On Friday, Marta is looking for the third version of a contract in a Thread that has grown to 80 messages. On Monday, she wants to find out who ticked off the last point of the campaign. The features of a task management program are easiest to judge in moments like these, so I've gathered ten small details from Task Manager and I'll show you where to find them.
1. The to-do list shows not just progress, but also who ticked it off
The to-do list in a Task's description is shared among its participants. You tick it off directly on the card at the top of the Thread, without opening the edit mode and without having rights to edit the Task.
Marta runs a six-person agency. On Monday, she pastes seven lines from a meeting note into the description of the Task “September campaign”. Each becomes a separate item; the program removes pasted list markers such as - [ ] or 1. in the process. On Friday, Marta sees a progress bar and mini avatars next to completed items. Hovering over an avatar shows her the first name, last name and date it was ticked off.
You can reorder items using the dot handle, and add a new one with the “+ Add item” button. The field stays open after pressing Enter, so you can keep typing the next steps. You can hide ticked-off items only in your own view - this setting is remembered separately for each list and doesn't change what others see.
This list doesn't assign separate people or due dates to items. If a step raises the question “who, and by when?”, create a separate Task. I cover this distinction in more detail in the article about the checklist in a Task.
2. The paperclip gathers attachments without scrolling through the conversation
The “Files” paperclip in the top bar of a Thread opens a window with its attachments. You'll also find files from older messages that haven't been loaded onto the screen yet.
On Wednesday, Tomek is looking for a contract the team discussed a month earlier. Instead of scrolling through dozens of entries, he opens the paperclip on the Task. Next to the files, he sees the type, size, author and date added; clicking opens a preview, and the arrow downloads the file. The same paperclip works in Chat. This is the attachment window for a specific Thread - it shouldn't be confused with the separate Files module available in the Pro plan.
3. The due date colour says the same thing across several views
Due date colours follow the same rules on the task list, the Board, the List panel of the Calendar and in an open Task. Red means an overdue due date, blue means due today, green means a due date on an upcoming day, and grey means no due date or a closed Task.
On Tuesday, Marta opens the Board and immediately sees which Tasks need checking. She doesn't have to relearn the meaning of the colours when she switches to the list. If a Task's due date has no time set, the Task stays blue for the whole indicated day; it only turns red the next day. Done and cancelled Tasks have a grey badge, even if their former date has already passed.
On the Task card, a circle shows the number of days until or past the due date, and hovering over it reveals the exact date. On the Board and in the List panel of the Calendar, you'll also see a verbal description, for example “in 4 days”. In the Calendar itself, a Task without a set time appears at 17:00 with an asterisk. You can read more about working with these markers in the article about keeping track of Task due dates.
4. The tiles above the list are both counters and filters
The “Due”, “Today”, “Overdue” and “Chat” tiles show counts and narrow down the list. Click a tile again to remove the filter and return to the full view.
On Thursday, Marek selects “Overdue”, checks his own overdue Tasks and uses the same tile to restore the list. Tasks where he's only a watcher don't appear in the tiles or due date filters. This way, the counter doesn't assign him work that he's merely following.
5. The card menu changes the status without opening the Task
The ⋮ menu on a card works on the list, the Board and in the List panel of the Calendar. If you have the right permissions, you can change a Task's status there without opening the Thread.
On Monday, Marta finishes reviewing offers and marks one of the cards "Done". Then she selects "Copy task link" and sends Kasia the address in chat. Kasia opens the right thread straight away; someone without access will see a "No access" message instead of its content.
This menu also includes options such as edit, mark as unread, favourite and archive, among others. Its contents depend on permissions: without rights to change the status, you won't see that section. On a computer, ⋮ appears when you hover over the card, while on a phone or tablet it's visible straight away.
6. Draw lets you point out a correction directly on the graphic
The Draw feature opens a window for a freehand sketch, even over an uploaded background. You can also open an image received in a message, mark a correction on it and insert it as a reply.
On Wednesday, Ola receives a page mock-up. Instead of describing which bar under the header should disappear, she crosses it out on the graphic and marks the spot for a new element. The drawing added to the message also ends up in that task's folder in Files.
7. Calendar and Board can stay alongside the conversation
Clicking a task in the calendar docks it on the left side on a computer and opens the thread alongside it. Clicking a task or chat on the Board works the same way, with the opened item highlighted.
