How does a service company work with Task Manager?
A client order rarely fits in one place. The enquiry is in the account manager’s inbox, the agreements are in chat, the revised contract is on a drive, and the delivery date is in someone’s head. In a B2B services business, a different person may handle each order. Task Manager lets you bring the work together in a task, with a conversation, files, a scope checklist and a due date. Mail stays separate, though you can link its thread to a task.
A task has a title, description, priority (normal or high), a due date and optional time, and assigned people. The conversation takes place below the task card, with team comments, reactions, @ mentions, and attachments. Choose from four statuses: no status, in progress, done, or cancelled. The list shows what's in progress and what's already closed.
Clients often get in touch by email. Connect an IMAP mailbox in Settings. If the mailbox is set to display in the task and chat lists, all its threads appear there; otherwise, only those pinned manually. A mailbox belongs to one person and is private - even an administrator can’t access someone else’s emails. Everyone connects the shared company address to their own account.
What exactly happens with an order?
You can see the due date in the task list. The card has a coloured bar on the left and a circle showing the number of days. Red means overdue, blue means due today, and green means on time. Grey appears when there’s no due date or the task is closed. If you don’t set a time, the order remains “due today” all day and only turns red the next day. Above the list are tiles: On time, Due today, Overdue and Chat. These four tiles act as both counters and filters. If you have a mailbox connected, a Mail tile also appears in the statistics bar.
You can save the order’s scope as a to-do list in the task description. Tick off items in the card at the top of the thread, and a bar shows your progress, for example, “2 of 3 completed”. Everyone involved can see the status. A mini avatar of the person who ticked an item appears beside it. You don’t need permission to edit the task to tick off your part.
Changes to task details appear in the conversation as centred system messages. This includes the status, assigned people, due date, priority and title. When the due date changes, the previous value is also recorded. Later, you can check who changed the delivery date and when.
You can link a client email to a task using “Link” in the email thread menu. If you have that mailbox connected, you’ll see a shortcut to the correspondence in the task header. It’s just a navigation shortcut: only the person with that mailbox connected can still see the email contents.
What do you gain?
You don’t start the day trying to piece together where a job was left off. When a client calls a month later, you can return to the conversation on the task and check what was agreed, who moved the due date and what it was before. There’s no need to look for this information in a separate chat.
You don’t lose the full context when the client’s account manager goes on leave. People working on the job can read the conversation, check the scope and see who ticked off each piece of work. Other people’s emails remain private, so important agreements shared only by email aren’t automatically available to the team.
You don’t have to guess how much work is due today. Before speaking to a client, you can see how many jobs are due today and how many are overdue. That gives you a more concrete starting point for discussing the next date than relying on one person’s memory.
An everyday example
An agency is handling twenty jobs at once. A client emails: “Could we move the handover to Friday?” The account manager sees the message in the connected inbox, links the thread to the job and changes the task’s due date. A system entry appears in the conversation showing the previous date. It also shows who moved the date and when.
Two weeks later, the account manager is off sick and the client calls to ask about two revisions. The person who answers opens the job. They can see the scope, the items that have been ticked off and the avatars of the people who ticked them off. They can also read the conversation on the task. If they need to find out who changed the due date, they can check the system entry. They won’t see the client’s email, though, unless they have that inbox connected to their own account.
Frequently asked questions
Does the team need to learn a new methodology?
You don't need to learn a separate methodology to log an order as a task with a subject, due date, priority and assigned people. Online training for the team is available as an add-on service - you'll find its price in the pricing list. The available statuses are: no status, in progress, done, cancelled. The conversation on a task shows an avatar, name and time; it also supports reactions and mentions via @.
Will the client see our internal discussions?
No. The conversation on the task is internal. In the task list, regular users see the tasks assigned to them; Workspace administrators and global administrators see all tasks. Email correspondence stays separate, in the connected mailbox.
Does company email work in the programme?
Yes, in the Pro plan - it's the Mail module: you connect an IMAP mailbox in Settings. In the tasks and chats list you'll see either all threads from the mailbox with display enabled on that list, or only manually pinned threads if display is switched off. You can link a thread to an order. You can save a thread's attachments in Files, in the folder Mail / mailbox name / thread subject.
What happens when someone moves an order’s due date?
A system message appears in the task conversation with the person’s surname, the time and the previous due date. The card colour reflects the due date: red means overdue, blue means due today, and green means due on a future date. Completed and cancelled tasks have a grey label, even when overdue.
Can repetitive steps be handed over to an automation?
Yes. Recipes work on a WHEN / IF / DO structure. For example, an email from a client with an attachment can trigger saving the documents to a chosen folder and a notification in the app for the recipe's author. Automations are available on the Pro plan. Every user has access to them by default, and the administrator can revoke it for selected people in the users panel.