Tasks

Creating a task

1. Select a Workspace in the left-hand column.
2. Click the “+ Add task” button in the middle column (or the “+” button in the menu).
3. Complete the form:
   • Subject - a short task name (required)
   • Description - a detailed description (text editor). The toolbar has a Polish up text icon (✨ wand), which edits the text using AI - see "AI Assistant" for details. The </> Code icon inserts a code block - while typing it has a light grey background and dark text, and once sent the code is syntax-highlighted and has a copy button (each block separately). The Draw icon opens a window where you can freehand sketch an image (optionally over an uploaded background) and insert it into the content. The drawing also lands in Files, in that task's folder.
   • Priority - normal or high
   • Due date - an optional deadline date/time
   • Assignees - choose the people responsible for the task. Each person has three toggles: Administrator (edits and deletes the task), Status change and Observer - an observer sees the task and the thread but doesn't change the status, only gets notifications for mentions (@), and their observed tasks don't count towards „Overdue / Due today" (details: „Task observer")
4. Click “Save”.

You can also ask the AI Assistant: "Add a task called X with a due date of Y" - it will open a form with the fields pre-filled.

Task statuses

• No status (grey icon) - a new, not yet started task
• In progress (blue) - a task being worked on
• Done (green) - a completed task
• Cancelled (red) - a cancelled task

Status change: click the status icon next to the task on the list OR open the task and click the status-change button in the right panel. You can also tell the AI Assistant: „Change the status of task X to done". The status can be changed by the author, administrators (of the task, the Workspace and the application) and people with the „Status change" toggle - not by an observer.

Priorities

• Normal - the default
• High - highlighted with colour (red marker)

Editing a task

Open the task in the right-hand panel and click the pencil icon or the “Edit” button. You can change the title, description, priority, due date and assignees.

When you change the content of a task (its subject or description), an (edited) label appears next to the author’s name - just as it does for edited messages. Changing only the status, priority, due date or assigned people does not mark the task as edited.

You can also tell the Assistant: "Edit task X" - it will open the edit form.

Due date (deadline)

An overdue task is shown in red on the list. The AI Assistant also alerts you to overdue tasks.

In an open task, the due date appears in the meta bar below the title: the task status, the due date in words (e.g. in 2 days) together with the date, and the priority - the colour of the due date indicates its state.

How the due date state is calculated (the same rules apply in the task list, Calendar, Board and the meta bar of an open task):

• red - overdue: the due date and time have passed;
• blue - due today: the task is due today and the time has not yet passed;
• green - on time: the task is due in the coming days.

If you did not specify a time for the due date, the task is considered “due today” all day - it only turns red the following day. The Overdue / Due today / On time filters work according to exactly the same rules (completed and cancelled tasks are not counted as overdue - their badge is grey, even if the due date was a long time ago).

Task observer

An observer sees the task and the whole thread, can write messages and gets mentions, but the task isn't their work. This is useful when someone just needs to „stay in the loop" - for example, a manager who wants to follow progress without being notified of every message.

How to add an observer: in the task form choose „Selected people", select a person and switch on the „Observer" toggle next to them. The „Administrator" and „Status change" toggles turn off and become greyed out - an observer can't have them. Switching off „Observer" makes them editable again. The task author and the Workspace administrator can't become observers (they already have full rights by virtue of their role - their toggle is locked). In „Everyone in the Workspace" mode, observers aren't set - only in „Selected people". You can change the role at any time when editing the task.

What an observer can do:

• reads the task and thread, writes messages, reacts, sees attachments;
• doesn't change the status and doesn't edit the task (whether from the list, the thread, the Board or via the AI Assistant);
• gets notifications (email, push, Notification Centre) only for mentions (@) - not for new messages, status changes or assignments. The unread message counter next to the task works as usual;
• tasks you observe don't count towards the Overdue / Due today / On time tiles and filters, the morning task summary, or due date reminders in the Notification Centre. The AI Assistant knows them as „observed", not „to do".

