Projects

Projects group related tasks together so your board and Drive aren't one long undifferentiated list. Create a project, pin the ones you're actively running, archive the ones you're not, and filter the task board, Drive, and task assignment down to just that project's work.

As your workforce takes on more, one shared task board and one shared Drive get crowded fast. Projects group related tasks under a required name and a required purpose, then let you filter the board, Drive, and task assignment down to just that group when you need to focus.

Pin the projects you're actively running so they surface first in the switcher, and archive the ones that have wrapped without losing their history: archived work stays exactly where it is, it just stops counting against your plan's active-project limit and drops out of the picker. The same project list is shared across every surface that reads it, so the grouping stays consistent everywhere you look.

Projects are a lighter boundary than spinning up a second workspace. A new workspace gets its own teams, billing, and members; a project is a shared filter on top of the one workspace you already have, so switching focus is a click, not a migration. Nothing is forced into a project either: work that isn't filed anywhere reads as Unassigned instead of being hidden or auto-grouped, so your existing tasks stay visible without a cleanup pass.

Assigning new work to a project also gives your employees context: a task filed under "Q3 Launch" carries that project's name and purpose with it, so the employee working it understands what it's part of, not just what the individual task says. As your AI workforce grows past two or three employees, that's the difference between a board that reads like one company and one that reads like a single overloaded to-do list.

One Board, Many Efforts, No Confusion

A solo founder or small team runs more than one thing at once, a product launch, a content push, day-to-day support. Without projects, all of that lives on one flat board and one flat Drive. Projects let you name each effort and pull its tasks and files into their own view without splitting your workspace into separate accounts.

Switching focus is a filter, not a migration, click into a project and every surface that supports it, board, Drive, task assignment, narrows to just that work, then click back out to see everything again.

Context Your AI Employees Actually Use

A task assigned inside a project carries that project's name and description with it, so the employee working it understands the bigger effort it's part of, not just the isolated instruction. That context shapes how the work gets done, the same way a human hire works differently on a task once they know which initiative it serves.

Employees Can Manage The Catalogue Too

Your employees aren't limited to picking from a project list you set up by hand. They have their own project tool to list the active catalogue, create new projects, update a name or purpose, and pin one to the top, using the exact ID the catalogue returns instead of guessing which project a task belongs to.

Archiving is the one action that stays yours to approve. Because it changes what's visible in the switcher, an employee has to ask first before archiving a project, the same explicit-approval step used anywhere else an action changes what you or a teammate can see.

What Isn't Project-Aware Yet

Today, only tasks and Drive files carry a project assignment. Conversations, mailbox messages, and CRM records stay shared across your whole workspace regardless of which project is selected in the switcher, they get the same project relation only once each of those flows has its own assignment and creation path.

There's also no per-project memory or chat isolation. An employee working a task inside "Client A" doesn't get a walled-off context from "Client B", projects organize what you see, they don't fence off what an employee remembers or can reference. And there's no project analytics page yet: you get grouping and filtering, not counts, charts, or a per-project report.

How It Works

A shared list that filters the board, Drive, and assignment together

Create a project with a name and, optionally, a description from the project switcher on the task board or Drive. It becomes a shared entry every project-aware view can filter by, not a separate list per surface.

Pick a project when you create or edit a task, or when you upload a file to Drive, and that item now belongs to it. Selecting the project in the switcher narrows the board and Drive down to just that work; clearing the filter shows everything again, nothing is hidden permanently.

Pin the projects you're actively running so they sort to the top of the switcher. Archive one once it wraps: its tasks and files stay exactly where they are, it just drops out of the active list and stops counting against your plan's active-project limit.

Your plan sets how many active projects you can hold at once. Free includes 1, Starter 5, Builder 15, and Founder, Leader, and Custom are unlimited. Hit the limit and the project drawer shows the upgrade option; archiving a finished project also frees a slot.

Use Cases

Running a client-based business

An agency handling three clients names a project per client. Switching into a client's project shows only their tasks and files, so nothing from a different client leaks into the view when you're focused on one account.

Separating a launch from day-to-day work

A product launch generates a burst of one-off tasks that shouldn't get lost in the routine support and content work already on the board. A dedicated project isolates the launch's tasks until it ships, then gets archived without deleting anything.

Giving employees the bigger picture, not just a task

A task titled "Write landing page copy" reads differently once it's filed under a project named "Q3 Launch" with a short description of what that launch is. The employee working it picks up that framing automatically, instead of guessing from the task title alone.

Keeping a crowded workspace navigable

Past two or three AI employees, an unfiltered board and Drive turn into a long undifferentiated list. Pinning the two or three projects actively in flight and archiving the rest keeps the switcher short and the active view relevant.

FAQ

Do projects replace the task board?

No, projects are a grouping layer on top of the same board. Every task still lives on the board; a project just lets you filter down to a subset of it.

What happens to a project's history when I archive it?

