Tasks Overview
A task has several arguments. It contains a title and a description describing what the assigned users or roles should do, it contains an ID which is used to identify the task in any command, and it has one of three states. It can optionally contain a deadline.
States
Each task has a state. These can be configured to be custom for each project or can be the default ones.
The default states are:
- Todo: The state with which each task starts. It means that no one has started working on the task.
- In Progress: This state means that someone has started working on the task.
- Done: The last state means that the task has been completed.
The state of a task can be changed by executing the task status command.
Assignees
A task can be assigned to multiple users and roles. When a user is assigned to a task, the will receive a direct message from the bot with the task details and a link to the task in the app. The message will contain two buttons to set the state to "In Progress" or "Done", if the user has the " SET_STATE" permission at the moment of the assignment. If the assigning user is the same as the assigned user, the bot will not send a direct message.
When you don't receive a direct message from the bot, check the following:
- You have direct messages from server members enabled in your privacy settings
- You don't have direct messages in your preferences disabled (
/preferences direct_messages) - Direct messages aren't disabled server-wide by an admin (
/settings direct_messages) - When a role is assigned to a task, we may have not been able to find all role members due to Discord limitations. In this case, the user should execute a command and we will store their roles for future assignments
Deadline
The deadline is set by executing the task deadline command.
Deadline reminders
When a deadline is set and due in less than 24 hours and the task is not done, the bot will send a reminder to every assigned user (not to assigned roles), the manager of the project the task is in and a logging message, if logging is configured. Deadline reminders for upcoming deadlines are sent every half hour (so 00:00, 00:30, 01:00, ...), if the deadline is due in less than 24 hours.
Users in pro seats will receive daily reminders about tasks, with a deadline set in the past and the task not done. These reminders will be sent at 00:00 CEST and can be turned off for each task by clicking the "Turn off reminders" button in the message.
Deadlines in calendar
When using the Calendar Manager you can see all tasks with a deadline in the calendar. View how to set it up here.
ToDos
The ToDos feature is only available to users in a pro seat.
A task can hold multiple ToDos in it. Other than the normal tasks, they don't have three states as they just can be
completed or not completed.
All ToDos can be viewed by using the /task info command.
Auto priority
With the auto priority feature enabled, the bot will use AI to determine the priority of a task based on the title and description of the task. This feature is disabled by default and has to be enabled manually.
Auto labeling
With the auto labeling feature enabled, the bot will use AI to determine the labels of a task based on the title and description of the task. This requires labels to be set up and the feature to be enabled.
See labels page to learn how to set up auto labeling.
Shortly after a task has been created, the bot will check the title and description of the task and assign the label that fits best. If the task already has labels, the bot will not change them.
When a user is placed in a pro seat, they can get label recommendations for a task by using the app. The app will suggest a label while the user is typing the title or description of the task. This works only when auto labeling is enabled. This can be disabled in the server settings. Auto Labeling is not required for this feature to work.
History
Every task has a history. This history contains all changes made to the task, like changing the state, the deadline, the priority, etc.
Built-in task columns in the history use the same human-readable localized labels as the rest of the app instead of showing internal keys like done_tasks.
Assignments to virtual coworkers in the history also show the coworker name instead of falling back to an unknown user placeholder.
The history is only fully visible to users placed in a pro seat. Users in a free seat can only see the last 2 changes.
Subscribers
The subscribers feature is only available to users in a pro seat.
Subscribers are users who are not assigned to a task but want to be informed about changes to the task. They will receive a direct message from the bot with the task details and a link to the task in the app.
Kanban card image previews
When a task in the Kanban view has image attachments, the task card can show a preview directly inside the card.
- Up to 4 attached images are shown
- The preview uses a dynamic 2-column grid with up to 2 rows
- Single-image cards still use a wider full-width preview
- The preview refreshes when the task attachments change
- Non-image attachments continue to show only their file-type icons
Linked tickets in the task popup
In the task popup you can connect support tickets directly to the task:
- Search and select an existing ticket in the Linked tickets section (linking happens immediately after selection)
- Create a new linked ticket with prefilled task context
- Open linked tickets directly from the list
- Unlink tickets inline when they no longer belong to the task context
When you open a new task tab in the app, the tab title includes the current project name so multiple create flows stay distinguishable.
Open task tabs also refresh remote task changes while they stay open. If you are editing a field locally, your unsaved value stays in place until you save or discard it.
When task text is missing in the task popup, the app now shows the validation directly inline on the text field instead of opening a separate error dialog.
Possible duplicate warnings while creating a task
Users in a Pro seat can see possible duplicate tasks directly below the title field while creating a new task in the app.
- The suggestions are only a warning and do not block task creation
- Only tasks from the same project are shown in this warning area
- Clicking a suggested duplicate opens the existing task in a separate tab while keeping the current create-task draft intact
Linked customer in the task popup
If your workspace has support customers configured, the task popup can also link a task to one of those customers.
- Use the Customer dropdown in the task popup to select an existing customer record
- The task stores the stable customer link, so the same customer can be referenced consistently across tasks and tickets
- If the selected customer was removed from the workspace settings later, the app keeps showing the stale value until you change it, and saving with an unknown customer is rejected
- The customer dropdown is disabled when you do not have permission to manage the task
- When you create a task from a ticket, the task popup also preselects the ticket's customer and copies the ticket labels into the new task draft
Milestones in the task popup
The task popup milestone row can create milestones directly without leaving the task flow.
- Use Create milestone next to the milestone dropdown to open the milestone dialog for the current project
- After saving, the new milestone appears in the dropdown automatically
- The button is shown only when you can edit the task
Attachments in the task popup
The task popup attachment list now keeps each file row stable while you add or upload more files.
- Uploaded files switch from the temporary upload icon to their real file-type icon as soon as the upload finishes
- Image previews load once the persisted attachment is available and do not refetch all existing previews when you add another file
- Long file names truncate cleanly without pushing the remove button outside the attachment row
Global search and tickets
In the app-wide search dialog, ticket results are included together with tasks, events, and documents. The search
now opens as a larger command palette with keyboard hints, similar to Spotlight or Raycast on macOS. Results from all
supported object types are mixed into one ranked list, so exact matches and more relevant or recent hits can appear
above weaker matches from other categories. The filter buttons wrap onto multiple lines automatically when the dialog
is narrow.
You can move through the result list with the arrow keys, press Enter to open the selected result, and press
Esc to close the palette.
You can open a ticket directly from the search result list.
Task filters in the app
The task filter bar in the app header is shown on task overview pages. When you open a single task in the detail view, the filter bar is hidden because the page is already scoped to that one task.
If your workspace uses ticket customers, the task filter also supports Customer so you can narrow the task views to tasks linked to one specific customer record. Active filter chips use the normal app text colors, so they stay readable in both light and dark themes.
Task Commands
Create a task
Assign a user/role to a task
Unassign a user/role from a task
Get task info
Set task status
Edit a task
List tasks assigned to a user/role
List tasks inside a project
Move a task to a different project
Set task deadline
Delete a task
Restore a deleted task
Repeat a task
Display the history of a task
Change task priority
Manage todos of a task
Add a comment to a task
Add an attachment to a task
Display all attachments of a task
Remove an attachment from a task
Subscribe to a task
Unsubscribe from a task
Manage dependencies of a task