On Tuesday, Marta, owner of a seven-person design studio, still hasn't sent the team invitations to the software. "Zenek won't manage another system" - she thinks, even though it's precisely his project arrangements that tend to go missing. Marta decides to show him the "Website project" task first and check whether he can find the conversation about the mock-up. That way she'll find out whether Task Manager will be easy task management software for them before inviting the rest of the team.
Easy task management software starts with a familiar layout
Task Manager splits the screen into three columns: Workspaces on the left, a list of tasks and chats in the middle, and an open item on the right. This resembles the way you read email: you choose an area, find an item on the list, and open its content.
On Wednesday, Zenek clicks the "New website" Workspace, selects "Website project" from the list, and reads the conversation next to the task description. A Workspace, meaning a work space for a project or team, filters the middle column. When Zenek wants to check items from other projects, he clicks "All" at the top of the left column.
The number on a Workspace card shows unread tasks and chats; when nothing is left unread, the number disappears. Above the list there's a search function covering task subjects and descriptions, chat names, and message content. And if a conversation needs more room, you drag the bar between the middle and right columns. Double-clicking restores the default width, and the chosen layout is saved for your account in this browser. See the description of the three-column layout.
Messages use habits from instant messaging
In a task or chat, you send a message with the Enter key, and Shift+Enter moves the text to a new line. You tag a person with the @ sign and select them from the list. So Zenek can reply and tag Marta without having to learn a new way of writing messages.
On Thursday, Zenek sees Marta's question about the mock-up deadline. Instead of typing "I'm on it", he chooses the "In progress" reaction; a marker with the reaction count appears under the message, and hovering over it shows who reacted. "Done", "Looking" and "Ok" are also available. When he replies to an earlier comment, he uses "Quote in reply" - clicking the quote takes you to the original message.
Subsequent messages from the same person, sent within 5 minutes without anyone else replying in between, merge into a single entry. A "New" line appears above the oldest unread message, and days are separated by "Today", "Yesterday" or a date. These small details help you read a longer conversation without having to guess where the previous part ended.
You can add an attachment with the paperclip icon, by dragging it into the window, or by pasting it from the clipboard. The same messaging engine runs in tasks and chats; Mail, available in the Pro plan, uses it too. So you don't have to teach the team a different way of writing for each type of conversation.
After the first login, the software shows you where to look
After the first login, Task Manager opens a welcome window with short videos from the app. It then shows tooltips next to the screen elements they relate to. When Zenek asks who can see his project, Marta will explain permissions separately.
The administrator sees 9 steps, including adding a team and organising work in Workspaces. Other users get 6 steps about working in the app - without the first three, administrative ones. You can move forward, skip the window, or turn off its display on future logins. You can return to the videos via Settings → Profile → "App guide" → "Restart app guide".
The tooltips also point to the "+" button in the header of the middle column, which opens the "Create" menu. If someone doesn't have permission to add tasks or chats, they won't get the steps relating to them. If a question comes up after the tour, every user can find the full English instructions in the "Help" tab in Settings. That's 20 chapters you can return to whenever a specific issue comes up.
Workspace is a concept that needs explaining to the team
A Workspace groups together the tasks and chats of one project, team or topic. You also need to decide who has access to a given space and what they can do in it. This is a more important conversation to have at the start than showing off every icon in the software.
Marta names three Workspaces the way her team talks about their work: "Marketing", "New website" and "Sales". In "New website", she adds people via the ⋮ menu on the space's card, "Edit Workspace" and the "Assign users" section. There she sets, separately, space administrator permissions and rights to add tasks and chats.
A person without a given permission doesn't see the button for the function they can't use. The "+" button next to "Workspaces" appears for global administrators and people with the "Can add Workspaces" permission. If you want to map out project access first, read how roles and permissions work in Task Manager.
A new person joins through an invitation, not a password from the boss
You invite a new employee by e-mail, and they set their own password. On Friday, Marta invites Anna without having to come up with or hand over a password.
Marta sets up Anna's access to the right Workspaces, and once Anna joins, she's also automatically added to the "Shared" chat created during installation. She can post her first message there without having to look for a separate group.