Where it's shown:

• on the list, the Board and in the List panel of the Calendar, a task you observe has an eye icon next to the title (tooltip „You're observing");
• in the open task's toolbar, avatars show the people working on the task - without observers. After clicking the avatars, the list has an „In this thread" section, below it a collapsed, greyed-out „Observing · N" section (expand it by clicking or pressing Enter/space), and at the end „Also have access";
• in the „Show only" menu, the „Observed tasks" item is checked by default - then tasks you observe appear on the list together with the rest. Uncheck it to hide them (the rest of the list, chats and mail stay unchanged; the menu then counts this as an active filter). „Reset" (and „All" on the list) restores the checked state. The Board and the Calendar's List panel have the same item with their own, independent setting.

Task thread (right-hand column)

An open task shows the task card at the top (author, title, meta bar, description and attachments), with the conversation below it. Messages look like those in modern messaging apps:

• circular avatar + surname + time (full date on hover); entries by the same person from the last 15 minutes are grouped under one heading, and days are separated by “Today” / “Yesterday” / date;
• actions next to the name (visible on hover): add a reaction with +, copy the content, add to favourites and open the ⋮ menu (including Quote in reply, copy link, and edit or delete your own messages);
• reactions appear as chips with a count below the message; hover to see who reacted - see the “Chats” section for details;
• attachments: files appear as a list with a type icon and file size, while photos appear in a grid (if there are more than three, a “+N” overlay opens the preview). Clicking a file opens its preview in the Files window (PDF, video, image, text - and an information card for formats that cannot be previewed); download is available via the arrow icon on the right-hand side of the row. The “Back” button in the preview returns to the folder for that task or chat;
• system messages are centred pills with a timestamp. This is how the thread logs: a status change, adding and removing people, and a change of task parameters - due date (with the previous value), priority and name. This makes it easy to see in the conversation who moved the deadline and when. Changing the description alone doesn't create an entry - the new content is visible in the task card anyway, and "(edited)" appears next to the name.

How to read the task list

The task list, Board and the List panel in Calendar all show the same card:

• the coloured bar on the left and the colour of the due date indicate its state: red (overdue), blue (due today), green (on time), grey (no due date or closed);
• a coloured circle with the number of days left until the due date (or past it, with a minus sign) at the right edge of the card - red, blue, green or grey, depending on the state of the due date. You'll see the exact date by hovering over it. Tasks without a due date have no circle. On the Board and in the calendar's List panel, the due date is instead described in words (32 days overdue, today 14:30, in 4 days), and in the calendar - just by the time;
• the status ring next to the title: empty (no status), half-filled (in progress), with a tick (done), or with a cross (cancelled);
• an orange dot before the ring indicates high priority;
• unread items have a bold white title and a new-message counter at the right-hand edge of the card (counts above 99 are shown as 99+);
• ⋮ at the right edge opens the item menu - on phone and tablet the icon is visible right away, on a computer it appears when you hover over the card.

Menu under the ⋮ icon

The same menu is available in the task list, on the Board and in Calendar’s List panel:

• Open - shows the thread in the right column (same as clicking the card),
• Edit - opens the task or chat form,
• Mark as unread / read,
• Add to favourites / Remove from favourites,
• Copy link to task / chat - copies an address that, once opened, leads straight to this thread (a colleague without access will see a "No access" message, not the content),
• Status (tasks only): New, In progress, Done, Cancelled - the current status is highlighted and not clickable. The change applies immediately, without opening the task,
• Archive / Restore from archive,
• Bin - asks for confirmation before deleting anything.

The items depend on your permissions: without edit rights you won't see "Edit", without delete rights - "Bin", and without the right to change status - the whole Status section. You can close the menu by clicking elsewhere, pressing Esc, scrolling the list, or clicking ⋮ again. Refreshing the list in the background doesn't close an open menu.

In an open thread, under each message (and under the task description) there is a "[...]" button - it opens the same menu with Edit and Delete items, provided you have the right to use them.

Chats show just the workspace under the name - the same everywhere: on the main list, on the Board and on the Calendar's list. The card doesn't show a preview of the last message; you see the content once you open the thread.

Four tiles above the list - Due / Today / Overdue / Chat - serve as both counters and filters. Clicking lights up the tile with colour and narrows the list; clicking again removes the filter.

