On Tuesday, a customer asks Marek, the owner of a six-person workshop, whether he'll be collecting his car on Friday. Marek has a text message asking for an extra repair, the mechanic remembers a conversation about parts, and the due date is sitting on a note by the desk. If you want to keep track of customer jobs without reconstructing conversations like this, start with one place for each matter.
Customer jobs require answers to three questions
To keep track of customer jobs, you need to see who's running the matter, by when it should be ready, and what was agreed. When these three answers live in different places, even a well-organised employee has to keep asking the rest of the team.
Marek doesn't need another note that says "Nord". He needs a record that Kasia can also check when she picks up the phone while he's away. The problem isn't that someone forgot something. It's that the company hasn't pointed to one place for the job - why teams lose track of agreements usually comes down to how information gets passed along.
In Task Manager, Marek creates a task for the Nord car and keeps the team's work recorded alongside it. It isn't a customer record, a sales pipeline or an invoicing tool. If you need those functions, a task won't replace a dedicated system. If you want to know who's doing what and by when, a task is the right starting point.
One job is one task with a name you can find
Create a separate task for every job you take on, and put the customer's name and the scope of work in its title. Task Manager doesn't have a separate "Customer" field - "Nord - timing belt replacement" is a naming convention you agree on with your team.
In the description, write the scope: what the mechanic needs to check, which parts are needed, and what the job doesn't cover. Add a due date with or without a time, set the priority to normal or high, and assign people. In Marek's workshop, a job reported on Monday might get the title "Nord - timing belt replacement", a Friday due date, and a high priority if the customer needs the car before a trip. This is an example of organising work, not an additional task type in the program.
You can change the status to "in progress", "done" or "cancelled" with one click from the list; a task can also have no status at all. When the customer calls again, type "Nord" into the search. It looks through task titles and descriptions, chat names and message content, so a shared naming rule for jobs helps you find earlier agreements.
One person owns the job, even if several work on it
Decide on one person to own the job and assign them to the task, even if several people are doing the work. That way, "Kasia's running this" stops being just a sentence said at the desk on Tuesday.
Open the task, choose "Edit", and in the "Assigned" section select the people, then click "Save". If Kasia hands the matter over to Marek on Thursday, change the assignment; system messages in the thread will record the people added and removed. A task can have more than one person assigned, so the one-owner rule is an agreement within your team, not a limitation of the program.
When you have separate teams, Workspace groups tasks and chats, for example into "Service" and "Assembly" workspaces. A team member sees their own workspaces, and the "All" view shows tasks and chats from every workspace at once. In each Workspace, you set separately who administers it and who can add tasks and chats. An administrator has broader access resulting from a global role. If you split work between several departments, also check the rules for assigning users and roles.
The due date should be visible before the customer calls
Give the job a due date and check it on the list or in the Calendar before the customer asks about collection. A red task card means the due date has passed; blue means it's due today; green means the due date is still ahead of the team; and grey means there's no due date or the task is closed. The colour shows up on the list, the Board and in the Calendar.
Next to the card you'll also see a circle with the number of days left until the due date. The "Due", "Due today" and "Overdue" tiles work as both counters and filters. On Friday morning, Marek can open "Due today" and check with Kasia whether the parts for the Nord car have arrived, instead of waiting for another phone call.
The Calendar brings together tasks, events, reminders and team absences. You can choose a view of one to seven days, or the List panel; dragging a task changes its due date, and pressing Esc cancels the gesture without saving. The absence bar at the top helps you spot that the person assigned to Friday's collection is on leave. If you use the AI Assistant, it will also warn you when you assign a task to someone who's away.
In the Notification Centre, a reminder arrives an hour before a task's due date, and once a day you get a morning briefing with a clickable list for the day. In-app reminders always work; only sending emails in the background while the app is closed requires CRON on the server. CRON is a scheduler that runs jobs on the server. Without it, emails only go out while someone is using the app; the program warns you about this when you set a reminder. Simply reviewing "Overdue" tasks doesn't require waiting for an email. You'll find more ways to do this in our article on how to keep track of task deadlines in a team.
Tick off stages, but don't hide new deadlines underneath them
Enter the short stages of an order as a to-do list in the task description. The team ticks off items directly on the card, seeing a shared progress bar and the name of the person who checked each point.
