How TASQ works

My day

My day is where you land and where you start your morning. It shows every task assigned to you, across all your workspaces, with the next one due at the top. At the top there is a field to put down a new task in one line.

What you will not see here are other people's tasks; for those, go to the workspace itself. Open a task and you land on its task screen, where everything sits together: the details, the conversation below it, and what has happened to the task.

Workspaces and roles

A workspace is a project, a client or a team. Under Workspaces you see them side by side as tiles, and you only see the workspaces you belong to. Under Members you see who takes part and in which role.

There are four roles. A member simply works along. An admin can also invite people and, in the workspace settings, set the name, the colour and the logo. An owner can do everything an admin can.

A guest is deliberately limited, and it helps to know where that line runs. A guest reads along with the workspace's tasks and may set the status of their own tasks. They cannot create tasks, cannot upload files, and the activity overview is closed to them. Whoever invited you chose your role.

There is an Overview screen that looks across all workspaces at once: per workspace it shows who takes part, how many tasks are open in their name and how many of those are overdue, plus how much work sits on nobody. That screen is for the owner of this environment only; if you do not see the link below your workspaces, that is why.

Starting a workspace is something you may do yourself. On the Workspaces screen, below the tiles, sits the New workspace button, and whoever creates one becomes the owner of that single space and can invite people into it right away. The only person who cannot is a guest: if you are nothing more than a guest anywhere, the button is not there. Get added as a member somewhere afterwards and it appears.

The views of a workspace

The same tasks, four ways of looking at them. Under Tasks you get the list, and you can group it by status or by who is doing it. Board puts them in columns by status, and dragging one to another column changes that status straight away. Calendar puts them on their date.

Under Tasks you can also handle several at once. Click Select, tick the tasks you mean, and a bar appears at the bottom to complete, reopen or move them to another workspace in one go. You can pick at most 25 at a time; that is a deliberate limit, because each task is updated separately so the log stays right per task. If one does not work, a subtask that cannot move on its own for instance, you are told afterwards how many did and did not succeed.

Activity is the fourth and does something the other three do not: it shows who did what and when in this workspace. That record is never erased and never edited.

Creating and assigning a task

A title is enough to start. If you want more, open More fields: a description, a priority and who does it. The priorities are urgent, high, normal and low; normal is what you get if you choose nothing.

You can also set a start date, a due date and a repeat, daily, weekly or monthly. A new task always starts at To do. The other three states are In progress, Blocked and Done, and you set those later on the task itself or by dragging it across the board.

Choose a repeat and an Every field appears next to it. That is where you set how often: every 2 weeks, every 3 days, every 6 months. You can go up to 52. Leave it at 1 and the task simply repeats every day, week or month, which is what happens by default.

Set a due date in a workspace that sits in a different time zone from yours and a line appears under the date field: does this moment fall within the hours you both work. Amsterdam and Kampala only share part of the day, and that line tells you which part it is today, in your own time. It is a note and not a block; you can still choose whatever you want. In the task list, a task that waits on SOMEONE ELSE outside those hours gets a small clock.

IF YOUR CONNECTION DROPS, a task you just typed is not lost. It goes into a queue on your own device, you see above the form how many are waiting, and they leave by themselves as soon as you are back online. Nothing is in TASQ yet at that point: others only see the task once it has really arrived. What you CANNOT do without a connection is use the app: seeing your tasks, completing one or commenting all need to be online.

A task can have Subtasks. The task screen has its own block for them: type a title, click Add, and the subtask sits under this task. They always belong to the same workspace. If you want to move a task to another workspace, only a top level task can move; so uncouple a subtask first.

Comments and mentions

Every task carries a conversation. Mention someone with an @ and they are notified, even if the task is not theirs. That is how you ask something without creating a second task. Comments stay with the task, including after it is done.

If you are a guest in this workspace, you can only comment on tasks assigned to you. You will still see the workspace's other tasks in the list, but the conversation underneath them is not for you.

You can always remove your own comment, guests included. Removing someone else's takes an admin or an owner; a member cannot, and that is deliberate, because the conversation on a task is often the only record of why something was decided. A removed comment disappears from the conversation, and the activity overview keeps showing that one was removed and by whom.

Documents

Every workspace has its own Documents screen. A file may be up to 50 MB. Everyone except a guest can upload.

Besides a file you can also record a VOICE NOTE, straight in the browser: two minutes at most, and you play it back yourself before you send it. It appears in the same list and follows the trash and the backup. Nothing is transcribed; what is in it, you only hear by playing it.

Documents are never public. There is no link you can forward outside TASQ, and anyone who is not a member of the workspace cannot see them, even holding the right URL.

Upload a new version of a file that is already there and it does not overwrite the previous one. Every version gets its own number and is kept, and you see them on the document itself with who put it there and when. You can restore an older version, and that works forward: the old version arrives on top as the newest one, noting where it came from. So the history is never rewritten afterwards.

Search and filter

Search works across all your workspaces and looks at the TITLE and the DESCRIPTION of tasks, from two characters onwards. It does NOT search comments and it does NOT search documents. A word that only appears in a comment or only inside a file will not come out; for that, go to the task itself or to the workspace's documents screen.

Filtering is not the same as searching. Inside a workspace there is a bar at the top that narrows what you see: by status, by priority and by person. Searching pulls something out of everything; filtering shows less of what is already there.

Notifications and push

There are three ways TASQ reaches you: the bell in the app, email, and a push message on your phone. The bell takes you to the notifications screen, where everything sits in one list. You decide what goes through which channel under Settings, Notifications, per event and with exceptions per workspace.

There is also a weekly letter, and it goes to the owner of this environment only. On Sunday evening an email arrives with, per workspace, how much is done, how much is overdue and who had not a single line in the activity log that week. There are no tasks in that email, only counts and names; the tasks themselves stay behind the login.

On an iPhone, push only works if you start TASQ from your home screen, so not from Safari. That is an iOS rule, not ours. The app explains how to do it in three steps. Until you have, notifications go by email, and it says so.

The trash

What you throw away is not gone straight away. Every workspace has a Trash where a deleted task stays for thirty days, showing how many days are left. You can restore it for that whole period.

An admin sees everything that was thrown away; a member sees what they threw away themselves. After thirty days TASQ clears the task for good.

That same trash carries a Deleted files block, with the task they were attached to. Documents follow a stricter rule than tasks: whoever uploaded the file, or an admin, can delete it, but RESTORING takes an admin or an owner. If you are not an admin and you deleted the wrong file, ask someone who is; within thirty days nothing is lost.

Settings and your account

You get into TASQ through an invitation from someone who is already a member; there is no open registration. If you come back later to tasq.plexaris.ai without being signed in, you land on the start page and click Sign in. That works with your SPEAQ ID or with a code sent to you by email.

Settings holds everything that is yours. Under Profile you set your name, your language and your time zone; the language there decides which language you read the app in, including this guide. Under SPEAQ ID you link your identity so signing in works without a password.

Under API access you create a key that lets a program read and write tasks on your behalf. You see such a token only ONCE, right after you create it; we keep nothing but a hash of it, so we cannot show it again. If you lose it, revoke it and create a new one. The log shows which token did what.

Under Privacy and data you can download a file with everything you are the subject of, and request erasure. That screen also carries the links to the Privacy statement and the Cookie statement; both are public and readable without signing in.

You can find this guide again under Settings, so you do not have to go looking for it.