Michał runs a 9-person renovation company. On Tuesday afternoon he writes to Kasia in the task "Offer for client Nord": "I need a pricing decision by Wednesday". If no reply comes, he wants to return to the matter in the morning - without a sticky note, a phone alarm, or guessing which offer it was about. He'll ask the AI Agent in Task Manager for a signal in the morning.
When you're waiting for a reply, you need a signal attached to the matter
When you're waiting for a reply, set the moment you'll return to a specific task, instead of relying on memory. The AI Agent can remind you about it, but it won't detect on its own that Kasia is still silent.
On Wednesday morning Michał also has material pricing, a second client's approval and a contract to sign. An alarm labelled "ask Kasia" won't tell him much if two other Kasias and three new matters have appeared in the meantime. In the task thread he sees the conversation the reminder relates to.
"Remind me tomorrow at 8:30 about Kasia's decision" means a signal for Michał at 8:30, regardless of whether Kasia has already replied. If the reply arrives earlier, Michał can cancel the reminder. If he wants a standing rule triggered by silence in tasks, he needs a different mechanism.
The AI Agent handles what's meant to happen later
The AI Assistant answers a question here and now, while the AI Agent handles actions scheduled for later: reminders and scheduled sends. You can ask it in a plain sentence, without learning a separate command language.
The AI Agent sets personal reminders - these are entries independent of task and chat fields, though you can attach a reminder to a task's due date. It understands phrases like "tomorrow at 9:00", "in a week" or "in 30 minutes" and converts them into a specific date. However, the text of the AI Assistant's reply alone doesn't mean anything has been saved. You need to see the confirmation window and click "Yes, do it".
To check whether a reminder has been saved, write "show my reminders". You'll get a list with due times and IDs, i.e. the numbers needed to cancel a specific item. The limit is 50 active reminders per person. You'll find more examples of such requests in the description of AI reminders.
How do you set an AI Agent reminder in a task thread?
To set a reminder on a task, turn on the "AI Assistant" button in its reply field and write when you want to return to the matter. Only you will see the question and the answer, not the other participants in the thread.
Michał opens "Offer for client Nord" and clicks the purple orb labelled "AI Assistant". The editor switches to private mode, and the bar above it informs him that the question won't reach the participants. Michał writes: "Remind me tomorrow at 8:30 about Kasia's decision on Nord".
The Assistant shows a confirmation with the date and time. Michał reads it, clicks "Yes, do it", and the reply in the thread gets a "FOR YOU ONLY" badge. Kasia sees neither the request nor the reminder. The Assistant has access to the content of this thread and its attachments, so Michał doesn't have to copy the whole conversation into a separate tool.
He can also ask: "Prepare a short message I can send if there's still no reply". This is a draft for now, not an instruction for the AI Agent to watch Kasia. Michał will check the thread in the morning and decide himself whether to use the text. Sending an email via the AI Assistant requires a separate confirmation and your own inbox in the Mail module, available in the Pro plan.
A task's due date can control the reminder's timing
Instead of giving a date, you can ask: "Remind me about this task a day before the due date". If you change the task's due date, the reminder will move along with it.
This comes in handy for Michał when a client moves the offer deadline from Friday to Monday. He doesn't have to recreate the reminder from memory. He can also ask for a signal 2 hours before the due date, in the morning on the due date, or exactly on the due date. When a task has a date without a time, the app assumes 9:00 for calculating the reminder.
This link has its limits. If a task's due date is removed or it passes, the reminder will be cancelled. If, after a change, the "a day before" moment has already passed but the due date itself hasn't, the reminder will go off at the next opportunity. A task without a due date isn't suited to this kind of link - the AI Assistant will suggest a regular reminder with a specific date and time. You can read about other ways of working with due dates in the article on keeping track of task deadlines in a team.
The Calendar shows reminders and scheduled sends separately
The Calendar shows tasks, events (including reminders set by the AI Assistant), AI sends scheduled by the AI Agent - messages, emails and notifications, marked in graphite colour - and team absences.
So Michał can check what's happening on Wednesday morning. You click the AI send and change its time, content, colour or notification method; you can also cancel that send. Cancelling one step doesn't stop the remaining steps of the plan. Editing or cancelling a send done in the Calendar can also be undone with the arrow icon or the Ctrl+Z shortcut - up to 20 changes back within the open application.
If you want to cancel the entire AI Agent plan, go back to the private AI Assistant mode in the task or chat thread. The message must start with the word "cancel", for example "cancel plan 13" or "cancel everything". Plans cannot be cancelled in the separate AI Assistant window. You can cancel a single personal reminder with the command "cancel reminder …" using the ID number from the list returned by "show my reminders".
A screenshot from the Demo instance shows a card for a saved plan with a number, steps and times, along with a cancel command. Each step has a set time - the AI Agent doesn't check whether anyone has replied.