On Wednesday, Kasia ticks off "order parts", Marek checks "confirm date with client", and the owner sees two of five items completed. No need to ask whether someone has already called. But if "prepare the quote" needs a separate person and its own deadline, don't squeeze it under a small checkbox - create a separate task instead. That's an organisational rule, not an automatic decision made by Task Manager.
Stages laid out this way help you talk about specifics: not "how's Nord going?", but "are the parts ordered?". If you need more examples of how to break work down, see the checklist in a task.
Record arrangements in the thread of that same matter
Discuss the order in the task's thread, not only in employees' private messages. That way, questions, answers, attachments and system messages about changes to status, due date or assigned people all stay in one place.
When the client agrees over the phone to an additional parts exchange, Marek records the arrangement in the task's thread. Kasia can reply with an @ mention or quote the earlier message, which scrolls the conversation back to the original. This is still an internal record: simply adding information to the task doesn't send it to the client.
You can add a photo of a part or a document using the paperclip, by dragging it into the window, or by pasting it from the clipboard. An attachment can be up to 100 MB per file, and the "Files" paperclip in the thread header also opens materials from older messages that haven't yet been loaded. If a large image pasted directly into the message body prevents it from saving, add it as an attachment instead.
Leave the Workspace chat for quick questions that don't need a status or a due date. Record arrangements about an order in its thread.
A note with the scope of work is private until you share it yourself - simply assigning it to a Workspace doesn't give others access.
When you want to give the client a specific written confirmation, you can export a single message to PDF, Word or TXT. The file states who wrote it, when, and in which thread; the private download link expires after 24 hours.
Mail can sit next to a task, but Mail requires Pro
If you take orders by email, the Pro plan lets you read and send messages from a connected IMAP/SMTP inbox alongside your tasks. You can also link an email thread to a task as a navigation shortcut. This link doesn't give other people access to the contents of the mailbox.
On Thursday, a message with an extra photo from the client arrives at Marek's workshop. Marek can link the email to the Nord task, but this won't let Kasia see his private inbox. If the company wants to create tasks based on incoming messages, Pro also includes Automations with a "new email in inbox" trigger and a "create task" action. In the Standard plan, you can still create a task manually and run the team conversation in it. The difference in scope between the two plans is explained in our comparison of Standard and Pro.
Friday's order review doesn't need a separate report
For reviewing orders, status, priority and due date filters, plus sorting by due date, are enough. Don't look for a sales dashboard in Task Manager - the team reviews work on the task list.
On Friday, Marek opens "Overdue", then checks what's coming up next week. He can also ask the AI Assistant: "Show me overdue tasks". The AI Assistant knows the tasks, due dates and conversations available to the person asking, but it's optional: Task Manager works without it. If you turn it on, you use your own key with OpenAI, Google Gemini, Anthropic Claude or xAI Grok, and pay the provider directly, with no markup from Task Manager. The query, with the necessary context, is then sent to the model provider you've chosen.
The application's data sits on your own server, even when ordinary shared hosting is enough.
You pay for the licence once, based on the number of seats, with no per-user subscription. The Starter plan in the Standard variant for up to 8 people costs PLN 690, and the Classic plan for up to 20 people costs PLN 1,490. The Pro variant costs PLN 1,990 and PLN 3,990 respectively. The licence is perpetual; it includes 12 months of updates, after which you can optionally renew access to new versions. Hosting and any use of an AI provider are billed separately.
Tomorrow, pick three orders that are already under way. For each one, create a task with the client's name in the subject, assign one lead person, set a due date and add a list of stages; then check whether the thread shows the latest arrangement clearly. If you'd like to see this setup before moving the rest of your cases over, open the Demo.
Frequently asked questions
Will Task Manager replace my CRM?
No, Task Manager doesn't have a customer record or a sales pipeline, and it isn't an invoicing tool. You can run a job as a task with assigned people, a due date, a conversation and attachments.
How do I find all the jobs for one customer?
Type the customer's name into the search and use it consistently in task titles. Search also looks through task descriptions, chat names and message content.
How do I know a job's due date has been moved?
A system message in the task thread records the date change along with its previous value. The card then shows the current due date and its corresponding colour.
Can a customer see their job after receiving a link?
A link to the task alone doesn't give the customer access: someone without permissions will see a message, not the content. If you want to share a specific detail outside the company, export a single message to PDF, Word or TXT and share the file however you prefer.
Will I get a reminder email when the app is closed?
Sending emails in the background while the app is closed requires a CRON job on the server. Without it, emails go out only when someone is using Task Manager; the program flags this condition when you set a reminder.
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.
