Thursday, end of the working day. Ola Nowak needs to tell the client Nord what she did on the offer, but she only remembers the meeting; a status change, a note and a chat conversation have already slipped her mind. Activity History in Task Manager lets her go back to these traces, and she can ask the AI Assistant to turn them into a report.
Small actions fade from memory faster than big tasks
You remember the meeting, but a message you sent, a fix in a task and an uploaded file all blur into one.
On Wednesday, Ola changed the status of “Offer for client Nord”, went back to a note about the scope of work and checked the chat with the arrangements. On Thursday, she reviews these matters before writing to the client. A notebook only helps if you remember to keep it updated as you go.
This distinction also comes in handy when you're preparing your own status update at the end of the week. Activity history doesn't replace timesheets or calculate billable hours. It helps you remember what you were working on, so you can check the details and describe the outcome yourself.
Activity history records traces of work, not the content of conversations
Activity history in Task Manager records the creation and editing of tasks, status changes, sent messages, uploaded files, created notes and events, and new Workspaces, but it doesn't store the content of messages, notes or emails. It also logs browsing sessions for tasks, chats and notes, along with an approximate working time - as a single entry per session, not for every refresh.
An entry contains a link and a title. This lets you get back to the matter, but the log itself isn't a copy of its content. In Profile → Activity History, the “Show recent events” option displays a preview of the last 50 entries; entries older than 90 days disappear automatically. If you'd like to see the settings before using the log, take a look at the activity history guide.
| History records | History does not record |
|---|---|
| Creation and editing of a task, a status change | The content of messages and notes |
| The fact that a message was sent or a file uploaded | The content of emails and activity in the Mail module |
| Creation of a note, an event or a Workspace | Searches |
| A browsing session for a task, chat or note | Actions of Automations and the n8n Integration |
If a script changes a task's status, don't add that action to your description of your own day based on the log. The history answers the question “what did I do?”, not “what did the scripts do?”.
A private log doesn't turn into a report for your boss
Only you can see your activity history. The administrator and your manager have no access to your log, so they can't pull a report about your work from it.
There is, however, a boundary of privacy that needs to be stated clearly: a summary of the history, not the raw log, is passed into the instructions given to the AI Assistant. This instruction, known as the system prompt, is received by the AI provider configured in the app using your company's key. That could be OpenAI, Google Gemini, Anthropic Claude or xAI Grok. If you want to assess this flow before turning on AI, read what gets sent to the AI provider.
The log itself and the suggestions from the history work without a configured AI. So you can use the event preview without asking an external model for a report. These are two separate choices: logging your own activity in the app, and using its summary in a conversation with the AI Assistant.
The AI Assistant helps reconstruct yesterday, but check the result
Ola opens the AI Assistant using the views icon in the top bar, next to Calendar, Board and Notes, and asks: “What did I do yesterday?”. The Assistant can use the summary of the history to point to the matters she returned to; Ola checks the answer against the tasks, chats and notes before presenting it to the client as a description of the completed work.
She asks in the “Review of my tasks” thread. She gets leads on the Nord offer, the website mock-ups, a note and a conversation. If she wants to prepare a report from a single project only, she can use the “Sources” button under the conversation title to point to a specific Workspace, task or chat. She can also add a note or a calendar, but she shouldn't assume that the log itself contains the content of those places.
Each AI Assistant thread has its own conversation history and its own set of sources. Below the list, a usage bar shows how much knowledge fits into the model's context. Context is the material given to the model to prepare its answer. When you point to too much, the AI Assistant will tell you what it didn't include. It only sees the sources you have access to.
You can turn the answer into Word or PDF, not an automatic hours count
Ask the AI Assistant for a report as a Word file or PDF. The AI will prepare the content, and Task Manager will put the document together and make it available to download - but don't treat the approximate session time from the history as billable hours.
Ola writes: "Prepare a Word document summarising my work on the offer for client Nord. List the matters you managed to establish, and flag any uncertainties for review." This lets her review the document, open the tasks it refers to and add the outcome of her work in her own words. If she needs a table, she can ask for one in the reply; the AI Assistant also creates Excel, CSV and HTML files when the format suits the material.
The AI Assistant can also prepare an email from your personal mailbox, but it will only send it once you've confirmed. To send it, it needs the option configured under Settings → Profile → "Send from your email address"; without it, it will tell you the configuration is missing and won't send anything. Download and check the file yourself, especially when the report is going to a client. You'll find more about working with threads and sources in the AI Assistant guide.
