How to Build a Project Management App in Bubble.io
Every team’s workflow is slightly different, and the differences compound into friction with off-the-shelf PM tools. Complete data model, five views (Kanban, List, My Tasks, Dashboard, Timeline), and a task notification system — all buildable in 2-3 weeks.
When Trello and Asana Don’t Fit
Project management tools are among the most commonly built applications on Bubble. Not because Trello and Asana are bad tools, but because every team’s project management workflow is slightly different, and the differences compound over time into significant friction. A custom Bubble PM tool built for your team’s exact workflow takes 2-3 weeks to build and works exactly as your team thinks — with no adaptation required.
From Workspace to Task
Project
workspace
-> Workspace
name
text
status
option set (Active / On Hold / Completed / Archived)
owner
-> User
due_date
date
task_count, open_task_count
number (denormalised)
Task
project
-> Project
workspace
-> Workspace (for direct queries)
title
text
description
text
status
option set (To Do / In Progress / In Review / Done)
assignee
-> User
due_date, completed_at
date
priority
option set (Low / Medium / High / Urgent)
created_by
-> User
Comment
task
-> Task
author
-> User
content
text
created_at
date
mentions
list of User (@mentions)
How Teams Actually See Their Work
Kanban Board
Columns for each status: To Do, In Progress, In Review, Done. Each column is a Repeating Group filtered by status. The Draggable Elements plugin enables drag-and-drop task moving between columns. Task count badge on each column header reads the denormalised count.
List View
All tasks in a sortable table: title, assignee, due date, priority, status. Filter by project, assignee, priority, and status. Sort by due date (ascending) to see what is urgent. Row click opens the task detail panel on the right without navigating away.
My Tasks
The view every team member defaults to: tasks assigned to Current User, sorted by due date, filtered by status (open only). Highlights overdue tasks in red. One-click status updates. The view that makes the tool feel personal and essential.
Project Dashboard
Per-project view showing: open task count, overdue task count, tasks by assignee, completion percentage, and upcoming deadlines. All metrics read from denormalised fields on the Project record. Renders instantly regardless of task volume.
Timeline / Gantt
Tasks with due dates displayed on a horizontal timeline. Requires a custom Repeating Group with dynamic positioning calculated from date offsets. Not the easiest view to build but the most impressive for stakeholder presentations.
Keeping the Team Informed
Workflow: When task’s assignee changes
Step 1
: Only when Task’s assignee is not empty
AND
: Task’s assignee != Current User (don’t notify yourself)
Step 2
: Create Notification
recipient = Task’s assignee
type = Task_Assigned
title = Current User’s name + ‘ assigned you a task’
body = Task’s title
link_url = ‘/task/’ + Task’s Unique ID
Step 3
: Send email to Task’s assignee
Subject: ‘[Project name] Task assigned: [Task title]’
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