Projects, topics and keywords
Two tabs in the Workspace group of Settings organize your work. Settings → Projects manages the projects in the current workspace. Settings → Topics & Keywords manages your own topics, the keywords AI picks from sessions, and the labels you use to capture action items.
For what projects, topics and action items are and how to use them day to day, see Projects, Topics and keywords and Action items.
Projects
Settings → Projects lists every project in the workspace. Pinned projects come first, then the rest in their saved order, then by name. Each row shows the project icon, its name, its type and how many sessions it has. The project you are working in is marked Active.
| Control | What it does |
|---|---|
| New project | Opens the New project dialog. If your plan's project limit is reached, TalkBar shows your plan limits instead. |
| Row menu (⋮) → Pin project / Unpin project | Pins the project so it sorts first and stays in the sidebar. |
| Row menu (⋮) → Edit project | Opens the same dialog to change the project. |
| Row menu (⋮) → Move to Trash | Moves the project to Trash after you confirm. Its sessions, documents and memories stay, and published session links stay live. |
| Show deleted (n) / Hide deleted (n) | Shows or hides the Deleted projects list. Appears only when at least one project is in Trash. |
New project and Edit project dialog
| Field | What it does | Default |
|---|---|---|
| Icon | The project icon shown everywhere in the app. Use the default folder clears it. | Default folder icon |
| Name | The project name. | — |
| Type | The kind of project: Client, Engagement, Recurring, Internal, Personal, Research, Product, Sales, Hiring, Education, Event or Support. | Client |
| Upload logo / Change logo / Remove logo | An image shown on the project page. The icon is used everywhere else. | No logo |
| Color | The project color. A picks a color automatically. | Automatic |
| Organization | Links the project to a company. | No organization |
| Default session template | The template new sessions in this project start with. | No default template |
| Links | Labeled links to docs, boards or repos for the project. Add link adds a row. | None |
| Description | What the project is about. Accepts pasted Markdown and images. | Empty |
Deleted projects
When you click Show deleted, the Deleted projects list shows each project in Trash and when it was moved there.
- Restore brings the project back.
- Delete permanently opens a confirmation dialog. It cannot be undone.
In the Delete permanently dialog:
| Control | What it does | Default |
|---|---|---|
| Delete everything / Keep contents | Delete everything erases the project's sessions, documents, memories and extracted items, and takes down their published links. Keep contents deletes only the project; its contents move to No project and their published links keep working. | Delete everything |
| Create a backup first | Makes a backup before deleting. | On |
| Type the full project name … to confirm | You must type the exact project name before the delete button turns on. | — |
If a permanent delete fails partway, the button changes to Retry. A retry always continues with the choice you made the first time.
Topics & Keywords
Settings → Topics & Keywords has three inner tabs: Topics, Keywords and Action Items. The Topics and Keywords tabs show a count of their items.
Topics
Topics are your own labels for sessions and notes. They apply to the whole workspace and have only a name and a color.
| Control | What it does |
|---|---|
| New topic | Opens a form with a color picker and a Topic name field (up to 80 characters). Create saves it. A new topic gets a random color unless you choose one. |
| Topic name | Click a topic's name to open its page with the sessions and notes tagged with it. |
| Edit (pencil) | Rename the topic or change its color, then Save. |
| Delete (trash) | Deletes the topic after you confirm with Delete Topic. The dialog shows how many sessions and notes use it. Those sessions and notes are kept; only the topic is removed from them. |
Keywords
Keywords are picked by AI for each session when its summary is generated. They appear here after the first summary.
| Control | What it does | Default |
|---|---|---|
| Search keywords | Filters the list by text. | Empty |
| All / No topic | No topic shows only keywords that don't yet match one of your topics. | All |
| Click a keyword, Select all | Selects keywords for a bulk action. Click a selected keyword again to deselect it. | — |
| Remove (×) on a keyword | Removes that one keyword, after you confirm. | — |
| Convert to topics | Creates a topic for each selected keyword, or reuses a topic with the same name, and assigns it to the sessions that carry the keyword. Keywords stay on the sessions. | — |
| View sessions | Opens the session list filtered by the selected keywords. | — |
| Clear | Clears the selection. | — |
| Delete | Removes the selected keywords from every session that carries them. AI will not add them back unless you add them on a session yourself. | — |
| Keyword menu → Convert to topic | Converts one keyword. If a topic with that name already exists, you are asked to Assign topic; otherwise you name the new topic and choose Create and assign. | — |
| Load more | Loads the next page of keywords when the list is long. | — |
Action Items
The Action Items inner tab manages Action item labels: the names, icons, colors and order of the choices you see when you capture an action item.
| Control | What it does | Default |
|---|---|---|
| Catalog | Chooses which labels you are editing: Workspace defaults (available in every project and in sessions without a project) or one project. Project labels are added to the workspace labels and can have their own order. | Workspace defaults |
| Add label | Creates a label in the selected catalog. | — |
| Drag handle | Drag a row to change the order labels appear in capture menus. | — |
| Label menu → Edit | Change the label's icon, name or color. | — |
| Label menu → Hide from capture menus / Show in capture menus | Hides a label without deleting it. Hidden labels move to Disabled Action items. | — |
| Label menu → Archive | Removes a label you created from capture menus. Existing action items keep its name, icon and color. Built-in labels can't be archived. | — |
| Enable (in Disabled Action items) | Turns on a ready-made or hidden label. | — |
In a project catalog, labels marked Managed in Workspace defaults come from the workspace. You can reorder them for the project, but you edit them under Workspace defaults.
Built-in labels. Every workspace starts with four visible labels: Task, Follow-up, Question and Decision. It also includes ready-made labels that start under Disabled Action items until you enable them: Idea, Risk, Blocker, Commitment, Request, Waiting on, Delegated, Parking lot, Research, Agreement and Trade-off.
Behavior. When you add a label, you pick its Behavior. It can't be changed after the label is created.
| Behavior | Statuses | Due dates and assignees |
|---|---|---|
| Task | Open → Done | Yes |
| Follow-up | Open → Done | Yes |
| Question | Open → Answered, with an answer field | No due dates |
| Decision | Active → Superseded | No due dates |
AI summaries capture tasks as action items, questions as open questions and decisions as decisions.