Suggestions remind you of matters that have stalled
Suggestions based on history remind you of a task "in progress" that no one has touched for 10 days, and of a thread abandoned after a series of your own work on it. They also flag a mention of you waiting more than 2 days for a reply, or a daily ritual you haven't ticked off yet today. History-based suggestions are calculated by the application itself, without being sent to the AI provider. The Notification Centre can show up to three at a time, even if you haven't set up the AI Assistant.
You can turn them off separately under Profile → Activity History → "Show suggestions from my history". Turning off suggestions isn't the same as turning off the logging of history.
If you repeat the same ritual for at least 3 weeks, the application may suggest an Automation. After clicking the suggestion, you'll see a draft in the editor that stays unsaved and disabled until you edit and save it yourself. Suggested Automations require the Pro plan; the application doesn't turn them on for you.
You can turn off the log or exclude a single Workspace
You can turn off the whole log with the "Log my activity history" toggle under Profile → Activity History. If it's only the logging of actions in a particular place that bothers you, exclude the Workspace, task, chat or note instead of giving up the whole history.
In the "⋯" menu of that place, choose "Don't log my activity here". Excluding a Workspace covers its tasks, chats and notes; clicking it again undoes the exclusion. The setting applies only to you, not to other team members. This way, Ola could exclude the "Recruitment" Workspace while still being able to go back to her own trail on the Nord offer.
When you don't want to keep existing entries, "Clear history" permanently deletes the whole log as well as the summary used by the assistant. This is a different action from turning off the logging of new events. Before clicking it, decide whether you want to stop collecting history, or also remove what's already been gathered.
The log runs on your server, and the AI on your key
Task Manager is installed on the client's server; a standard shared hosting plan with PHP 8.1+ and MySQL is enough for it to run. The application's data stays on your server, but when you use the AI Assistant, the history summary and the relevant context of the question are sent to the model provider you've chosen.
If, after checking the log, you want to use the program with your team, also check the licence terms. The licence is perpetual and paid once for a number of seats, with no per-user subscription. It includes 12 months of updates; after that, you can renew access to updates or stay on the version you have. The Standard plan costs: Starter for up to 8 people - PLN 690, Classic for up to 20 people - PLN 1,490, Max for up to 35 people - PLN 2,290. The Pro plan with Automations starts from PLN 1,990. You pay the AI provider directly, using your own key.
Tomorrow morning, go to Profile → Activity History and open "Show recent events". Check whether you can see matters that slipped past you yesterday while putting together a reply for the client; if you'd rather see the program first, open the Demo.
Frequently asked questions
Can my boss see my activity history in Task Manager?
No. Only you can see your activity history; not even the administrator has access to it. It cannot be used to pull a report from someone else's account.
Does the activity history store the content of messages and notes?
No. The log stores links and titles, not the content of messages, notes or emails. The Mail module stays outside the log.
How long does Task Manager keep activity history?
Entries older than 90 days are deleted automatically. “Show recent events” displays a preview of the last 50 entries, and “Clear history” permanently deletes the entire log and the assistant's summary.
Can I exclude one project from being logged?
Yes. In the “⋯” menu of a Workspace, task, chat or note, choose “Don't log my activity here”. Excluding a Workspace covers its tasks, chats and notes, but it only applies to you.
Do I need AI to reconstruct my day from the activity history?
You don't need AI to open the preview of events from the log and see the suggestions. The AI Assistant helps put together an answer and prepare a report as a file; in that case, a summary of the history is sent to the AI provider using your company's key.
Sources
- Task Manager, Activity History (accessed: 2026-10-06)
- Task Manager, Activity History - guide (accessed: 2026-10-06)
- Task Manager, AI Assistant - guide (accessed: 2026-10-06)
- Task Manager, Notification Centre (accessed: 2026-10-06)
- Task Manager, Automations (accessed: 2026-10-06)
- Task Manager, Installed on your own server (accessed: 2026-10-06)
- Task Manager, Perpetual licence (accessed: 2026-10-06)
The Task Manager Team - we write about teamwork, AI in business and keeping tasks organised, using examples from Task Manager, software installed on your own server. Task Manager has been developed by Blue Creation Group (Piotr Łącz) since 2013 and is used by organisations including Neonet, the Military University of Technology and Polpharma - read customer reviews. We check our articles against the user guide and the latest version of the software.
