Work management inside WordPress

Most WordPress project management plugins are pure task boards: no idea who the customer is, no link to a deal value, no view of what a client has already been invoiced for. Most CRMs, meanwhile, stop at "won" and hand delivery off to a different tool entirely — which is exactly where the handoff drops context. Stillpoint keeps the two in one item store so a project can carry a linked contact, company and deal without an integration in the middle.

That is the pitch for a self-hosted work OS on WordPress specifically: your task data, your customer data and your revenue data sit in the same database, on your own server, under your own backup policy — not spread across a CRM subscription and a separate project management subscription that happen to sync nightly.

Everything sits in one hierarchy: workspaces contain folders, folders contain boards, boards contain groups, groups contain items, and items can carry subitems for a further level of breakdown. That single structure is what lets "my work across every board" exist at all — there is one item store underneath, not a different data model per board.

Boards define their own schema rather than inheriting a fixed set of columns. Choose from 24 column types, including plain text, numbers, dates, people, status, and — because the board lives next to the CRM — dedicated CRM contact, company and deal columns, plus an order column for linking to a WooCommerce order. A delivery board can therefore show the client, the deal it came from and the order it fulfils, right next to the task list.

Table view and kanban view are two lenses on the same items, not two separate feature sets — switch views and the data underneath is identical. Kanban is drag-and-drop for status: pick up a card and drop it in another column to set its status column, the same gesture people already know from the CRM's deal pipeline.

Items can carry multiple assignees rather than a single owner, which matters the moment a task genuinely needs two people — a reviewer and a doer, or a pair working together — and forcing a single-assignee field would just push the second name into a comment instead.

Field-level activity history logs exactly what changed, by whom: "Status: Working on it → Review, by Sarah" rather than a vague "item updated" line. That granularity is what makes the history actually useful when you need to reconstruct how a task drifted or who approved a change.

Comments support @mentions and file attachments, so discussion and documents stay attached to the item they concern instead of scattering across email and chat. Access is controlled by five roles — viewer, commenter, editor, owner, plus a WordPress admin role — enforced server-side, so a permission check can't be bypassed by a client-side toggle.

Every save uses optimistic locking. If two people open the same item and one of them saves first, the second save is refused rather than silently overwritten — the second person sees a conflict and has to refresh and reapply their change on top of the current version. It is a deliberately unglamorous safeguard, and it is what protects you in the absence of real-time collaborative editing (see "Honest limitations today" below).

A project sits above its boards and links directly to a company, contact and deal, carries a budget, and rolls its progress up from the boards underneath it — so a project's percent complete is a real aggregate of item status, not a number someone types in from memory.

Project health is suggested rather than dictated, and the reasoning is shown rather than hidden: the suggestion is transparent about which signals it used (overdue items, budget pace, progress against elapsed time), so a project manager can agree with it, override it, or dig into why it flagged amber. There is no opaque score with no explanation attached.

Five project templates ship with the plugin, each with tasks whose dates are set as day offsets from the project start rather than fixed calendar dates — apply a template on Tuesday or on the 30th and the task dates shift with it correctly.

Dependencies support all four standard relationship types — finish-to-start, start-to-start, finish-to-finish, start-to-finish — with cycle detection so you cannot wire two items into a dependency loop that can never resolve. Rescheduling a predecessor is opt-in: choose to cascade the change and dependent items shift while preserving their original duration, or leave dependents untouched if the shift doesn't apply.

Milestones mark zero-duration checkpoints on a project, and timeline bars render the date range of items and milestones so a project's shape is visible at a glance. Recurring tasks regenerate on a schedule for the work that repeats — weekly reporting, monthly reconciliation — without recreating the item by hand each cycle.

Approval steps let a task require sign-off before it can move forward, useful anywhere client or internal review gates the next step. Time tracking records hours against an item with a billable flag, so time that should be invoiced is distinguishable from time that shouldn't be, without a separate timesheet tool.

Workload view compares estimated effort against assignee capacity, and it states its basis plainly — it is built from item-level estimates, not from actual logged time, so a workload view is only as accurate as the estimates entered into it. We say this rather than let the view imply a precision it doesn't have.

The form builder produces a public-facing form whose submissions become work items directly on a chosen board — a client intake request or an internal ticket form that lands as a real, assignable item rather than an email to be manually re-typed into a board.

CSV import and export cover items, so bringing an existing task list in, or getting your data out, doesn't require touching the database directly.

We would rather list these plainly than let you discover them after buying:

An automation can turn a won deal directly into a project: when a deal moves to a won stage, the trigger-and-action model described on the automations page creates a project from a template, carrying over the linked contact, company and deal value, so delivery starts from the moment sales finishes rather than after a manual kickoff meeting.

Because projects link to contacts, companies and deals, they show up on Customer 360 alongside the deal history, quotes, invoices and orders for that account — one place to see what a customer bought, what they are owed, and what is currently being delivered for them. See also how WooCommerce orders feed the CRM for the ecommerce side of that same record.