How to use Upbase's Spotlight

Managing tasks across multiple projects can be overwhelming, especially when you're handling several ongoing priorities.

Typically, you'd manage your priorities by going to each list and manually checking what needs attention. But as your lists grow, this becomes inefficient and time-consuming. Constantly jumping between lists can make it hard to stay organized, with important tasks getting buried beneath less critical ones.

Even if you have hundreds or thousands of tasks, only a handful truly require your attention at any given time, whether over days or weeks.

That's where Spotlight comes in. It offers a centralized hub where you can pin your most important tasks from any list, ensuring nothing slips through the cracks.

With Spotlight, you can easily track, prioritize, and organize key tasks, helping you stay focused and productive without the hassle of navigating multiple lists.

Additionally, you can create an Inbox section to quickly capture your tasks as they come to mind.

Notes:

• Spotlight is a Premium feature.
• Not available for guests.

Customize your Spotlight page

The Spotlight menu is right below the Schedule on the left sidebar.

By default, Spotlight comes with five sections:

• Inbox: A space for a quick brain dump where you can capture tasks and ideas before categorizing them later. This helps reduce mental clutter and stay organized. We highly recommend keeping this section.
• Upcoming: A section for critical tasks you need to focus on in the near future.
• Urgent: Tasks that require immediate attention.
• In progress: Tasks you're currently working on.
• Completed: Tasks you've finished.

You can fully customize your Spotlight page by reordering, adding, removing, or renaming sections to suit your workflow. Here are some ideas:

• This month: Important tasks for the month.
• Next week: Tasks to work on next week.
• This week: Focus for the current week.
• To reply: Emails, messages, or calls that need a response.
• Waiting on: Tasks pending action from others.
• Goals: Track quarterly, monthly, or weekly goals.

Popular Workflows for Inspiration

• Status: Next, In Progress, Waiting on Others, Done.
• Time-based: This Month, Next Week, This Week, Today, Completed.
• Weekly Planning: Upcoming, Next Week, This Week, Completed.
• Daily Planning: Today, Tomorrow, Upcoming, Completed.
• Category: Personal, Work, Health, Completed.
• Assigned To: Me, Team Member 1, Team Member 2, Completed.
• Type of Work: Product, Marketing, Customer Support, Completed.
• Personal and Professional: Personal Tasks, Work Tasks, Completed.

Add tasks to Spotlight

You can add new tasks directly on the Spotlight page using the "Add Task" button or add existing tasks from the task details page.

Another option is to click the ellipsis icon on a task card and select the Spotlight dropdown menu.

Once added, you will see a Spotlight indicator on the card.

Remove tasks from Spotlight

To remove a task from Spotlight, simply click the "Remove" icon on the task card. Keep in mind that this won't delete the task; it will only remove it from your Spotlight view.

You can also remove tasks from Spotlight by clearing the selected section in the task details view.

Team Spotlight (Soon)

Your Spotlight is visible to other team members in your workspace. They can see all sections and tasks they have permission to access, but they cannot view private tasks (those not assigned to any list) or tasks in lists that aren’t shared with them.