What does connecting your own AI model mean?
Connecting your own AI model means that the assistant in Task Manager uses your account with the provider. You enter an API key for OpenAI, Google Gemini, Anthropic Claude or xAI Grok. To use the assistant, you need an account and API key with one of these providers.
You can choose one of four providers. The provider list also includes a "None" option - once saved, the program removes the stored key and model. Without AI configured, the knowledge base (Pro plan) doesn't update, so new notes and files don't get added to its index.
The key is stored in the database in encrypted form. Once it’s saved, you won’t see it in full. Changing an individual setting, such as the maximum response length, doesn’t delete the key.
What does the setup look like in the app?
Open the AI settings using the cog icon in the top-left corner, then go to the “AI” tab. Choose a provider, paste in your key and use the refresh button next to the model list. The app retrieves the current list from the provider and filters out models that don’t support chat.
One model from each provider is marked “(recommended)”: gpt-4o, gemini-2.0-flash, claude-opus-4-8 and grok-3. Once you’ve selected a model, click “Save AI settings”. The app tests the connection straight away and displays any warnings. This means you can find out about an invalid key during setup, rather than only when you ask the assistant a question.
Task Manager also accounts for differences between providers. Claude and Gemini require conversations to start with a user message and adjacent messages from the same role to be merged. The app reformats the messages accordingly. OpenAI reasoning models use a different name for the token limit parameter than older models; the app selects the right one automatically.
For temporary errors, the app retries up to three times. For a 429 response, the intervals between retries are 2 and 8 seconds. Error messages are in Polish and distinguish between an exhausted provider budget and a request limit being exceeded.
What do you gain?
You don’t need to check after every event whether automations can still use AI without restrictions. The default daily limit is 200 requests. Once it’s reached, recipes that use AI are skipped until the end of the day, and the counter resets at midnight.
Your team can work with multiple attachments without automatically using up requests to summarise them. By default, summaries are created only when you start the process manually. That way, you can decide when a summary is needed.
You can find your documents without AI too: in the Notes window, the Find button searches note titles and content, and in Files you can search for a file by part of its name. In the Pro plan, notes and files go into the knowledge base without being summarised by the model - only tasks and chats are summarised.
An everyday example
The design studio starts with Gemini because someone on the team already has an account. For the first month, the AI Assistant mainly answers questions about decisions made in tasks.
After a month, the team wants to try out the Assistant with Claude. The administrator changes the provider in settings, pastes the new key, refreshes the model list and saves the choice. The program tests the connection. The team works in the Pro plan and needs to account for one difference: semantic search in the knowledge base requires OpenAI or Gemini, so it won't be available after switching to Claude.
Frequently asked questions
Which AI providers can I connect to Task Manager?
Task Manager works with four providers: OpenAI, Google Gemini, Anthropic Claude and xAI Grok. You need your own account and API key to connect to each one.
What do I need to use the AI Assistant?
To use the AI Assistant in Task Manager, you need an account and API key with one of the supported providers: OpenAI, Gemini, Claude or Grok.
How do I know which models are available?
Once you’ve entered your key, you can refresh the list of models in the AI settings. Task Manager retrieves the list from the provider and displays models that support chat. One model from each provider is marked “(recommended)”.
Do I have to use AI?
No. Task Manager works without AI: tasks, chats, calendar, notes and the other modules don't need an API key. An account and key with a supported provider are only needed for the AI Assistant and the other AI features, including the knowledge base in the Pro plan.
Is my API key secure?
Task Manager stores the API key in the database in encrypted form and doesn't display it in full once saved. Selecting the "None" provider and saving settings removes the saved key and model.