How does an IT team work in Task Manager?
Six people, two client projects, one internal project and maintenance requests that come in without warning. The IT team uses Workspaces in Task Manager to divide up the work. Each project has a separate space with its own tasks, chats and member list. A frontend developer on project A can’t see client B’s tasks if client B’s space is only available to selected people, and they aren’t one of them or a global administrator. You can add a contractor for two sprints only to the spaces where they’ll be working.
You set permissions separately in each space. The same person can manage the maintenance Workspace, create tasks in a client project, and lack permission to add chats or tasks for other people in a third space. They can still create tasks for themselves there. As a Workspace administrator, the tech lead can add members and change project settings. However, they can’t remove its creator or global administrators. Permission to create new spaces is separate. An administrator grants it when editing a user’s account. This keeps the project list from growing with spaces created just to try things out.
What exactly happens in a task?
A task has a title, description, status, priority and due date, with separate date and time fields. So you can set a deployment date without specifying a time. There are four statuses: no status, in progress, completed and cancelled. There are two priorities: normal and high.
A status change appears in the task thread as a system message, for example, “Jan Kowalski changed the status to Completed”. You’ll see it among the comments. After the title or description is changed, an “(edited)” label appears. Changes to the status, priority or assignees don’t trigger it, making changes to the task content easier to spot.
Four reactions - "Ok", "Looking", "In progress" and "Done" - let you confirm something without a comment. Favourites and the "unread" marker are individual. You can put a task off until tomorrow without changing its marker for other people.
What do you gain?
You don't have to reconstruct the history of decisions from conversations scattered across chats for a new team member. When a client asks why a change was made three months later, you can go back to the conversation in the task and the system message about the status changing to “Done”. After a holiday, a developer can read the thread instead of starting the day by asking the team questions.
You don't have to check every workspace to see whether a new issue has come in. Once you've reviewed everything, the counters disappear. And when you stop working with a subcontractor, you know which projects they were added to if you've restricted access to those workspaces to selected people.
An everyday example
An issue comes in for maintenance: “payments aren't going through for some customers”. A tester creates a task in the maintenance workspace, pastes in the log and sets a high priority. They set the due date for today at 16:00 and assign a backend developer and a tech lead. Both receive an email about the new task if they have these notifications enabled.
The backend developer adds a "In progress" reaction, so the team can see someone has picked up the ticket. An hour later he changes the status to "In progress". A system message with his name appears in the thread, and the other assignees get an email about the status change. He adds the arrangements made with the client as a comment under the task.
In the evening the status changes to "Done". If you have n8n enabled, the task-closed event is sent via webhook to your flow. That flow can add an entry to the changelog or get in touch with the client. The integration also works the other way round: from n8n you can create a task or change its status using the API key. The app will record the same system message and send the same emails as it would after a change made in the interface. Once it's implemented, the task administrator archives it. The task then disappears from the main list and stops counting towards the unread counters.
Frequently asked questions
Is the n8n integration ready for production use?
The n8n Integration is marked as experimental and is disabled by default. An administrator can enable it under Settings → Advanced → Other. While it’s disabled, Task Manager doesn’t show the n8n tab or configuration forms.
Can you trigger an action in Task Manager from an external service?
Yes. Task Manager accepts requests from n8n via an API using a Bearer token. You can retrieve a list of tasks or available Workspaces, create or update a task, and add a message. A key that operates in the context of a specific user is subject to their permissions.
Can a webhook reach a service on our internal network?
Not by default. Task Manager blocks private and reserved addresses to prevent a webhook from being used to scan your network. An administrator can change the private network policy setting.
What happens if n8n is unavailable?
Failed deliveries are added to a queue. The queue uses intervals of 60, 300 and 1800 seconds, with a limit of 4 attempts. An integration error doesn’t prevent a task from being saved.
Can you undo a project deletion?
No. Deleting a workspace requires retyping its exact name. It removes tasks, chats, messages and attachment files from disk. Instead, you can archive individual tasks and chats - archiving can be undone.