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
• Voice Assistant — Create tasks and chat with AI using voice or text, in Czech or English
• Telegram Bot — Full task management from Telegram with 10+ commands, voice messages, and conversational task creation
• Knowledge Base — Agents search your company documents for relevant context
• Export — Download task lists as CSV or Excel

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. Try the Voice Assistant — Open the voice panel and dictate a task or start a conversation with the AI
3. Explore views — Switch between My Tasks, Delegated, Blocked, and Overdue
4. Try the Agent Wizard — Click "Suggest Agent" to explore automating a process
5. Check Projects — See project boards and milestones
6. Connect Telegram — Use the Telegram bot for task management on the go

Navigation

The main navigation bar includes:

Voice Assistant

The Voice Assistant lets you create tasks and interact with the AI using your voice or text input. Open it by tapping the assistant button at the bottom of the screen — a slide-up panel appears with two modes.

Quick Mode

Dictate a task description. The AI instantly creates a structured task from what you said. You can review, refine, or accept the result before it is saved.

Conversation Mode

Have a multi-turn chat with the AI assistant. Describe what you need in natural language and the AI will:

• Ask clarifying questions to understand your request
• Recommend which agents could help
• Create tasks or chain workflows on your behalf
• Suggest project assignments and priorities

Text-to-Speech

Toggle TTS so the AI speaks its responses back to you. It works in both Czech and English, matching the language you use.

Text Input Fallback

If you prefer not to speak, you can type your requests instead. The assistant panel includes a text input field that works exactly like voice — same AI, same features.

Activity Feed

The dashboard includes a live activity feed that shows what is happening across your team.

• Real names — See who did what, with actual team member names
• Agent completions — When an agent finishes a task, the feed shows the cost, duration, and estimated savings compared to manual work
• Recent actions — Task creation, status changes, comments, delegations, and approvals all appear in chronological order

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 current filtered task list as CSV or Excel. The export respects all active filters, so you get exactly the data you see on screen.

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 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

Agent Directory

The Agents page includes an Agent Directory section where you can browse all available agents with detailed descriptions of what each one does, what types of tasks it handles, and what output formats it supports.

Use the directory to understand which agent is best suited for a particular type of work before assigning tasks.

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

In the admin panel, 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 shared drives, 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 per day
• Email Domains — Allowed and blocked email domains

Pause and Resume

You can pause an agent at any time. A paused agent stops picking up new tasks but finishes any task currently in progress. Resume the agent to allow it to start accepting work again.

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.

Knowledge Base

The Knowledge Base gives your AI agents access to company documents so they can find relevant context when processing tasks.

Supported Document Types

• Documents — PDF, DOCX, PPTX, XLSX, Markdown
• Media — Audio recordings, video files (transcribed automatically)

How It Works

1. An admin indexes documents from shared folders
2. The system processes and indexes the content for search
3. When an agent works on a task, it can search the knowledge base for relevant information
4. Agents reference the source documents in their output

Bilingual Search

The knowledge base supports searching in both Czech and English. Agents can find relevant documents regardless of which language the documents are written in or which language the task uses.

Telegram Bot

The Telegram Bot is a full standalone interface for Task Manager — you can manage tasks, review drafts, check projects, and more without ever opening the web app.

Getting Started

1. An admin invites you by generating a connection token
2. You send /connect [token] to the bot to link your Telegram account
3. Once connected, you can use all bot commands and receive notifications

Conversational Task Creation

Send /chat or just type a natural text message to start a conversation. The bot uses AI to understand your request, asks clarifying questions if needed, and creates structured tasks from your description.

Voice Messages

Send a voice message to the bot. It will transcribe your speech and create a task from the content — just like voice input in the web app.

Telegram Commands

Task Actions in Telegram

When viewing a task, the bot shows interactive buttons:

• Delegate — Assign the task to another team member
• Add Colleague — Add another person as a co-assignee to the task

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

In the admin panel, admins configure global rules that apply to all agents (or specific agents):

Scope

Each rule can apply to all agents globally or to a specific agent. This lets you set stricter controls on agents that handle sensitive communications while giving more freedom to internal-only agents.

API Keys Admin

API keys authenticate AI agents and external services. Each key has specific 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 Assistant — Open the slide-up panel to create tasks by voice or have a conversation with the AI
• Telegram — Use the Telegram bot for quick task management on the go
• 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 with real names and agent cost data
• Executive dashboard — View KPI cards and trend charts at a glance
• Workload view — See who has how many tasks and how work is distributed
• Export data — Download filtered task lists as CSV or Excel from any view
• Knowledge Base — Index company documents so agents produce better, more contextual results
• Agent health — Monitor which agents are active and their quality scores