Mail with the application closed requires server configuration
A reminder will display a notification in the open application, while an email notification with the application closed requires a CRON scheduled task on the server. CRON is a regular program run set up on the server, thanks to which the send can also work when no one is using the application.
Events created by the AI Assistant don't send an email by default. If Michał wants to receive one, he needs to say: "and also send it by email". When he's working in another browser tab, the reminder arrives as a system notification. With the application closed, background email delivery depends on CRON; if the scheduled task has never started, Task Manager will show a warning when setting the reminder. Without CRON, the email will only go out if someone happens to be using the application.
If instead of a single matter you want to see your own outstanding tasks every day, you can enable Daily Task Summary in Settings → Profile. At a chosen time, 8:00 by default, it gives you the number and titles of unfinished, unarchived tasks assigned to you that are due today and overdue. This is a separate notification, once a day, not a watch on Kasia's reply.
The AI Agent reminds you about a matter, Automations react to silence
The AI Agent handles a private reminder about a specific matter, while Automations create a permanent rule for matching tasks. If you need a response to inactivity on a task, you'll find the "silence in task" trigger in Automations - available only in the Pro plan.
| Question | AI Agent | Automations in the Pro plan |
|---|---|---|
| How do you set this up? | You ask in a sentence for a reminder at a chosen moment. | You build a "WHEN - IF - DO" recipe. |
| What triggers the action? | A specified time, or a moment calculated from the task's due date. | For example, silence in a task, or a due date arriving within a set number of hours. |
| What is the scope? | A personal reminder for a single matter. | A permanent rule for tasks meeting the conditions. |
On Tuesday, Michał just wants to get back to the Nord offer in the morning. He chooses a reminder. If dozens of offers were waiting without a response every week, he could set up a rule in the Pro plan using the silence trigger. Before turning it on, the "Test before enabling" option will show what would happen, without actually doing anything. You can find out more about this mechanism in the description of Automations.
Check the recorded action, rather than trusting the AI's reply
To check whether the reminder was saved, type "show my reminders" and check the due date on the list. When the AI writes that it carried out an action it actually didn't, Task Manager will show a yellow "Correction" block below the reply. The block explains what happened and how to ask for the actual result.
So Michał doesn't have to rely on the sentence "I've set the reminder". After confirming, he checks the due date on the list. If the AI Assistant doesn't respond at all, he'll see the reason in the thread, such as a timeout, an invalid API key, a request limit, or an unavailable model.
Text prepared by the AI Assistant isn't a sent message, just as a reply about a reminder doesn't replace clicking "Yes, do it". First you check the result, then you make the next decision.
Task Manager keeps the task and the conversation in one place
Task Manager lets you ask for a reminder in the same thread where you read the task and your team's replies. The program is installed on the client's server, and the application's data is stored on that server; however, the question to the AI, along with the necessary context, is sent to the chosen model provider.
You can use your own OpenAI, Google Gemini, Anthropic Claude or xAI Grok key and pay the provider directly, without Task Manager's margin. How this billing works is explained in the article on your own AI key in the company. The program itself also works without AI - AI Agent reminders are an addition to working with tasks and conversations.
The licence is perpetual: you pay once for the number of seats, with no per-user subscription. In the Standard plan, the Starter package covers up to 8 people and costs PLN 690, while Classic covers up to 20 people and costs PLN 1,490. The price includes 12 months of updates; renewing afterwards is optional. Ordinary shared hosting with PHP and MySQL is enough for installation, though background email notifications require the CRON configuration described earlier.
Tomorrow, open one task where you're waiting for a reply. Set a reminder for a specific time, or a day before the task's due date, confirm it and check it with the command "show my reminders". If you'd like to see what a private question in a thread looks like, open the Demo.
Frequently asked questions
What's the difference between the AI Agent and the AI Assistant?
The AI Assistant answers a question right now, while the AI Agent handles reminders and scheduled sends for later. The Assistant can draft a message, but that's not the same as sending it.
Will the AI Agent remind me automatically if someone doesn't reply?
No, the AI Agent doesn't detect a lack of reply on its own: you set the time for the signal or link it to the task's due date. You can create a rule that reacts to silence in a task in Automations in the Pro plan.
Will the reminder move along with the task's due date?
Yes, a reminder linked to a task's due date will move when you change that due date. If you remove the due date or it passes, the reminder will be cancelled.
Will Kasia see the reminder set in her task?
No, a question asked in the AI Assistant's private mode, the answer and the reminder are visible only to their author. A regular message sent to the thread is a different action.
How do I cancel the AI Agent's plan once a reply has already arrived?
In the AI Assistant's private mode in a task or chat thread, write a message starting with "cancel", for example "cancel plan 13". You can also cancel a single scheduled AI send in the Calendar, without stopping the rest of the plan's steps.
Sources
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.
