What are reminders in Task Manager?
Reminders from the AI Assistant take the pressure off remembering things you need to do later. Tell the Assistant what to remind you about and when. Task Manager keeps track of the timing and shows a notification in the app. If the app is closed, an email may arrive if email notifications are enabled, SMTP is working and the administrator has configured cron.
A reminder has two required elements: its text (up to 500 characters) and when it should appear. You can specify a future date and time or link the reminder to a task's due date. In the latter case, changing the task's due date also moves the reminder.
Reminders appear in the Task Manager Calendar alongside tasks, events and scheduled AI Agent messages. You can have 50 active reminders at once.
How does it work?
A reminder linked to a task can work in three ways. It can remind you before the due date - the default interval is 1440 minutes. It can also remind you exactly when the task is due or at 09:00 on the due date. You can also set a fixed date and time without linking the reminder to a task. If a task has a date but no time, the app uses 09:00 to calculate the reminder. The task itself then appears in the Calendar at 17:00. Everything runs in the Europe/Warsaw time zone.
When a task's due date changes, Task Manager recalculates its linked reminders. If the new due date is so close that the reminder time has already passed, the reminder will appear straight away, as long as the task is still ahead of you. If the task's due date is removed or has already passed, the reminder is cancelled.
How a reminder is delivered depends on whether you're using the app at the time. If its tab is visible and the window is in focus, you'll see an on-screen message. If the app is open but out of focus, your browser may show a notification - provided you've allowed it to. An email can be sent no earlier than 60 seconds after the due time if email notifications are enabled, SMTP is working and the reminder hasn't already appeared. If the app is closed, a working cron job is also required. If no channel is available, the reminder waits until you return to the app.
The daily summary works separately. It's off by default, and its default time is 08:00. Once a day, you get a summary of your assigned tasks that are due today or overdue. The summary includes up to five task titles.
What do you gain?
You don't have to spend the week reminding yourself every few hours that you have something to do next Thursday. It's easier to focus on today's work when you don't have to keep a list of things to do later in your head.
You also won't have to ask a client about a handover that was postponed three days ago. When a reminder is linked to a task, changing the due date means you don't have to update the reminder separately.
In the morning, you can see what's due today separately from what's overdue. You don't have to go through your whole task list to find them.
An everyday example
A client calls on Wednesday and asks you to get in touch after the holidays. Tell the Assistant when you'd like to be reminded. The reminder appears in the Calendar alongside your other scheduled items.
You're also managing a project with a handover due on 20 March. You want a reminder the day before, so you link it to the task's due date. In February, the client moves the handover to 3 April. Someone on the team changes the task's due date. When the linked reminder is recalculated, it moves to 2 April. There's no need to update it separately. If the handover date is removed from the task, the reminder is cancelled.
Frequently asked questions
Will I receive the reminder by email?
An email can be sent no earlier than 60 seconds after the due time, provided email notifications are enabled, SMTP is working and the reminder hasn't already appeared in the app or as a browser notification. If the app is closed, a working cron job is also required.
What happens if I change a task's due date?
Reminders linked to the task's due date are recalculated automatically. If the due date is removed or has already passed, they're cancelled.
How many reminders can I have at once?
You can have 50 active reminders. Events imported from Google Calendar don't count towards this limit.
Can I cancel a reminder?
Yes, you can cancel any of your own pending reminders. Write to the Assistant "show my reminders" - you'll see active reminders and the last ten that were closed. Then write "cancel reminder …" and confirm. You can also delete a reminder in Calendar.
Will I get a notification if I don't have the app open?
An email can arrive while the app is closed if email notifications are enabled, SMTP is working and cron is running. Without cron, an email may be sent when anyone uses the app. If no delivery channel is available, the reminder will wait until you return to the app.