SMTP configuration (administrator)

For the application to send system emails (invitations, password resets, notifications), an administrator must configure a global SMTP server.

Step by step

  1. Click the cog icon (⚙) → Mail tab → System mail card (visible only to administrators; this card was previously under the “Advanced” tab).
  2. Fill in the form in three steps:
    • 1 Sender - the email address displayed as the sender and the sender name (e.g. “Task Manager”)
    • 2 Sending server - the SMTP server (e.g. smtp.gmail.com), port (587 for TLS, 465 for SSL) and encryption
    • 3 Server login - username (usually the same as the sender address) and password
  3. Click “Send test message” to check that the configuration is correct.
  4. Click “Save”.

The “Send via this mailbox” toggle above the form disables all outgoing system emails - when it is off, messages such as password reset emails are not sent.

This mailbox is the sender for messages sent by the application itself and applies to the entire company. Connect your own mailboxes (for reading and writing emails in Task Manager) above, under the same tab.

Popular SMTP configurations

Gmail:

  • Server: smtp.gmail.com, Port: 587, Encryption: TLS
  • Required: App password (not your Google Account password) - generate one under Google Account → Security → App passwords

Outlook/Microsoft 365:

  • Server: smtp.office365.com, Port: 587, Encryption: TLS

OVH / home.pl / Polish hosting provider:

  • Server provided by your hosting provider, usually port 465 or 587

User notifications

The application sends emails for:

  • Password resets
  • Assignment to a new Task (if configured)
  • Mentions (@mention) in messages

Three notification channels (Profile → Settings)

In your profile settings (⚙ icon → profile tab), you can control three notification channels independently. For each one, select Yes/No separately for six event types: New Task, New Chat, New Message, Task Status Changed, I Was Mentioned, New Email (Mail module).

  1. In-app notifications - a “toast” displayed within the application (top right-hand corner). It appears when the application is open.
  2. Email notifications - an email sent to your address.
  3. Browser notifications - a system notification from your browser (at operating system level).

In-app notification sound

The In-app notifications section contains two additional toggles:

  • Notification sound - a short sound accompanies the in-app notification.
  • Repeat the sound until the alert is dismissed - the sound repeats every ~1.5 seconds for as long as the alert remains visible, and stops when it is dismissed (manually or when the configured display time expires).

The sound plays only for notifications (a new task, new message, mention or calendar reminder) - standard alerts such as “Saved” remain silent. If you have set the alert display time to “until manually dismissed”, the sound stops automatically after one minute so that it does not continue indefinitely when the user is away.

Browsers only play sounds after your first interaction with the page (a click or keystroke) - this is a browser restriction, not an application setting.

The “New message” email arrives after a ~5-minute delay

Messages written one after another are combined into a single entry (see “Chats”), so the new message email is sent only 5 minutes after the last addition - as one complete message (rather than a separate email for each part). In addition, if you open the thread in the application during this time, the email will not be sent because you have already seen the message. Other notifications - an in-app toast, browser notifications and an email about a mention (@name) - arrive immediately.

New email message (Mail module)

When synchronisation retrieves a new incoming message for your inbox, you will receive a notification just as you do for tasks and chats. Clicking it opens the relevant mail thread.

  • In the application and in the browser - enabled by default.
  • By email - disabled by default. An email notification about an email usually returns to the same inbox and creates unnecessary noise; enable it only if your email address in Task Manager differs from the address of the synchronised inbox. If both addresses are the same, the application automatically skips sending the notification - otherwise, each notification would create another one indefinitely.
  • What matters is when the message appears in the application, not when it was sent: the initial synchronisation of an existing inbox will not overwhelm you with notifications about emails from months ago.

Browser notifications

Browser notifications appear as native system notifications - even when the application window is in the background (on another tab), provided that the browser is running and the application is open in one of its tabs.

How to enable them

  1. Open Profile → Settings → the “Browser notifications” section.
  2. Click “Enable browser notifications” and allow notifications in the browser prompt that appears.
  3. Select Yes/No for the relevant event types and click Save.

When you click a notification, the application will come to the foreground and open the relevant task or chat.

Requirements and limitations

  • An HTTPS connection (or localhost) and browser permission for notifications are required.
  • If you have previously blocked notifications, allow them in the browser's site settings.
  • This feature works in desktop browsers. Notifications appear when the application is open (including in a background tab); they are not delivered when the browser is completely closed.

Event reminders (Calendar and AI Assistant)

A reminder email looks the same as other notifications from the application: a header with the logo, the event details, a line showing the Workspace and due date (for an event with a specified time range - “15:00 - 16:30”), and an Open task or Open Task Manager button. If the event was created by someone else, you will see their full name above the content.

Calendar events and reminders set by the AI Assistant reach you in one of three ways, depending on where you are at the time:

  • you are viewing the application → an in-app alert (a toast displayed for ~12 seconds);
  • you are in another window or application and have allowed notifications → a browser notification;
  • there is no way to notify you (the application is closed or does not have notification permission) → the reminder waits and appears the next time you return to the application; if you selected “Also send an email notification” when creating the event, an email is sent after one minute.

The reminder is only removed from the queue once it has actually been delivered, so you cannot miss it simply because you happened to be viewing another window.

Custom user SMTP settings

Each user can configure their own SMTP account in the settings (the Profile tab → the Send from your email address section → “Send emails through my SMTP account”). Messages sent by that user - including emails sent by the AI Assistant - will be sent from their account. The AI Assistant sends emails only through this personal SMTP account.