What are roles in Task Manager?
Roles in Task Manager let you give a freelancer access to a single project without showing them the rest of the company. Access is divided into two levels. A global administrator can see and manage all Workspaces, tasks and chats. They also have access to app settings - AI, SMTP and integrations - and can create accounts. If the licence is inactive or expired, the entire app switches to read-only mode - you can't add, edit or delete an account, or resend an invitation. A standard user can only see the Workspaces they're assigned to.
You set permissions separately in each workspace. The same person can be an administrator of one client's space and a regular participant in another. A workspace administrator adds and removes participants, changes settings, and can edit and delete other people's tasks and chats. There's also a task level: a regular user only sees tasks they've been explicitly added to. A space administrator sees all tasks in that space. Next to each person added to a task are three toggles: "Administrator" (edit and delete the task), "Change status" and "Observer". An observer sees the task and the conversation, and can write in the thread, but doesn't change the status or content - it's a role for someone who just needs to stay in the loop.
What exactly can you set for an account?
In the users window, on the "Add" tab, you enter the email, first name, last name and global role. You also set permissions that apply across the whole application: adding workspaces, AI in tasks, AI in chats, a separate AI Assistant chat, assistant access to websites, Automations and Mail. A separate permission for n8n integration only appears when the administrator has enabled this experimental integration in Advanced → Other. The Automations toggle doesn't depend on n8n and is enabled by default for a new account. Automations and Mail only work in the Pro plan. Access to AI has three separate toggles. If a user only has AI in chats, in a task they won't see the "AI Assistant" and "Organise" buttons next to the reply field, or the "Enhance text" option.
Below is the “Assign to Workspaces” table - one row per Workspace and three columns: Administrator, Tasks and Chats. “Tasks” means permission to create Tasks, not view them. Without this permission, a user can still see Tasks they have been added to and write in them. “Chats” works the same way - it controls the creation of Chats. Selecting the Administrator column selects and locks the other two. A Workspace administrator can create both Tasks and Chats. Selecting anything in a row assigns the person to that Workspace. Deselecting a Workspace clears the entire row.
You don't set a password for the person you're inviting. They receive an invitation email and set their own password. The activation token is valid for 24 hours. If the email doesn't arrive, you can select “Resend” in the user list. The new account is automatically added to chats called “Shared” in the Workspaces they can access straight away - provided such a chat exists in each Workspace.
What do you gain?
You don't have to worry about whether a subcontractor will see another client's quote if client Workspaces are only available to assigned users. Give them access to one Workspace, and the others are out of reach. Workspaces available to all active users don't provide this separation.
When someone leaves the company, you don't have to gather up their Tasks and agreements from other people. They lose access, but their Tasks, conversations and files stay where they were. Another person can take over the freed-up licence seat.
Options a person doesn't have permission for mostly don't appear in their view: the AI buttons disappear, as does the Automations item in the views menu and the Mail tab, and the "Add task" and "Add chat" icons - when they don't have that permission in any of their spaces.
An everyday example
An agency brings in a freelancer for a six-week project. They get a standard user account and access to one Workspace - the client's Workspace. They can create Tasks, but not Chats. They aren't an administrator, and can only use AI in Tasks. If the other Workspaces are only available to assigned users, they can't see them or any Tasks they haven't been added to.
After the project, the agency doesn't delete the account. It turns off the “Active” toggle, so the freelancer can no longer log in. Their comments, agreements and files stay in the Tasks. A new person can take over the freed-up licence seat.
Frequently asked questions
Is the number of users limited?
Yes. Your licence key sets the maximum number of active users. You can see usage under the “Add” tab as “Seats used: X / Y”, and under Settings → Advanced → Licence. Once the limit is reached, you can’t add a user, activate an invited account or reactivate a deactivated user.
Can permissions vary between projects?
Yes. You can set the administrator role and permission to create tasks and chats separately for each workspace. One person can manage one client’s workspace and be a regular participant in another.
What happens when an employee leaves?
Turn off the “Active” toggle in the account settings. The person can no longer log in, but their data, tasks and conversations stay with the company. The freed-up licence seat returns to the pool.
Can an administrator delete their own account?
No. Task Manager does not allow you to delete your own account or the last active administrator. An administrator also cannot change their own role to that of a standard user.
Does every user have access to AI?
No. AI in Tasks, AI in Chats and the AI Assistant are three separate permissions set on each account. The Assistant's access to websites is disabled by default. A global administrator has all AI permissions by default.