Overview

Task Manager is a cross-device task management system for teams managing complex projects. It combines human task management with AI agents that automate repetitive work like report writing, translations, and partner communications.

Key Features

• Task Management — Create, assign, track, and complete tasks with priorities and deadlines
• AI Agents — 13 specialized agents that automatically process tasks (reports, translations, emails, QC reviews)
• Projects — Kanban boards, milestones, budget tracking, partner portals
• Chain Workflows — Multi-step processes where agents pass work to each other
• Email Drafts — Agents draft emails for your review before sending
• Cost Tracking — Track staff costs, agent costs, and ROI

System Components

First Steps

When you first log in with your Google account, you'll see the onboarding tour. Here's what to do:

1. Create your first task — Click "+ New Task" and describe something you need to do
2. Explore views — Switch between My Tasks, Delegated, Blocked, and Overdue
3. Try the Agent Wizard — Click "Suggest Agent" to explore automating a process
4. Check Projects — See project boards and milestones

Navigation

The main navigation bar includes:

Creating Tasks

Click "+ New Task" to open the task creation form.

Required Fields

• Title — Clear, actionable description of what needs to be done

Optional Fields

• Description — Detailed instructions (supports Markdown)
• Priority — Low, Medium, High, Critical
• Assignees — People or AI agents. Search by name, filter by team.
• Deadlines — Soft (target) and Hard (must-meet) deadlines
• Tags — Categorize tasks (e.g., "EU Project", "Urgent")
• Team — Assign to a team for filtering
• Complexity — Quick / Standard / Advanced (affects which AI model is used)
• Output Format — MD / PDF / DOCX (for agent output)

From Template

Click "From Template" to pre-fill the form with a saved template. Templates include: Meeting Follow-up, EU Deliverable Review, Content Creation, Partner Communication, Financial Report.

Views & Filters

Use the filter bar to narrow by: status, priority, team, tag, project, or search text. Toggle "Hide Done" to hide completed tasks.

Export

Click the Export button to download your filtered task list as CSV or Excel.

Task Detail

Click any task to open the detail modal. You can:

• Edit title and description — Click to edit inline
• Change status — Click the status badge to switch (New, In Progress, Blocked, In Review, Done)
• Change priority — Click the priority badge
• Delegate — Assign to another person or AI agent with an optional message
• Create follow-up — Create a new task based on this one
• Take over — Assign yourself to an unassigned task
• Comment — Add comments visible to all assignees
• Upload files — Attach files or links
• Toggle subtasks — Check off sub-items
• Rate agent output — Thumbs up/down on completed agent work
• Download results — Download agent output as .md or .txt

Templates

Task templates pre-fill the creation form with common patterns. Available templates:

• Meeting Follow-up — Action items template with checklist
• EU Deliverable Review — QC check template for project deliverables
• Content Creation — Dissemination content template
• Partner Communication — Email draft template for partners
• Financial Report — Period-based financial summary template

Chain Workflows

Chain workflows allow multiple agents (or people) to work on a task sequentially. Each step depends on the previous one.

How it works

1. Create a task and enable "Chain Workflow"
2. Add steps with assignees (people or agents) and instructions
3. Set dependencies — which steps must complete before the next starts
4. The first step activates immediately. When it completes, dependent steps activate.
5. Each agent reads the previous step's output from the task comments.

Human-in-the-Loop

Chain steps can be set to human_review or human_approval type. These steps pause the chain and notify the human assignee to review the agent's output before proceeding.

Example Chain

Meeting Processor → Report Writer → QC Reviewer → Translation → Dissemination

Each agent builds on the previous one's output, producing a complete workflow from raw meeting transcript to published social media posts.

Recurring Tasks

Tasks can be set to recur automatically. Set the recurrence pattern (daily, weekly, monthly) when creating the task. The system creates new instances automatically via the hourly scheduler.

Approvals

Some tasks require approval before being marked as done. The /approvals page shows all pending approval requests.

• Request approval from the task detail
• Approver sees the request in their approvals page and notifications
• Approve or reject with an optional comment

Projects & Kanban

Projects group related tasks with visual organization tools.

