What is the difference between a project and a task?

A task is a single specific action. A project combines multiple tasks to achieve a bigger goal.

How many projects can I create?

Unlimited. You can manage as many projects as your team needs.

Can I see project progress?

Yes, you can track statuses, deadlines, and responsibilities in real time.

Is this suitable for small businesses?

Yes, for any team that wants to work without chaos.

All features

Projects

Organize Projects Without Chaos

Create, structure, and manage projects of any scale so your team works smoothly and effectively.

Built for

Project managers
Teams
Studios
Agencies

Try Now See pricing

Projects · Q3 portfolio

Active

2/ 5

Done

1/ 5

On track

3/ 5

Website relaunch
72%
ActiveSprint 4 of 629/40 tasks· due 14 Jun
IOAKMVNS
Marketing campaign Q3
45%
At riskDiscovery9/20 tasks· due 22 Jun
GRVLAK
Mobile app v2
88%
ActiveBeta · prod71/80 tasks· due 30 Jun
IONSDMAK+1
Brand refresh
100%
DoneShipped24/24 tasks· due 02 May
AKVL
Stripe migration
30%
PausedPaused · legal6/20 tasks
IOGR

+18% velocityupdated just now

By the numbers

500+

projects per team

customer data

3 min

to spin up from template

Easylim AI

100%

progress visibility

2025 survey

What's inside

Everything your team needs — in one window

Gain control over all tasks and phases in one place.

Capability 01

Transparent Responsibility

Assign participants and see who is responsible for what.

Capability 02

Flexible Structure

Create projects across different directions and with different teams.

How it works

Marketing Agency

Creates a client project, distributes tasks among copywriters, designers, and marketers, and tracks deadlines.

Small Business (Store)
Construction Company

How it works

IT Team

Breaks product development into blocks, sets priorities, and tracks progress via statuses.

Service Company
Creative Studio

Deep dive

Projects in Easylim — how to structure work when you cross 50 tasks

5 chapters

While the team is small and there's one product, a flat list of tasks is enough. The moment you add a second client, a parallel release, or a new product line — that list turns into a wall of items you can't find anything in. A <strong>project</strong> in Easylim is the container above tasks: it holds the work, the people, the deadlines and the templates for one big initiative. Below: when projects actually start earning their keep, how to structure them, and when they're overhead you don't need.

Розділ

What a project is — and what it isn't

A project is a container for tasks that share a goal: launch a new product, refactor checkout, run the Q3 campaign, service the Acme account. It has a start date, a target end date, a team, a set of custom statuses and its own task templates. It's not just a folder — it's a working surface with its own configuration.

How is a project different from a workspace? A workspace is your entire company, with its billing and user base. A project is one initiative inside that workspace. In Easylim you can have one workspace, "Acme Studio", with 30 projects inside: "Client A", "Client B", "Internal brand", "HR processes".

How is a project different from a task? A task is 1-5 hours of one person's work. A project is 2-12 weeks of 2-15 people's work. If "build the landing page" is a task, then "launch a new landing with content, tests and analytics" is a project of 30 tasks inside.

Workspace = company. Project = initiative. Task = atomic action.
A project has a start date, a target end and a team roster.
A project has its own statuses, templates and permissions. It's not a folder.

portfolio · 4 projects

on track

Pricing v2 landing

Build · sprint 4

ELSMIV

72%

on track

Mobile app v2

Beta · prod

MRKS

88%

at risk

Stripe migration

Paused · legal

IVAN

34%

done

Brand refresh

Shipped

SMMREL+1

100%

Розділ

How to set up a project so you can still navigate it 2 weeks in

The most common mistake is creating a project called "Marketing" and throwing everything in. A month later it has 200 tasks across three clients, two internal campaigns and HR onboarding. Nobody finds anything. Simple rule: one project = one goal with a clear end date. Not "Marketing" — "Pricing v2 landing, ship by Oct 15".

Creation steps: (1) one sentence describing the goal — if it doesn't fit, the project is too big, split it in two; (2) add 3-8 members — past 15 and the project drowns in communication overhead; (3) name the 3-5 stages ("Discovery → Design → Build → QA → Release") that will become your labels or statuses; (4) pick custom statuses for your specifics (marketing: "Waiting on brand"; engineering: "Waiting on QA").

