How does a public-sector organisation use Task Manager?
In a public institution, information about a case can be scattered across emails, drives and conversations. One case officer knows the deadline, the arrangements with another department are in their inbox, and an important attachment is on the computer of someone who is currently on leave. In Task Manager, you can attach files to tasks and chats. A regular user can access a task or chat when they have been assigned to it.
For a public body, licence predictability also matters. The licence is a one-off purchase - with no subscription fees to plan for in each new budget year - and the key determines the maximum number of users and the plan. There's no need to install a separate version for each plan - access to modules is governed by the licence key. Extending the scope requires entering a new key, with no app update or reconfiguration needed.
What the licence includes and what you can see in the settings
The administrator enters the key during installation, or later, when licence terms change - for example, the number of seats or the plan. Its status can be checked via the gear icon, in the Advanced tab, in the Licence section. It shows the status (Active, Expired, No key, Invalid, Revoked), the app version and the number of active users against the limit. There's also an entry of unlimited in the Valid until field, the plan, the company name the key was issued to, and the licence number. A new key is pasted into the field with the placeholder Enter licence code and confirmed with the Activate licence button.
A seat is occupied by an active user, meaning someone whose account has been activated. When the number of such users reaches the limit, the programme blocks the addition or activation of another user. A message appears saying that the licence limit has been exceeded. You will then need a key with a higher limit.
The licence comes in two plans. Pro gives you all the features. Standard lacks five modules: Mail, i.e. the email client, Automations, the Files view, i.e. the shared drive, content encryption and the AI knowledge base. Along with the modules, their chapters in the guide disappear too. The paperclip next to a message then lets you add a file straight from your computer.
In Standard, task, chat and note attachments are still available - the restriction applies to the shared drive. Email notifications via SMTP are also available. The Mail module is for receiving and sending correspondence, not for these notifications. Changing plans does not delete mailboxes, automation recipes or files from the database. Automations are paused, not deleted. Enter a Pro key to restore the modules to the state they were in before access was restricted.
What do you gain?
You can plan who needs an account now and who will join the work in the programme later. As your team grows, you will not have to guess whether there will be enough seats for another person.
The expense is predictable: a one-off purchase instead of a line item in the budget every year.
You don't have to decide on using Mail, Automations, the shared drive, content encryption and the AI knowledge base from day one. If you later restrict access to these modules, your earlier mailboxes, recipes and files won't disappear. When you return to full scope, you don't need to configure them again.
An everyday example
Suppose a public institution employs 24 people, but only 18 of them are to receive accounts for now. The others work exclusively in the field. The administrator enters a key for 18 seats. Later, an employee from the organisational department joins. When they try to activate the nineteenth account, the programme displays a message saying that the licence limit has been exceeded. The administrator enters a key with a higher limit.
In this hypothetical example, the institution started with the Standard plan, without a shared drive or email client. Departments worked with tasks, attaching scanned documents to tasks and chats. Later, they decided to handle correspondence in the programme. The administrator enters a Pro key. The modules are enabled without updating the application.
Frequently asked questions
Is the licence perpetual?
Yes. A perpetual licence key has no expiry date, and in the Licence section in advanced settings, the Valid until field then shows no expiry instead of a date.
What is the difference between the Standard and Pro plans?
Pro covers all the application's features. Standard lacks five modules: Mail, i.e. the email client, Automations, the Files view, i.e. the shared drive, content encryption and the AI knowledge base. The AI Assistant, attachments for tasks, chats and notes, and email notifications via SMTP work in both plans.
Do you need to reinstall the application to upgrade to Pro?
No. Once you enter the new licence key in the settings, the features are enabled without updating the application or reconfiguring mailboxes or automations.