Messages and comments in a task

The message thread in a task works in the same way as in a chat (see the Chats section for a full description). Key points:

• Enter sends the message, while Shift + Enter starts a new line (Ctrl/Cmd + Enter also sends it).
• Merging posts (as in Slack): several messages sent one after another (within 5 minutes, with no messages from other people in between) are appended to the previous message as a single post. Attachments and questions to the AI Assistant always create a separate post.
• A "New" line above the oldest unread message after entering a thread - it fades away softly after a few seconds.
• A failed send does not lose your text: the content returns to the field (or remains as a draft for the thread), and a message explains what went wrong. An unfinished message remains attached to its thread even after you go elsewhere or reload the page.
• Clickable links - an address typed into the content becomes active once sent (opens in a new tab).

The task’s right-hand panel contains a messages section. You can:

• Add text comments
• Add attachments (files, photos) - using the paperclip icon (📎) in the editor's top toolbar, by dragging files and dropping them anywhere in the window (drag & drop) or pasting from the clipboard with Ctrl/Cmd+V (a screenshot pasted into the editor becomes part of the content, a file/image pasted outside the editor becomes an attachment)
• Star a message
• Add a reaction to a message: Done (✓), Work in progress, Looking into it, Ok (👍) - quick feedback without writing a comment
• Insert a mention - type @ in the content (at the start or after a space), and a list of people will appear above the editor (like in Slack); typing narrows the list, select with ↑/↓ + Enter or by clicking, Esc closes it. The same list is also available under the @ icon in the editor's top toolbar (next to formatting)
• Ask AI privately about a thread or organise messages using the “AI Assistant” and “Organise” buttons next to the reply field (see the “AI Assistant” section for details)

Files in a thread

The top bar of the right-hand panel has a paperclip (📎) “Files” icon. Clicking it opens a “[Task name] / Files” window listing all attachments from that task (including those in older messages that have not yet been loaded on screen). Each file shows its type, size, who added it and when; click to open a preview, or click the arrow to download it.

Filtering tasks

The following filters are available at the top of the middle column:

• Status - show only tasks with the selected status
• Priority - show only tasks with the selected priority
• Due date - today, overdue, on time
• Favourites - show only those marked with a star
• Observed tasks - checked by default; uncheck to hide tasks where you're an observer (doesn't apply to chats and mail; see „Task observer")
• Type - tasks only / chats only / everything

The Overdue / Due today / On time filters and tiles skip tasks that you only observe.

Filters, sorting and search open as a menu with labelled items and icons. An enabled item is marked by a blue tick at the right edge and a highlighted background - the whole row is clickable. Next to "Reset" you can see how many filters are currently active. Filters are grouped (State · Activity · Due date · Type and priority), and sorting is split into Grouping and Order. The menus in the thread on the right look the same: message filters, search, status change and the participant list.

You can also filter the list using the AI Assistant - with a simple instruction, for example, “show only overdue tasks” (see “AI Assistant”).

Sorting: alphabetically, by date, by due date, favourites first.

Archiving a task

The task menu (three dots ⋯) includes an archive option. Archived tasks disappear from the main list.

To-do list in the task description

In the Description field (the “Add task” / “Edit task” window), you will find the To-do list button - the same one as in the message editor. The list is saved with the description and appears on the task card at the top of the thread, where it is clickable like any checklist in a message: tick items directly on the card, see the progress bar below the list grow (“2 of 3 done”), and share the status with all task participants - there is no need to open the edit form or have permission to edit the task. Each ticked item shows a mini avatar of the person who ticked it (hover or tap to see a tooltip with their first name, surname and date), so you can see who ticked what and who to ask about progress. The description itself does not change, so editing the task will not tick or untick anything.

Item order and hiding completed items. Hover over a list item - a dotted handle will appear just to its left. Grab it and drag the item up or down to set your own order; on a phone the handle is always visible, and dragging starts after a short press and hold. Everyone taking part sees the order, and it doesn't change the content of the description or who ticked off what. Below the list there is also a toggle to hide ticked-off items - handy for long lists; this setting is yours alone and is remembered separately for each list.

Adding items. Below the list, next to the toggle for hiding completed items, there is a "+ Add item" button. It opens a text field: type the content and press Enter. The field stays open, so you can add further items one after another without clicking again. You can also paste several lines at once - each will become a separate item, and list markers (- [ ], *, 1.) will be automatically removed from the content.

An item can be added by anyone who can tick it off - you don't need editing rights to the task or to be the author of the message. This also works on lists prepared by the Assistant, where the content can't be edited at all. An added item doesn't change the content of the description or message: it behaves like any other list item (ticking off, progress bar, hiding completed items, dragging), and next to it is a mini avatar of the person who added it.