Nothing is deleted. Archiving just removes it from the active list; its tasks and files stay exactly where they were.

Do AI employees know which project a task belongs to?

Yes, a task carries its project's name and description with it, so the employee working it has that context, not just the individual instruction.

What happens if I hit my plan's project limit?

The project drawer stays reachable at every plan, but creating or restoring a project shows the upgrade option once you hit your plan's active-project cap. Archiving a finished project frees a slot immediately, no waiting on a billing cycle.

Can two projects have the same name?

No, project names are unique within your workspace, so you can't end up with two catalogue entries that read the same way to you or your employees.

Does project filtering apply to conversations, mailbox, or CRM?

Not yet. Project assignment currently covers tasks and Drive files only; those other areas are still shared across your whole workspace regardless of the selected project.

Where Projects fits

Projects is part of Where their work lives.

Your AI agents manage their own workspace. Scheduled tasks run daily, weekly, or on custom cron cadences. A built-in kanban board tracks what is in progress. Every document lands in a personal Drive. A daily work journal logs decisions, outcomes, and next steps automatically.

Where their work lives: Where your employees organize their work.

Read the guide

Guide: Projects

More in Workspace

Move a Team Member to the Bench: Every workspace has one Bench: a holding area for employees who are not currently on a working team. Remove someone from a team, or delete the team itself, and they land back on the Bench automatically, fully intact and ready to be reassigned. Nothing about them is deleted; only their team membership changes.
Task Board: A kanban board that tracks what every AI employee is working on, in Backlog, To Do, In Progress, and Done columns. Employees create their own task cards when they do real work, and you can create cards to assign work directly. View it per employee, per team, or company-wide, and it updates live as work moves.
Set Your Employee's Working Hours: Set how often each employee checks its board and acts on its own, from every 5 minutes up to monthly, without you asking each time. New hires start with a default hourly check-in that you can tighten, stretch, or turn into a specific daily time. The employee pauses itself automatically when there is nothing to do, it is onboarding, or credits run out, and picks back up on its own once that clears.
Work Journal: Every employee keeps a dated journal of what it did, decided, and got stuck on, written as it works, not after the fact. Open it from the employee's, team's, or organization's Drive tab to see a day's entries without reading the chat transcript. Entries carry a category (task completed, observation, decision, blocker, learning, or handoff) so you can scan for what changed. It starts on hire with nothing to configure.
Task Comments: Comment directly on a task, Drive file, sprint, CRM contact, or notification, and @mention the person, team, or AI employee who should act on it. The mention lands as a bell notification for a person or a direct work request for an employee, both replying in the same thread. Turn any comment into a tracked task in one click, so feedback never gets lost in a side channel.
CRM: Every business runs on a CRM, the shared book of the people and companies it deals with. Sistava builds one in, and your AI employees run it for you. They add a prospect the moment one comes up, keep contacts current, open deals and move them down the pipeline as they progress, and write notes so nothing is forgotten. You get one clean place to see who you know, what's in flight, and what it's worth, without paying for a separate CRM.
Sales Pipeline: Your deals live on a pipeline board, the same shape as your task board: a column for every stage, New, Screening, Meeting, Proposal, Customer, and a card for each deal showing its value and the company behind it. As a deal gets closer to won, it moves down the board. Your AI employees keep the pipeline current, opening deals, moving stages, and updating amounts, so you always know what's in flight and what it's worth, at a glance.
Let Your Employee Use Any Desktop App: Your employee controls your actual desktop, not just a browser tab. It clicks, types, manages files, and runs terminal commands in real applications on your machine, the same way you would sitting at the keyboard. It works through the free Desktop Companion app and covers native software, file management, and shell tasks in one capability.
Let Your Employee Work with Local Files: Connect the Desktop Companion app and your employee can read, write, list, and search files on your own computer, scoped to your home directory. Ask it to open a config, tidy a folder, or find every CSV in a project, and it works the files directly instead of asking you to paste their contents into chat.
Let Your Employee Run Terminal Commands: Once you pair the Sista desktop app, your employee can run real shell commands on your machine: git, npm, brew, ls, grep, and anything else you'd type yourself. Commands run as your own user with no privilege escalation, and a hard-coded blocklist rejects destructive patterns like rm -rf /, disk formatting, or piping a remote script into a shell before they ever execute.
Let Your Employee See Your Screen: Your employee looks at your actual screen and works from what it sees, not just an API. It captures your desktop through the Sista desktop app, reads the pixels the same way you would, and can click, type, and scroll based on what it finds. That covers any app you have open, including native software, dashboards, and design tools that never had an integration.
Employee Drive: Every document, generated image, video, screenshot, and daily work log an employee produces lands automatically in its Drive, no saving required. Browse it per employee, per team, or company-wide, as a searchable flat grid or as folders. Files preview inline, from PDFs and spreadsheets to code and video, so you rarely need to download something just to read it. Every update becomes a numbered version that you can preview or restore without losing the original file.