The features you can see depend on your role and permissions. An administrator can see more settings than a user.

Logging in

Open the app in your browser by entering the main address (e.g. https://your-domain/) - the login screen appears straight away (no need to add login.php). Enter your email address and password, then click "Log in". If you've forgotten your password - click the "Forgotten password" link under the form.

Addresses in the browser bar are "clean", without the .php ending (e.g. …/app). This is normal - bookmarks work the same way.

"Remember me on this device"

Below the password field is a "Remember me on this device" checkbox. When ticked, the app remembers this device for 30 days and doesn't ask for a password every time you log in. Without it, the session expires after a day, which on a phone means logging in practically every day. Since version 2.2.430, a remembered device renews an expired session in the background, even while you're working: an app left aside for a day will carry on working when you come back, with no login screen and without losing what was open.

  • Don't tick it on a computer used by anyone else - anyone who sits down at that browser will get into your account without a password.
  • Your password is never stored anywhere. A random token is kept in the browser, and only its hash is kept on the server.
  • You'll find the list of remembered devices in Profile → Remembered devices: it shows the device name, last used date and expiry date. You can disconnect each one individually, and there's also a "Disconnect all" button. Disconnecting removes the remembered login.
  • Lost your phone? Change your password - this will log out all devices and disconnect push notifications on them.
  • Up to 10 devices can be remembered. The eleventh one bumps off whichever you haven't used for the longest.
  • Changing your password disconnects all devices (along with their push notifications), just like a password reset. This is intentional: if you're changing your password because you suspect someone else has access, old remembered devices must stop working along with the old password.
  • If the app notices that someone has used an old copy of a remembered session (e.g. a copied cookie), it will disconnect that one device and show you a notification: "We've logged out one of your remembered devices". You'll need to log in again with your password on it; the other devices keep working.
  • Clicking "Log out" clears the remembered status for that device.

An administrator can disable this feature entirely in Settings → Advanced → Login. Disabling it immediately disconnects all remembered devices across the company.

Welcome screen

After your first login, a window with short videos from the app appears. Administrators see 9 steps: Connect AI, Add your team, Organise your work (workspaces), Assign tasks, Start a conversation, Work faster with AI, Calendar, Notes, Board. Other users get the last 6 - the first three concern settings only administrators have access to. "Next" moves to the following step, "Skip" closes the window; tick "Don't show again" if you don't want it to appear at future logins. You can always return to it from Settings → Profile → "App guide" → "Restart app guide".

After the welcome window, the program guides you around the screen with short tooltips (each one sits next to the element it describes; "Skip" ends the whole tour). You can add a task, chat or email with the "+" button in the header of the middle column - it opens the "Create" menu; anyone without permission to add tasks or chats won't get those steps.

Installing it as a desktop app

Task Manager can be installed to work like a regular program, with its own icon in the Dock (macOS) or the Start menu/taskbar (Windows), and a separate window without an address bar.

  • Chrome / Edge - after logging in, click the install icon on the right side of the address bar (a monitor with an arrow), or open the ⋮ menu → "Cast, save and share" → "Install page as app…". Confirm the name and you're done.
  • Safari (macOS) - "File" menu → "Add to Dock…".
  • Phone - see the separate section below.

Installation doesn't download any program and doesn't require administrator rights - it's the same app, just running in a separate window. Login is shared with the browser, so you usually don't need to log in a second time. To uninstall: open the app, click ⋮ → "Uninstall".

Installation requires an encrypted connection (the address starts with https://). If your app runs on http://, the install option won't appear - ask your administrator to enable an SSL certificate.

Installing on a phone

You can install Task Manager on an iPhone, iPad or Android phone just like a regular app - with its own icon and notifications even when the app is closed. The simplest way: Profile → Settings → "Install as app" - this section detects your device and shows the steps that apply to it.

The full step-by-step guide (iPhone, Android, notifications, logging in, troubleshooting) is in the "Mobile app" chapter.

Interface - three columns

The app is divided into three columns:

  • Left column - the list of workspaces. Click a workspace name to select it.
  • Middle column - the list of tasks and chats in the selected workspace. Click an item to open it in the right column.
  • Right column - details of the task or chat (messages, attachments, description, assigned people).

You can adjust the column widths. There's a thin bar where the middle and right columns meet - hover over it (the cursor turns into left-right arrows) and drag to widen the thread at the expense of the task list, or the other way round. This also changes the width of the docked calendar. Double-clicking the bar restores the default setting. The bar also supports the keyboard: Tab places the cursor on it, the ←/→ arrows change the width (faster with Shift), and Home restores the default. The setting is remembered for your account in this browser.

Light and dark mode. In the left column, right next to the gear icon, there's a sun/moon icon - it switches the left and middle columns between dark and light themes (the right column with the thread is always white). The choice is remembered for your browser. The Board and Calendar have their own theme switch in their own windows, independent of this one - you can have a light list and a dark Board, or the other way round.

Window (form) theme. Windows that open on top - adding a task, chat, Settings, users, confirmations - have their own, third switch: Settings → Profile → Appearance → "Dark window theme". They're light by default. The setting is saved in this browser and doesn't affect the column or calendar theme.

Task Manager in a three-column layout: workspaces, item list, open thread.
Three columns: workspaces, list of tasks and chats, open thread.

Navigation

  • Clicking a Workspace in the left column filters the list in the middle.
  • Clicking "All" (or the "Home" icon) shows items from all workspaces.
  • At the top of the middle column there's a search field - it works globally and searches the subject and description of tasks, chat names, and message content.
  • The views icon in the top bar opens a menu: Calendar · Board · Notes · Files · Automations · AI Assistant. The same menu appears in the header of each of these windows.

Shortcut: switch views with the G key

The G key switches to the next window in sequence - like using Cmd+Tab to switch between applications:

G → Calendar → Board → Notes → Files → Automations → AI Assistant → list → and starts over.

  • Shift+G moves in the opposite direction.
  • After a full cycle, you return to the standard list view (the windows close), so you use the same key to enter and exit the windows.
  • The shortcut does not work while you are typing (in a text field or editor) or while a dialog box is open - so that it does not switch views while you are working. If the cursor is in a text field (for example, in the AI Assistant), press Esc - this releases the cursor without closing the window, and G will switch views again. When cycling between windows, they do not move the cursor to their fields.
  • Ctrl/Cmd+G is handled by the browser (it means “find next”).
  • You only see the views you have access to. The Standard plan doesn't include Files or Automations, and AI Assistant appears only once AI has been configured. If the administrator has removed your access to Automations or AI Assistant, the cycle skips them too.

Settings and profile

Click the gear icon (⚙) in the top left corner to open the settings window. In every tab, settings are grouped into collapsible sections - click a section heading to expand or collapse it. You'll find these tabs:

  • Profile - all account settings in expandable sections: user details, password, app guide, notifications (in-app, email, browser) and availability status. You connect your own mailbox for sending emails in the Mail tab. Click a section heading to expand it.
  • Advanced (administrator) - the system's global SMTP and licence
  • AI (administrator) - AI Assistant configuration and knowledge base
  • n8n - integration with automations (an experimental feature; the tab only appears once enabled by the administrator in Advanced → Other)
  • Updates (administrator) - checking for, downloading and installing new app versions
  • Help - information about the program and the full user manual; visible to every user. Administrators also have a contact form here (sends a message to the Task Manager team from the system email account; the subject field includes options such as "Suggest new features / changes to the program")

User management (administrators only)

Click the people icon next to the cog to open the user management panel. You can add new users, change their roles and deactivate accounts there.