When logging in, Anna can tick "Remember me on this device" - the app will remember her for 30 days. On a shared computer, it's better not to do this, as the next person using that browser could get into the account without entering a password. When someone leaves the company, the administrator can deactivate their account instead of deleting it: the data stays, and the licence seat is freed up.
You can ask the AI Assistant in plain language, but you need to connect it first
The AI Assistant accepts questions and instructions written as ordinary sentences; it doesn't require learning special commands. However, it only appears once the administrator has configured AI using their own key with a provider. Until then, the team can work in Task Manager without AI.
After configuration, Marta opens the AI Assistant from the views menu and types: "Show my overdue tasks." She can also ask: "How do I add a new user?" or "Create task X with a due date of Friday and assign it to Anna." When asked to create a task, the Assistant opens the "Add task" window with the fields filled in. Marta can edit them; the task is only created once she clicks "Save".
The Assistant only uses resources that the person asking has access to. If you're planning to enable it for your team, check out how your own AI key works in a company beforehand. The structure of tasks, chats and Workspaces itself stays the same even without the Assistant.
Colours and tiles help you find your way around tasks
In the list, on the Board and in the Calendar, a task's colour means the same thing: red is overdue, blue is due today, green is on time, and grey means no due date or a closed task. Above the list, the "On time", "Today", "Overdue" and "Chat" tiles act as both counters and filters. You can change a task's status straight from the list with one click, without opening the thread.
On Monday, Marta opens the "Today" tile and sees the "Homepage mock-ups" task before the review with the client. Zenek finishes the mock-up corrections and changes the task's status from the list, without going into the conversation. Once he knows the views, he can switch between them with the G key; Shift+G goes the other way. The shortcut won't work while typing or with a dialog box open, and the cycle only shows the views available to that person.
What else is there to know besides the task list?
You set the theme separately for columns, view windows and forms. Not every variant shows the same modules, either.
Columns, the Calendar, Board and Notes windows, and form windows each have their own theme switches - the latter under Settings → Profile → Appearance ("Dark window theme"). If the team wants a consistent look, everyone adjusts it in their own views. Likewise, not everyone will see the same modules: Mail, Files and Automations belong to the Pro variant, not Standard. On a phone, Task Manager keeps its features in a layout adapted for touch; the mobile app overview shows more.
If your team wants training, you can schedule it separately
Training is a separate service from the price list and costs PLN 599. Remote installation costs PLN 299 on the Starter plan, and is included in the price from the Classic plan upwards. The welcome screen and the guide help you get to know the program, but they don't have to replace training if your company prefers to work out a way of working together.
The Standard variant costs PLN 690 on the Starter plan for up to 8 people, or PLN 1,490 on the Classic plan for up to 20 people. The licence is perpetual: you pay once for the number of seats, you get 12 months of updates included, and renewing updates later is optional. There's no subscription charged per person. You'll find the current variants and services in the Task Manager price list.
The application's data sits on the company's own server. For Marta's office, this means choosing not just the screen layout, but also where their tasks and conversations will live. If she wants to roll out onboarding for the team in stages, she can use the plan for the first week with Task Manager.
Tomorrow, open the sample workspace and run through one test: find a task, read its thread, then go back to the list. Note down where your people might need an explanation - that's a better starting point for a conversation with your team than claiming the program is "easy". See this layout for yourself in the Demo.
Frequently asked questions
Does easy task management software mean a short learning time for the team?
There's no single figure that applies to every team's learning time. Task Manager uses a three-column layout and messaging habits familiar from email and instant messengers, but team members still need to learn the meaning of Workspaces and their own permissions.
What does a new person see when they log in for the first time?
A new person sees a welcome window with short videos, followed by tooltips next to screen elements. A regular user gets 6 steps in the welcome window, an administrator gets 9; the guide can be run again later from Settings → Profile.
Do you need to learn commands to use the AI Assistant?
No, you write an ordinary sentence to the AI Assistant. The administrator must first configure AI using their own key with the provider; tasks and chats work even without this configuration.
Can you buy additional training for the team?
Yes, training is a separate service costing 599 PLN. Remote installation is also listed in the pricing as a service: it costs 299 PLN in the Starter plan, and is included from the Classic plan onwards.
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.