On Tuesday, Marta plans three days of team work. She opens a task from the calendar, replies in its thread and still sees the plan on the left. The ⛶ button restores the calendar to full view, and the docking icon lets her pin it even without opening a task. On a phone, the calendar collapses to a floating button once a task is clicked.
The views menu in the top bar lets you switch between Calendar, Board and Notes. The layout is remembered: if the window was docked, the next view will open the same way. You'll find an example of arranging tasks on the grid in the guide on planning your week in the calendar.
8. G switches windows, and Ctrl+Z undoes a change in the calendar
The G key moves to the next application window, while Shift+G goes back to the previous one. In the calendar, Ctrl+Z or the undo icon reverts the last change, for example moving a task's due date or deleting an event.
On Thursday, Marek accidentally moves a meeting's date. He hovers over the undo icon, checks the description of the change and reverts it. The calendar remembers up to 20 previous changes, but only within the open application. This isn't a promise to undo every action in Task Manager: on the Board, the shortcut undoes a change in order, while in Notes undo covers things like moving or deleting a note.
While planning, press T to go back to today, L to open the List view, or Esc to close the window or stop dragging without saving.
9. Dragging helps you set a date on the grid
In the calendar, events and tasks being dragged snap to 15-minute intervals. A task dragged from the List panel onto the grid gets a due date or has its existing one changed, provided you have editing rights.
On Wednesday, Marta moves a meeting to 14:45. Before dropping it, she sees a tooltip with the start time, and if she grabs the bottom edge of the event, she can change its length; the shortest is 30 minutes. If she changes her mind mid-gesture, she presses Esc and nothing is saved. On a phone, she first holds the position to pick it up for moving.
On the Board, dragging a column header changes the order of Workspaces for your account. Moving an item to the Favourites section adds it to favourites, but doesn't move the task to a different Workspace. Filters on the list, Board and the calendar's List panel also work independently.
10. Task manager features: merged entries and a preserved message
The thread organises messages by author and day; if sending fails, the text returns to the field or waits as a draft copy of the thread.
On Friday, Kasia writes three short messages to Marek one after another. If she sends them within 5 minutes and no one replies in between, they'll merge into a single entry; a message with an attachment and a question to the AI Assistant always remain separate entries. When replying, she can use the "Done" reaction instead of writing another sentence, and the @ symbol will help her point to a specific person. She can add an attachment via the paperclip, by dragging it into the window, or by pasting it from the clipboard.
Tasks, Chats, Calendar, Board and Notes are all in one window, even in the Standard plan. The program runs on the client's own server, so application data stays with them; a standard shared hosting with PHP 8.x and MySQL is enough. The licence is perpetual, paid once per number of seats, with no per-person subscription. It includes 12 months of updates, after which renewal is optional. You can check the cost of hosting and any further services separately, in the pricing.
Tomorrow, pick one task, paste the steps from your last meeting into its description and ask the team to tick them off on the card. Then check in Demo how the list, due dates and thread work together on a single screen.
Frequently asked questions
Do the features of a task management program in Task Manager let you tick off a list without edit rights?
Yes, a Task participant can tick off list items on its card without having rights to edit the Task. A mini avatar appears next to a ticked-off item, and hovering over it or tapping it shows the first name, last name and date.
Where can I find all the attachments from one Task?
Click the “Files” paperclip in the top bar of the Task's Thread. The window will also show attachments from older messages that haven't been loaded onto the screen yet.
What do the colours next to Tasks in Task Manager mean?
Red means the Task is overdue, blue means the due date is today, green means the due date is on an upcoming day, and grey means no due date or a closed Task. These rules apply on the list, the Board, the List panel of the Calendar and in an open Task.
Can you undo moving a due date in the Calendar?
Yes, use the undo icon in the calendar header or Ctrl+Z. You can undo up to 20 changes back, within the open application.
Do you have to close the Calendar to reply in a Task?
No, clicking a Task docks the Calendar on the left on a computer and opens the Thread next to it. On a phone, the Calendar then collapses into a floating button.
Sources
- Task Manager, Resources: Tasks - https://taskmanager.pl/materialy/zadania (accessed: 28 October 2026).
- Task Manager, Resources: Calendar - https://taskmanager.pl/materialy/kalendarz (accessed: 28 October 2026).
- Task Manager, Resources: Board - https://taskmanager.pl/materialy/tablica (accessed: 28 October 2026).
- Task Manager, Pricing and plans - https://taskmanager.pl/#pricing (accessed: 28 October 2026).
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.
