New feature

Your Statuses, Your Rules: Custom Task Workflow per Company

Rename statuses, add your own (Backlog, Blocked, In Review…), decide which moves are allowed and who can make them, require a reason for some moves, and drag cards on the new board.

October 31, 2026 · 5 min read · By Scriptimiz Insight LLP

Every company works a little differently. Some need a Backlog, some need In Review, others need Blocked. TaskFlow now lets each company set its own statuses and, if it wants, rules for how tasks move between them.

Set up your statuses

Admins open Workflow → Statuses. Add, rename, recolour and reorder statuses, and choose where new tasks start. Each status has a category: Not started, In progress or Done. Progress bars, "% completed" and the dashboard tabs use the category, so any status names work.

Workflow settings with Backlog, To Do, In Progress, In Review, Blocked and Completed — Your company's statuses, in board order.

Decide which moves are allowed (optional)

By default anyone can move a task to any status. Switch on Only allow these moves to control it. Each allowed move can have a button name (for example Send for review), can be limited to Staff, Managers or Admins, and can ask for a reason. Admins can always move a task, to fix mistakes.

Allowed moves list with roles and Ask for a reason options — Only managers can approve. Requesting changes needs a reason.

Drag tasks on the board

The new Board shows one column per status. Drag a card to move it; only the columns your workflow allows accept it. On touch screens or with a keyboard, use the ⋯ menu on the card.

Kanban board with Backlog, To Do, In Progress and In Review columns — The board follows your statuses and colours.

Move a task from its page

On the task page, Move to lists only the moves you are allowed to make, using the names you gave them. When a move needs a reason, TaskFlow asks for it, and the reason is added to the task's comments so the assignee sees it.

Move to menu with Request changes, Mark blocked and Approve — A manager sees Approve. Staff don't.

Dialog asking for a reason before requesting changes — Some moves ask for a short reason.

Status history on every task

Every move is recorded: who moved the task, from where to where, when, and why.

Status history timeline with a reason for requested changes — The history shows the review going back and forth.

Try it in your company

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