Views

• Board — Kanban board with custom columns. Click to move tasks between columns.
• List — Traditional task list filtered to this project
• Milestones — Progress bars for project milestones
• Budget — Budget tracking with expense management

Creating Projects

Go to Projects → "+ New Project". You can start from a template or create from scratch. Set a color, team, and optionally a parent project for hierarchy.

Milestones

Milestones are time-bound goals within a project. Each milestone has a target date and shows progress based on linked tasks.

Budget Tracking

Each project can have a budget (in CZK). Track expenses by category:

The budget tracker shows a progress bar, category breakdown, and recent expenses. Add expenses directly from the Budget tab.

Partner Portal

Share a read-only view of your project with external partners — no login required.

1. Admin creates a share link from the project settings
2. Share the link with partners (e.g., EU project partners)
3. Partners see a summary view: project status, milestones, and task progress

How AI Agents Work

AI agents are automated workers that process tasks assigned to them. They check for new work automatically and begin processing within a short delay.

The 13 Agents

Agent Workflow

1. You create a task and assign it to an agent
2. The agent picks it up automatically
3. It processes the task using AI
4. The result is posted as a comment on the task
5. You review the output and download it (.md, .txt, or copy)

Agent Dashboard

The /agents page shows real cost data from agent usage logs:

• Tasks Completed — Total tasks processed by agents
• Agent Cost — Actual AI API costs in CZK
• Estimated Savings — Compared to manual human work
• ROI — Return on investment ratio
• Per-agent breakdown — Cost, tasks, error rate, rating per agent

Suggest Agent Wizard

The /suggest-agent page is a chat-style wizard where you describe a manual process. The AI interviews you about:

1. What the process is
2. What triggers it
3. How often it happens
4. Who does it (by name) and how long it takes them

It then calculates ROI in CZK — showing current staff cost vs estimated agent cost — and creates an "agent-request" task for the admin to review.

Agent Configuration Admin

At /admin/agent-config, admins can configure each agent:

• Status — Active, Paused, or Disabled
• Capabilities — What the agent can do (read tasks, write tasks, draft emails, send emails, access Drive, etc.)
• Email Mode — Draft Only, Send with Approval, or Send Direct
• Model Provider — Choose which AI provider the agent uses
• Rate Limits — Max tasks/emails/API calls per day
• Email Domains — Allowed and blocked email domains

Email Drafts

When agents draft emails, they appear in the /drafts page for your review.

Draft Lifecycle

1. Pending — Agent created the draft, awaiting your review
2. Edit — You can modify the subject, body, and attachments
3. Approve & Send — Sends the email via Gmail
4. Reject — Reject with a reason (agent is notified)

Rating Agent Output

When an agent completes a task, you can rate its output with thumbs up/down. This helps track agent quality over time. Ratings are visible on the Agent Dashboard and Agent Health page.

Users & Roles Admin

Inviting Users

Admin → Users tab → "+ Invite User". Provide email, name, role, and team assignments.

Roles

Teams Admin

Teams group people and agents for organization. Current teams: School, Business, Experience Lab, Marketing, Finance, Operations.

Team cards show people count and agent count separately. Click to see members, add or remove.

Staff Costs Admin

Admin → Costs tab. Set hourly rates per person for ROI calculations.

Three default tiers are available (Senior, Mid, Junior). You can set custom rates per person. These rates are used by the Agent Suggest Wizard for ROI calculations.

Click "+ Add Person" to add someone not yet in the system, with role, team, and cost tier.

Security Rules Admin

At /admin/security, admins configure global rules that apply to all agents (or specific agents):

API Keys Admin

API keys authenticate AI agents and external services. Each key has specific scopes (permissions).

Admin → Agents tab → Generate API Key. The raw key is shown only once — save it immediately.

Agent Capabilities Reference

Each agent can be granted specific capabilities by an admin. These control what the agent is allowed to do:

Tips & Tricks

• Click to edit — Task titles and descriptions are editable inline
• Voice input — Use the microphone button to create tasks by speaking (Czech or English)
• Download results — Agent outputs have .md, .txt, and copy buttons
• Quick actions — The task detail shows contextual action suggestions
• Activity feed — The dashboard shows recent team activity at the bottom
• Executive dashboard — /executive shows KPI cards and trend charts
• Workload view — /workload shows who has how many tasks
• Agent health — /agent-health shows which agents are active and their quality scores