects or recurring work, preserving custom fields, statuses, task lists, and automation rules without duplicating data.Project templates
Save an entire project — including its statuses, custom fields, sections, and task structure — as a template. When you create a new project, choose From template to pre-populate it with this structure instantly.
Task templates
Save a single task and its subtasks as a template. Use task templates for recurring deliverables like onboarding checklists, bug report structures, or content production tasks.