On Wednesday morning, Marek, the owner of a joinery workshop with a six-person team, logs into Task Manager on his hosting and sees a red dot on the gear icon. A new version is available, but he doesn't have an IT specialist on call. Updating the app on your own hosting usually doesn't require FTP, though: before Marek clicks Install, his first priority is making sure he has a data backup.
How does the administrator know a new version is available?
Task Manager checks for updates on its own after logging in and periodically while the app is open. It also checks when you return to the browser tab, if some time has passed since the last check. It signals a new release to the administrator with a notification and a red dot on the gear icon.
Marek sees the message "Update available - version X.Y.Z is ready to install". The Show button takes him to Settings → Updates; once settings are open, a second red dot points to the right tab. The notification appears once per version, and the dot disappears once the latest release is installed. Regular users don't see either of these signals.
This is a notification, not a command for immediate installation. Marek can first read the changelog and prepare a backup. If he wants to see the layout of the tab before his first update, he'll find it in the Task Manager update guide.
Updating the app on your own hosting starts with checking the version
You start updating Task Manager in Settings → Updates; most releases can be installed from there without FTP. Whether a given package supports installation from within the app becomes clear once you've downloaded it - the program will show either an Install button or instructions for manual upload.
- Open the gear icon and select Updates. Click Check for updates. You'll see the Installed version, i.e. the release running on the server, the Code version, i.e. the version of the app files, and the Available versions.
- Read the Changelog for the nearest release. If several releases are waiting, you install them one after another. The button for the next version is active; the following one becomes available once the previous one has been installed.
- Make a backup and click Download. Before continuing, the app will show a warning about backing up the database and the
uploads/attachments folder. Once you confirm the warning, the server downloads the package and checks its SHA-256 checksum - a digital fingerprint used to verify the downloaded file. - If Install appears, click it. The progress bar will show the stages: database migrations, file copying and finalisation. Migration means adjusting the database structure to the requirements of the new release. When it's finished, click Refresh app or use Ctrl/Cmd + Shift + R.
In an installation handled by the app, you don't upload files yourself. The installer skips includes/config.php, uploads/, storage/ and logs/, and runs any necessary database migrations on its own. If you're starting from an older release, the progress bar may move in jumps. Full live preview only works once the installed version already includes this mechanism.
You make the data backup, not the Download button
Task Manager warns you about backing up, but doesn't do it for you. Before updating, back up the database and the uploads/ directory, where attachments are stored, using your hosting provider's tools or a backup available from them.
On Wednesday, Marek first checks that he has both parts of the backup. Saving the uploads/ folder alone won't replace a database backup, and the database alone won't cover the files in that directory. Only once both are ready does he confirm the warning in the app. He doesn't assume that, since the installer skips the data, a backup is unnecessary.
The app's data lives on your server, so you're the one who makes the backup before changing versions. This is part of the responsibility that comes with installing on your own hosting. If you back up regularly, check before updating that the backup matches the current state of your data, rather than being an older file set aside earlier.
When can't you avoid using FTP?
Some packages don't support installation from within the app and require manual upload via FTP. Task Manager points you to this route after you download the package, saves the .zip file to your disk and shows you the instructions; if needed, you can use the Save package (.zip) button again.
Here, FTP is used to transfer files to your hosting. Before uploading them, back up the database and uploads/, unpack the .zip, connect to your hosting, and then move the contents of the package into the app's directory, overwriting the existing files except for four locations:
includes/config.php- configuration and secrets;uploads/- attachments and avatars;storage/- working data;logs/- logs.
After uploading, refresh the page with Ctrl/Cmd + Shift + R and click Check for updates again to confirm the version number. If the release changes the database, the Changelog or version notes will point out any extra steps. If in doubt, restore your backup and contact the provider rather than guessing what to skip.
For Marek, the distinction is practical: a package with an Install button can be handled in the browser, while FTP instructions mean he has to decide whether he wants to upload files manually. The "no FTP" promise applies to most releases, not every single one without exception.
A message doesn't always mean an update error
The message "You have the latest version" means there's no newer release to download. A connection error with the update server, or a version number that hasn't changed after a manual upload, each need to be checked separately. Start with the causes listed below.
| What you see | What it means and what to check |
|---|---|
| "Could not connect to the update server" | Check your internet connection and the validity of your licence key. The version list is only available for installations with a valid licence. |
| "You have the latest version" | The installed version is the latest available release. |
| The version number hasn't changed after uploading | Check that the files were uploaded to the correct directory, and refresh the page bypassing the cache: Ctrl/Cmd + Shift + R. |
When checking for available releases, the program first queries the taskmanager.works server. If it doesn't respond, it automatically falls back to the backup server api.taskmanager.pl - you don't switch anything yourself. The Updates tab shows which server responded.
Not renewing updates doesn't disable the program
If you don't renew access to updates, Task Manager will keep working on the installed version. The Perpetual licence includes 12 months of new releases in the price; after that period, renewal is optional, but without it you won't be able to download further versions.
For example, an annual renewal for the Classic plan in the Standard variant costs 447 PLN. Marek can renew access to new releases or stay on his current version without paying a further fee just to keep using the program. The difference between a licence fee and ongoing costs is covered in more detail in this comparison of a subscription and a one-off licence.
Don't confuse this with read-only mode. That mode appears when the licence key has expired, is invalid, or hasn't been entered - not because you chose not to renew updates. In that mode, you can view existing tasks, chats, messages and files, but you can't create or change content. A red bar appears at the bottom of the screen.
You can check the key's status in Settings → Advanced → Licence section. When 14 days or less remain before the key expires, the app shows an amber reminder. If you need to enter a new key, paste it into the New licence key field and click Save and activate; an expired or invalid key will be rejected and won't overwrite a working one. You'll find more on this distinction on the Perpetual licence page.
You can hand off uploading versions to someone else
If you'd rather not upload new releases yourself, you can use the paid Maintenance service. This is a monthly service that includes uploading versions along with a backup, run alongside an active update renewal; it costs 99 PLN on the Starter plan or 199 PLN on the Classic plan.
This isn't part of the Perpetual licence that switches on by itself. Remote installation of the program is a separate service: on Starter it costs 299 PLN excl. VAT, and from the Classic plan onwards it's included in the price. Task Manager runs on standard hosting with PHP 8.1+ and MySQL or MariaDB. If you're still deciding how to set it up, see how a task program works on your own server without an IT specialist.
Tomorrow, open Settings → Updates, check the installed version number and note in your calendar when to check the database backup and uploads/. If you'd like to see the program in your browser first, open the Demo.
Frequently asked questions
How do you update the app on your own hosting without FTP?
You can install most Task Manager releases in Settings → Updates using the Download and Install buttons, without FTP or the command line. Some packages require manual upload via FTP; in that case the app will show you instructions.
Will updating the app on hosting delete my tasks and attachments?
The installer doesn't delete tasks or attachments: it skips the uploads/ directory, where attachments are stored, and runs any necessary database migrations. It also skips includes/config.php, storage/ and logs/. Before updating, back up your database and uploads/ - the app reminds you to do this, but doesn't create the backup for you.
What happens if I don't renew my access to updates?
Task Manager will keep running on the installed version, but you won't be able to download new releases. Read-only mode results from a missing, invalid or expired licence key, not from failing to renew updates.
How will I know a new version has been released?
Task Manager checks for new versions itself and shows the administrator a notification along with a red dot on the gear icon. The notification is displayed once per release.
Can I skip several versions at once?
No, available versions are installed one after another. The button for the nearest release is active, and the next one becomes available once it's been installed.
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.
