How do I change my password?

Click ⚙ (the gear icon) → Profile / Account tab → “New password” field → Save.

How do I change my profile picture?

Click ⚙ → the Profile tab → click your current profile picture or the camera icon → select a file.

How do I set an absence?

Click ⚙ → the Profile tab → the Availability status section → select a type (Holiday / Sick / Away) → set the dates → Save status. Your status will be visible to other users and the AI Assistant.

How do I search for a task?

Click the search field (🔍) at the top of the middle column and type a fragment of what you're looking for. The search looks in task subjects and descriptions, chat names, and message content.

How do I assign a task to someone else?

Open the task → click “Edit” → select people in the “Assigned” section → Save. You can also ask the assistant: “Assign task X to Anna”.

How do I see all overdue tasks?

Use the “Overdue” filter in the top filter bar OR ask the assistant: “Show overdue tasks”.

How do I add a file to a task?

Open a task and click the paperclip icon (📎) in the message section, or drag file(s) and drop them anywhere in the window - a "Drop files to add attachments" message will appear, and once dropped, the files will go into the active editor (task thread/chat or an open task form). This also works for multiple files at once. Images dragged this way are added as attachments (they are not inserted into the content).

How do I remove a user from a Workspace?

Hover over the workspace card in the left-hand column → click the ⋮ icon at its right edge → Edit workspace → in the "Assign users" section untick the checkbox next to the person → Save.

How do I reset a user's password as an administrator?

You can’t set a password on another user’s behalf. Go to user management (group icon) → List tab → click “Resend” next to the user. They’ll receive an email with a link and can set a new password themselves.

How do I save an individual message or note as a file?

In the ⋮ menu next to a message (in Tasks, Chats or Mail - including AI Assistant responses) and in the note menu, you will find Export to PDF, Export to Word and Export to TXT. The file is created and downloaded immediately. Its header shows where it came from - who wrote it, when and in which thread (for emails: subject, from and to). The download link is private and expires after 24 hours, just like when exporting an entire conversation.

What you see is what gets exported. If you’re reading a thread in an AI-organised version (“Organise” → Polish / Summarise / Expert), that’s the version that will be included in the file, with a note in the header saying the content was prepared by AI and which mode was used. Want the original? Select Original content under “Organise” and export again.

How do I export the history of a chat or task?

Ask the AI Assistant, for example, “generate a PDF summarising task X” or “prepare an Excel file with the history of chat Y”. The assistant will put the document together and provide a download link. Supported formats: PDF, DOCX (Word), XLSX (Excel), CSV, HTML.

The download link is private and expires after 24 hours - it only works for a logged-in user with access to the given task/chat. Once it expires, simply ask the assistant to regenerate the file.

How does the AI Agent work?

The AI Agent carries out tasks scheduled over time: it sends a message to a thread or an email from your personal SMTP at a specified time, notifies a chosen person, checks the conversation history and waits for a reply or a keyword. It works in a task or chat thread: turn on AI Assistant mode and describe the task, e.g. "on Thursday send an email to client@company.com reminding them about the quote". The plan starts right after you save it, with no confirmation window. You can cancel it in the same mode with the message "cancel plan 13" or "cancel everything".

Why isn't the AI Assistant responding?

Check in settings (⚙ → AI) whether AI is configured - the provider, API key and model must all be set. If the configuration is correct, the issue may be with the API key limit or the internet connection.

I can't save a task/message after pasting an image

If a message about exceeding the allowed size appears when saving, it means the image pasted directly into the content is too large for the database. Instead of pasting a large image into the content, add it as an attachment (the paperclip icon 📎 next to the message).

Why can't I add or save anything and can only view content?

The application is in read-only mode because the demo version key's expiry date has passed, the key is invalid, assigned to another domain or revoked remotely, or no key has been entered. The administrator should enter a valid key in Settings → Advanced → Licence section. Details: Licence.

I sent a large attachment - why does the recipient see it with a delay?

Large files upload in the background after the message has already been sent. The sender sees a "Sending attachment…" label, while the recipient will see the file appear on its own within a few seconds (once the upload finishes) - without refreshing the page.

I enabled AI, but other users can't see it

Once the API key is entered, the AI Assistant appears for other users automatically, within about a minute - they don't need to refresh the page. If you want it right away, they can refresh manually.

I click “Log in” and nothing happens - I’m taken back to the form without any message

This means the password was correct, but the browser did not save the session cookie - the application signs you in and immediately redirects you back to the sign-in page. The most common causes are:

  1. The application is sometimes opened using http:// and sometimes using https:// (for example, http://localhost and https://localhost). A cookie saved under https has a security flag that prevents a cookie from being saved under http. Always open the application using the same address.
  2. The browser is blocking cookies for this site (private browsing with strict settings, a privacy extension or overly broad third-party cookie blocking).

What to do: clear the cookies for this site (Safari: Settings → Privacy → Manage Website Data; Chrome: padlock next to the address → Cookies) and sign in again using the correct address. Since version 2.2.164, the application detects this situation and displays a clear message on the sign-in screen instead of failing silently.

Does the application send user data to external companies?

Only to the services you yourself specify or enable. The entire interface - libraries, fonts, icons and placeholder avatars - is served from your own server. The application doesn't query any CDN, doesn't fetch fonts from Google and doesn't use an external avatar generator (a person without an uploaded photo gets a circle with initials drawn in the browser). This also applies to the login page and the installer. Core features work on a network with no internet access.

The server connects externally in these situations:

  • licence panel - on login (licence status), when activating a key and when checking for updates. The panel receives the licence key, domain and program version, with no content from the database. This is the only connection you don't enable yourself,
  • the SMTP mail server provided during installation (email notifications) and the IMAP/SMTP mailboxes added in the Mail module (emails sent by the AI Assistant go out from these too),
  • AI provider selected in Settings (OpenAI / Anthropic / Google / xAI) - a prompt with the context needed for the answer and the content that particular AI feature works on. In the Pro plan, with default settings, the knowledge base also sends new and changed tasks and chats once a day for summarising. With OpenAI and Google, fragments of notes and files needed for semantic search are sent there too. With AI disabled, nothing is sent there,
  • Google Calendar - when you connect your account to it,
  • n8n webhooks - when the administrator enables the integration and adds webhooks,
  • browsers' push notification gateways (e.g. Mozilla, Google, Apple) - when the administrator enables push notifications and you enable them on your device; the content is encrypted with your device's key,
  • a specified website - when you have the AI Assistant with internet access permission and ask the assistant to read it.

The browser connects to another service only when someone embeds a video in the content (e.g. from YouTube or Vimeo) or an image from another site, when you open a message in Mail containing elements fetched from the web (remote images load only after clicking Show images), when you enable push notifications on your device, and when you log into your Google account while connecting a calendar.

A list of installed libraries and their licences is available in the LICENCJE-BIBLIOTEK.md file in the application directory.

“Too many failed login attempts” - what does this mean?

After five incorrect passwords for the same account, the application blocks login attempts for 15 minutes. The counter applies to a specific email address, so one person's mistakes will not lock out the rest of the team - even if the whole company accesses the internet through a single IP address. A successful login immediately resets the counter for that account.

There is also a separate network-level safeguard: a single IP address can make 20 failed attempts within 15 minutes, counted across all accounts. This provides protection if someone tries to guess passwords for multiple accounts at once.

Don’t want to wait? Use the “Forgot password” link - password reset works regardless of the attempt counter.