Editing items. Next to the bin there's a pencil - on every item you're allowed to edit. Click it and the item's text turns into a field: fix it and press Enter (or click elsewhere). Esc cancels the change. The tick, the order and the name of the person who added the item stay as they were - only the text changes. When you edit an item someone else added, the bubble by their avatar shows "Edited by" with your name and the date.

• anyone who can tick an item added with the "+ Add item" button can also edit it,
• an item from the message text is edited by its author, and an item from a task description by someone with edit rights on the task. The message then gets an "(edited)" label. No one can change the text of lists prepared by the Assistant - you can remove an item from the Assistant with the bin and add a corrected one instead,
• an item with bold text, a link or a mention opens the content editor with the cursor on that item, because a plain field would lose the formatting,
• in the "Organise" view (text reworded by AI) the pencil only appears on added items - it edits the saved text, not the AI version. Turn off "Organise" to edit an item from the text.

Changing the list from the content editor. In the "Edit message" window (and the description in "Edit task") the list looks just like it does in the thread: items appear in their set order, and items added with the "+ Add item" button appear as regular items, in their own places. So you can edit the whole list in one place - the text: change the wording, add items (Enter), remove them and reorder them. Once saved, items added with the button become regular text items - the "Added by" label disappears from them, and from then on they're edited by the text's author. Ticks, together with the name of the person who ticked them, and items removed with the bin stay with their items, and everyone sees the order set in the window. An item rewritten into something completely different starts from scratch - it doesn't inherit someone else's tick. In the window, items appear unticked - ticking and removing with the bin is still done on the list in the thread (a tip above the editor reminds you of this, and also tells you whose items will go into the text). The window loads the current list when it opens - for a moment the editor is dimmed and you can't type in it. A few situations end in a question or a message:

• you remove an item someone else added, or a whole list that someone added something under - the program asks whether to remove those items (this can't be undone) and shows who added them. Esc or "Back to editing" leaves the window with your changes intact,
• someone changed the text, or edited or removed an item added with the button, while your window was open - the save won't go through, so as not to undo their changes. Copy your edits, close the window and reopen it - you'll see the current list,
• someone added an item while your window was open - it stays as a separate item (with the author's name) at the end of the list, and the program lets you know. Any dragging done by someone else in the meantime is lost - saving fixes the order from the window,
• with a very large change to a long list, the program may not be able to safely carry the ticks across - it saves the text and warns that they may have shifted; items added by others then stay separate, and if one appears twice on the list, remove the extra one with the bin.

If you only change attachments in the window, the list doesn't change - items added with the button stay separate. When the list can't be shown the way it is in the thread (for example, a list within a list), the window shows just the text, and you edit items added with the button in a separate section below the editor.

On a computer, the pencil, bin and avatars by an item appear on hover over it (or when you tab into it), which keeps a long list easier to read. On phones, tablets and touchscreen laptops they're visible all the time.

Removing items. The bin on the right of an item removes it from the list. A simple rule applies: whoever can tick an item can also add, edit (if it was added) and remove it - the list is a shared team document. The program asks for confirmation, because the item disappears for everyone.

The outcome depends on where the item comes from, and the confirmation makes this clear:

• an item added with the "+ Add item" button disappears for good, along with its tick; adding it again starts from scratch,
• an item from the text of a message or task description is only taken off the list. The text itself stays unchanged, and "Restore removed (N)" appears below the list - one click and the items come back exactly as they were, together with the tick and the name of the person who ticked it.

This makes it easy to safely trim a long list - even one prepared by the Assistant, whose text can't be edited - without worrying that you'll delete something irreversibly.

Adding, editing and removing work on every to-do list in messages - including ones prepared by the Assistant. On lists from the Assistant you can edit items added with the "+ Add item" button; you can remove items written by the Assistant, but not change them.

Did the list change in the meantime? If someone changed the list before your view had a chance to refresh, a click (ticking, bin, dragging, adding) won't hit the wrong item - the program won't save anything, it'll show the current list and ask: "The list changed in the meantime - showing the current version. Click again." An edit typed with the pencil at such a moment also won't be saved - the message will include its text, so you can easily type it in again.