On Monday, Krzysztof, the owner of a car repair workshop with 10 employees, hears the phrase “task management software on your own server”. His first thought is: “I don't have an IT specialist.” In practice, he needs to know how to access the hosting control panel, create a database and upload files.
Task management software on your own server does not require a server room
Task management software on your own server can run on standard shared hosting. You do not need to buy a physical machine, build a server room or retain a systems administrator.
You install Task Manager on your own hosting. The application files and database are stored on a server chosen by your company. This can be a company server or an account with a hosting provider that meets the requirements for installation on your own server.
You are responsible for the server and backups. The software provider does not store the database on its own infrastructure. Check how your hosting provider backs up the database and files, and how to download or restore such a backup.
Krzysztof does not need a separate machine next to the vehicle lift. He needs a hosting account, login details and a few pieces of information prepared before starting the installation.
Your hosting control panel will show whether you can get started
Before installation, check the PHP version, the availability of a MySQL or MariaDB database, and whether files can be written to the application directory. Task Manager requires PHP 8.1 or later, and the installer will not proceed if an essential requirement is not met.
On Tuesday, Krzysztof logs in to the hosting control panel and sees PHP 8.2. That requirement is met. He then checks whether he can create a database and a password-protected user account.
Three PHP extensions are essential:
pdo_mysqlhandles the database connection,opensslencrypts API keys and SMTP passwords,mbstringsupports Polish characters, among other things.
The installer also checks the recommended extensions. fileinfo identifies file types, while gd handles thumbnails and avatars. The dom extension is used by the AI Assistant and to sanitise content, while curl is required for the AI module. iconv helps Mail handle Polish characters in CP1250 messages, while zip enables DOCX previews. The absence of these extensions does not prevent the installation itself.
The application must be able to write files to the includes/, uploads/ and logs/ directories. The installer displays the requirements using green and red indicators, so you do not have to diagnose the problem from a blank screen or an error code.
Five screens replace command-line work
Task Manager is installed using a form opened in your browser. You do not enter commands on the server or run Composer or any additional scripts.
First, upload the software package via FTP or your hosting file manager to the domain or subdomain directory. When you open that address, the installer guides you through the following stages:
- Requirements - checks PHP, extensions and write access to directories.
- Database - tests the host, database name, user and password.
- Administrator - creates an account using a first name, surname, email address and password.
- Application settings - saves the URL and licence key.
- Mail - accepts the SMTP details and lets you send a test message.
Prepare access to the hosting control panel and FTP, the MySQL or MariaDB database details, SMTP details, the application address and the licence key received after purchase. If you only start looking for each password during installation, a technical task turns into a series of phone calls to your hosting provider.
The installer generates the includes/config.php file, creates the database tables and saves the settings. Once complete, it prevents the installation from being restarted accidentally. You cannot start over without deleting the configuration file.
Remote installation handles the initial hosting setup for you
If you do not want to upload the package and create the database yourself, you can choose the Remote installation service. This is an additional service. It costs 299 zł excl. VAT on the Starter plan and is included in the price of the Classic, Max and Enterprise plans.
To provide the service, access details for FTP and the database, including phpMyAdmin, must be provided, along with the details of the main email account used to send notifications. This is a specific installation service, not a complete implementation of your company's processes.
This option makes sense if Krzysztof can prepare the login details on Wednesday but does not want to work out which directory the files should be uploaded to. After installation, he still manages the team and settings within the application.
After installation, start by adding people and Workspaces
After logging in for the first time, the administrator adds users, assigns roles and creates Workspaces - workspaces for teams or areas of work. You do this in the Task Manager interface without returning to the hosting control panel.
Open the user panel using the group icon next to settings. The exact process is described in the Users and Roles guide, while the first week with Task Manager article provides a plan for the rest of the configuration.
The AI Assistant is optional. Task Manager works without it, and if you want to enable it, you can enter your own OpenAI, Google Gemini, Anthropic Claude or xAI Grok key in Settings. The request and the required context are then sent to your chosen model provider, which charges for it using your API key.
CRON is only required to send emails in the background when no one has the application open, such as reminders from the AI Assistant. In-app notifications work without it. Without CRON, emails are only sent when someone is using the application, and the software displays a warning about this when a reminder is set. Hosting providers with “HTTP cron”, such as cyber-folks and nazwa.pl, can request the specified address every minute.
Updates require an administrator's approval, not a dedicated IT specialist
Task Manager checks for new versions but does not install them without your confirmation. The administrator downloads and runs an update under Settings → Updates, and most releases are handled by the automatic installer without using FTP.
When a new version becomes available, the administrator sees a notification and a red dot next to the settings icon and the Updates tab. The tab shows the installed release and code version numbers, available releases and a description of the changes. You install each successive version in order.
The Download button displays a warning to back up the database and the uploads/ folder. The server then downloads the package and checks its SHA-256 checksum, a digital fingerprint used to verify the file's integrity.
For most releases, the next step is Install. A progress bar shows the software updating the database, copying files and completing the installation. Finally, Refresh application appears. The automatic installer skips includes/config.php, uploads/, storage/ and logs/ and performs database migrations automatically.
Not every package supports this mode. For a release that requires FTP, the software saves a .zip file and displays instructions: extract the package, upload and overwrite the files, retain includes/config.php, uploads/, storage/ and logs/, then refresh the application. The full process is available in the Task Manager update guide.
The most important skill is therefore not using the command line, but backing up the database and attachments folder before changing versions. Check in your control panel whether your hosting provider creates backups, how long it keeps them and whether they include both the database and files.
If you do not want to manage updates yourself, you can choose the Maintenance service. The Starter plan costs 99 zł per month and includes installing new versions on the client's server, with a backup before each update. The service requires an active Update renewal.
You do not need server expertise, but you do need to manage your hosting
You do not need the command line or development tools such as Composer or Docker to get Task Manager running. You do not need to know SQL either, as the installer creates the tables and performs database migrations during updates.
However, you must be able to perform a few specific tasks:
- log in to the hosting control panel,
- create a database and database user,
- upload files via FTP or a file manager,
- enter the SMTP details,
- check the PHP version,
- back up the database and the
uploads/folder before an update.
This is a fair limit for doing it yourself. If you are unfamiliar with these tasks, choose Remote installation and Maintenance. If you have already used a hosting control panel to manage your company website, the installer will guide you through the rest without any development tools.
Tomorrow, open your hosting control panel and check two things: the PHP version and whether you can create a MySQL or MariaDB database. Then view the Demo to explore the software using sample tasks without installing it on your server.
Frequently asked questions
Do I need an IT specialist to install Task Manager?
No, provided you can use a hosting control panel, create a database and upload files. The installer runs in your browser, and paid remote installation is also available and included in the price of the Classic, Max and Enterprise plans.
What hosting is sufficient for task management software on your own server?
All you need is shared hosting with PHP 8.1 or later and a MySQL or MariaDB database. The essential PHP extensions are pdo_mysql, openssl and mbstring, and the installer checks whether they are available.
Are Task Manager updates installed automatically?
No, an administrator must always approve the installation of an update. Most releases can be installed from Settings without FTP, but for some packages the software displays instructions for uploading the files manually.
Who is responsible for Task Manager backups?
The client is responsible for backups because the database and files are stored on their server. Before downloading an update, the software reminds you to back up the database and the uploads/ folder.
What happens if I do not renew updates after 12 months?
You can continue using your current version at no extra cost because the licence is perpetual. The price includes 12 months of new releases, after which annual renewal of access to updates is optional.
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.
