Team, filters and history

The team list

Task Keeper has no sign-up and no invite form. Its team list fills itself:

• People in the file. Whenever the widget updates, everyone who is in the file at that moment is added (Figma’s list of active users).
• People who use the widget. You are added when you add a task, move a card, approve it or request a revision, assign or unassign someone, open a card’s assign list, or choose My tasks in the filter.

Names and photos come from the Figma accounts and are updated when a person is seen again with a new name or photo. You cannot add someone by name or email: Figma does not give widgets the member list of a team or organization, so a person who has never been in the file cannot be assigned.

The Team panel

Turn on Edit team in the toolbar to show the Team panel under the columns, with the hint Everyone who opens the board is added automatically. It shows No one yet. while the list is empty. For each person it shows the photo or initials, the name and the number of cards assigned to them in all columns, such as 3 tasks. People are sorted by name.

Removing people

Click × (Remove from team) next to a person. Then:

• their cards become unassigned (this is not recorded in the history),
• they are not added back automatically when they are in the file; they come back only when they use the widget themselves, as described above,
• Done cards they approved no longer show the Approved by line, and revision notes they wrote show Revision 2 without their name,
• their name stays in the history of every card,
• a filter on that person returns to All tasks.

Photos and initials

A person with a profile photo in Figma appears with that photo. Without a photo, Task Keeper shows the first letters of the first two words of their name on the color Figma gives that person. Cards show the photo or initials and the person’s first name.

Assigning a task

1. Click the circle in a card’s action row. On an unassigned card it is a dashed circle (Assign).

2. The Assign to list opens with everyone in the team list. If it is empty, it says The team list is empty. People who open the board are added here.

3. Click a name. The card shows that person’s photo or initials and first name, and the history records assigned it to Mira.

A card has one assignee. To change it, open the list again and click another name; the current assignee has a check mark. Remove assignment at the bottom of the list clears it and records removed the assignment. Opening the list also adds you to the team list.

Filters

Choose a filter from Filter in the widget’s toolbar. One filter is active at a time; filters cannot be combined.

Option	Shows
All tasks	Every card (the default)
My tasks	Cards assigned to you
Each person in the team list, by name	Cards assigned to that person
Unassigned	Cards with nobody assigned
High priority, Medium priority, Low priority	Cards with that priority
Tag: and a tag name, for each tag	Cards with that tag

While a filter is on:

• a dark strip next to the title shows the filter and how many cards it shows out of all cards, for example High priority · 4/15. Its × (Clear filter) returns to All tasks,
• the column counts and the progress bar only count the cards that match,
• a column without matching cards says No tasks match this filter,
• a task you add that doesn’t match the filter, such as an unassigned task while you filter by a person, is added but hidden until you clear the filter,
• Move up and Move down swap a card with the neighbour you can see,
• Clear done still deletes every card in Done, including hidden ones.

If the person or tag of the active filter is removed, the filter returns to All tasks.

Everyone sees the same filter

A FigJam widget looks the same to everyone, so the filter is part of the board. When you change it, it changes for everyone looking at the board.

My tasks is a shortcut to your own name: when Mira chooses it, the filter becomes Mira, the strip and the toolbar show her name, and everyone sees Mira’s tasks. To see your own tasks, choose My tasks yourself, which changes the filter for everyone again.

Tip

Clear the filter when you are done, so the next person who opens the board sees every card. If people need different views at the same time, give each list its own widget.

Progress bar

Progress in the top row shows the number of cards in Done out of all cards shown, for example 3 / 12, and a green bar for the share that is done. With a filter on, both numbers only count matching cards. Subtasks do not count.

History

Click History (the clock icon) in a card’s tool row to show the card’s history, newest first. Each entry shows the date and time (day, month, hours and minutes), the name of the person who did it and what happened. Approvals have a green dot, revisions an orange one.

Action	History entry
Adding the task	created the task
Moving it between To do and In progress	moved it to In progress / moved it to To do
Send to review	sent it to review
Approve	approved it
Revision and Send	requested revision 1: “Make the logo larger”
Back to review	moved it back to review
Assigning	assigned it to Mira
Remove assignment	removed the assignment

Not recorded: title edits, priority changes, reordering, tags, subtasks, links, and cards that become unassigned because their assignee was removed from the team.

• Names are kept. Each entry stores the person’s name as it was at that moment, so it stays after they are removed from the team or rename their Figma account.
• Notes are kept in full. A revision entry contains the whole note.
• Last 50 entries. Each card keeps its 50 most recent entries; older ones, eventually including created the task, are dropped.
• Language. Entries are shown in the widget’s current language. Names and note texts stay as written.
• Deleting a card deletes its history, and Clear done deletes the history of every card in Done.