In Easylim you can save a project as a template. Set up client onboarding structure once — every new client spins up with 30 pre-built tasks, deadlines, assignees and statuses in 30 seconds. That saves 2-3 hours per project and removes the "oh we forgot the NDA signing task" risk.

One project = one goal. Not "Marketing" but "Pricing v2 landing by Oct 15".
Up to 15 members is fine. More than that — split into sub-projects.
Project templates save 2-3 hours at the start of every new initiative.

project hierarchy

Pricing v2 landing28 tasks · 7 weeks

Discovery2 tasks

research

brief

Design2 tasks

hero · figma

pricing block

Build3 tasks

markup

a/b setup

analytics

Розділ

Permissions, roles and custom fields — how to run a project with a client or external team

Roles inside a project: Owner (full control, can delete), Admin (manages structure), Member (works on tasks), Guest (sees only what's assigned to them, no internal tasks). When you invite a client into a project, give them Guest with access only to "client-facing" work.

Custom fields at the project level are what separate Easylim from a generic tracker. For a client project, add "Point of contact", "Budget", "Contract #". For engineering, add "Component", "Severity", "Browser". Fields appear on every task in the project and double as filters: "show me all checkout-component tasks".

Task-level permissions: you can configure so a client Guest sees only tasks tagged "client-facing" and never sees internal discussions. With 5 clients in one workspace this is critical — otherwise one client accidentally sees the conversation about another. Audit log on a project shows who changed what and when — for compliance and for the inevitable "who pushed the deadline by a week" moment.

Task templates inside a project: for repeatable work types (new guide, new backup, new release) build a template with subtasks and checklist baked in. The assignee clicks "create from template" and gets a fully-formed task instead of trying to remember what else needs doing.

Guest role for clients = safe access without leaking internal discussions.
Custom project fields double as searchable filters.
Task templates + project template = 80% of the structure in 2 minutes.

roles · who owns what

Elena · PMowner

4 proj

Sam · Designadmin

2 proj

Ivan · Engmember

3 proj

Acme · clientguest

1 proj

guest sees only what you let them see

Розділ

A real example: "Pricing v2 landing" project across 7 weeks

Week 1 — kickoff. Create the project from the "Marketing Launch" template, invite PM, designer, copywriter, front-end, QA. The template already contains 28 typical tasks with deadlines offset from the launch date.

Weeks 2-3 — Discovery. Competitor research, sales interviews, draft brief. The PM checks the "overdue in project" filter weekly and reacts. The client, on a Guest role, only sees the task "Brief for approval" and comments there.

Weeks 4-5 — Build. Designer wraps mockups, front-end starts implementation. The custom "Waiting on brand" status surfaces every external bottleneck. Week 6 — QA + soft launch. Checklist subtasks for cross-browser, mobile, accessibility — each with an owner.

Week 7 — release + retro. Close the project, export a velocity report (28 tasks in 7 weeks = 4/week). What worked feeds back into the template. What didn't goes into a "lessons for next time" doc. The next landing doesn't start from zero.

A project template gives you day-one work without planning.
Client on Guest role = comments in one place, no email ping-pong.
Retro after the project → template gets updated → next time is easier.

one project · two team views

PM team

milestones · timeline

M1 · Discovery

M2 · Design

M3 · Build

M4 · Launch

Design team

mockups · components

hero

pricing

faq

footer

modal

nav

same project · Pricing v2 landing

Розділ

When projects are overhead — and what to use instead

If your team is 4-6 people on a single product, no clients, no parallel initiatives — a plain task system with labels will beat projects. Projects in that setup are pure bureaucracy: you don't need to isolate teams, split permissions, or maintain separate templates.

If you run a continuous operational activity (support, sales, HR) — it's not a project, it's a process. For processes, use Kanban with custom statuses: "New lead → In negotiation → Closed-won/lost". A process has no deadline; a project does.

If you need to see dependencies and the critical path between big initiatives, layer a Gantt chart on top of your projects — it shows where one project waits on another. A portfolio dashboard with per-project widgets is for leads watching 10-15 projects at once.

Rule of thumb: under 6 people on one product → tasks. 6-30 people across tracks → projects. 30+ with a portfolio → projects + dashboard + Gantt.