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 (⚙) → the Mail tab → the System Mail card (visible only to administrators; this card was previously in the “Advanced” tab).
  2. Fill in the form in three steps:
    • 1 Sender - the email address shown 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” switch above the form disables all system email sending - when it’s off, password reset emails and other messages won’t be 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: an 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 inside the app (top right corner). It appears when you have the app open.
  2. Email notifications - an email sent to your address.
  3. Browser notifications - a native browser notification (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, a new message, a mention, a calendar reminder) - regular messages such as “Saved” remain silent. If you’ve set the message display time to “until closed manually”, the sound stops repeating after a minute so it won’t ring indefinitely while 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 delay of around 5 minutes

Messages typed one after another merge into a single entry (see "Chats"), so an email about a new message is only sent 5 minutes after the last addition - as one complete piece of content (instead of a separate email for each fragment). What's more, if you open the thread in the app during that time, no email is sent (you've already seen the message). Other notifications - the in-app toast, browser notifications and email for 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 are displayed as native system notifications - even when the app window is in the background (on another tab), as long as the browser is running and the app is open in one of the tabs.

How to enable them

  1. Open Profile → Settings → the “Browser notifications” section.
  2. Click “Enable browser notifications” and allow notifications in the browser window 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.

On phone and tablet

As of version 2.2.328, browser notifications also work on phones - previously they were desktop only. You enable consent the same way, in your Profile.

On iPhone and iPad there's one extra condition: you first need to add the app to the home screen (in Safari: Share → Add to Home Screen) and open it from there. Safari itself doesn't provide access to the notification system - this is an iOS limitation, not an app one. On Android, consent is enough, but once added to the home screen, the app gets its own icon and a separate window.

The "Send test" button (visible once consent is granted) shows a sample notification - the fastest way to check whether everything works on a given device.

Even when the app is closed (push notifications)

If the administrator has enabled this feature, you'll see a "Even when the app is closed" toggle below the consent status. Once enabled, notifications arrive even when Task Manager is closed - and on a phone, even with the browser closed.

  • You enable this separately on each device on which you want to receive notifications.
  • The "Send test" button checks the whole path at once, without waiting for a real event.
  • Since version 2.2.430, all types of notifications from Profile arrive this way except mail: a new task and being added to a task, a new chat and being added to a chat, a new message in a task or chat, a task status change, a mention (@name), and a note or file being shared with you. This also applies when the event was triggered by an automation, an n8n integration or an AI Agent.
  • You can turn off each type separately: Profile → Notifications, the push notifications column. The setting applies to all your devices.
  • You won't get a notification about your own actions. If someone mentions you in a message, you'll get a single notification (about the mention), not two.
  • If you're an observer on a task, you only get mentions.
  • The next message in the same thread replaces the previous notification instead of adding another one - your phone doesn't vibrate for every line of the conversation. The same applies when the app is open in a background tab: one event = one notification.
  • Notifications about new mail don't currently arrive when the app is closed.
  • On iPhone and iPad you need to add the app to the home screen beforehand (see "Getting started" → "Installing on your phone").
  • Turning off the toggle removes this device's registration - other devices keep working.
  • Changing a password (your own or one set by an administrator), a password reset and an account lock disconnect push notifications on all of that person's devices. After logging back in on a device with the toggle switched on, the setting comes back on its own.
  • Logging out disconnects push notifications on that device - a shared computer or a handed-over phone no longer shows your matters. After logging back in, switch the toggle on again.
  • You only get notified about tasks and chats you have access to - once removed from a workspace, notifications from its tasks and chats stop coming.

For administrators: push notifications across the company

Settings → Push notifications (administrator only):

  • "Enable push notifications" - without this, no user will see the toggle in their Profile.
  • "App name on the phone" - optional, up to 30 characters. It will appear under the icon on the phone's home screen (useful if someone uses Task Manager for several companies). An empty field means "Task Manager". On iPhone, the new name will only take effect the next time the app is added to the home screen.
  • Below the fields you can see the status: whether the server runs over HTTPS (push won't work without it), how many devices are registered, when a notification last reached the gateway, and what the last sending error was, with the time. This is the first place to check when someone reports that notifications aren't arriving.

Where your data goes. The notification travels straight from your company's server to your browser's gateway (Mozilla, Google or Apple) - with no intermediary on the Task Manager vendor's side. The content is encrypted with your device's key, so the gateway can't read it; it only sees that something needs to be delivered.

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.
  • Without the "Even when the app is closed" toggle enabled, notifications only appear while the app is open (including in a background tab).
  • On iPhone/iPad, adding the app to the home screen is required (see above).

Event reminders (Calendar and AI Assistant)

Reminder emails look like other notifications from the app: a header with the logo, the event details, a line with the Workspace and due date (for an event with a time range - “15:00 - 16:30”), and an Open task or Open Task Manager button. If someone else created the event, you’ll see their full name above the details.

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’s no way to notify you (the app is closed or you haven’t allowed notifications) → the reminder waits and appears the next time you return to the app; if you selected “Also send an email notification” when creating the event, an email is sent after a 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 connect their own mailbox in Settings → the Mail tab (Mail module, Pro plan). The first connected mailbox is also used for sending: messages sent by this user - including emails sent by the AI Assistant - go out from their address. The AI Assistant sends emails exclusively from this mailbox.