Complete Platform User Guide
Everything you need to set up organizations, manage users, master role permissions, create and monitor tasks, set up recurring automations, and optimize daily team workflows.
Initial System Setup & Organization Onboarding
Admin OnlyHow to initialize your workspace, configure domain details, SMTP credentials, and storage.
Step-by-Step Organization Setup Flow (/setup)
Organization Identity
Enter your Organization Name, Subdomain/Slug (e.g. acme.app.com), and primary business email address.
Timezone & Business Hours
Select default timezone (e.g. Asia/Kolkata), working days (Mon-Fri), and operating office hours for accurate due-date calculations.
Admin Account & Credentials
Create your master Admin credentials, upload company logo, and configure email SMTP and cloud attachment storage credentials.
SMTP Email & Cloudinary Storage Setup Guide
Step-by-step instructions to obtain free credentials & understand exact system limits.
Gmail SMTP Free Tier Quotas & Quota Rules
• Personal Free Gmail (@gmail.com): Maximum 500 emails / 24-hour rolling period.
• Google Workspace (@yourdomain.com): Maximum 2,000 emails / 24-hour rolling period.
• Important Rule: Do NOT use your personal account password. Google requires a 16-character App Password generated with 2-Factor Authentication enabled.
1How to Get Gmail App Password (Step-by-Step)
Go to Google Account Security. Under "How you sign in to Google", turn on 2-Step Verification if not already enabled.
Search for "App passwords" in the security search bar (or go to myaccount.google.com/apppasswords). Enter an App Name (e.g. Task System) and click Create.
SMTP_HOST=smtp.gmail.com SMTP_PORT=587 SMTP_USER=your-email@gmail.com SMTP_PASS=abcd1234efgh5678 SMTP_FROM="Task Management <your-email@gmail.com>"
Workspace & Organization Configuration
Admin OnlyManaging organization settings, branding, default task workflows, and multi-tenant rules.
/dashboard/settings/workspace/general)Admins can configure global settings for the entire workspace:
- Default Task Statuses: Define custom task columns (e.g. Backlog, TODO, In Progress, Code Review, Completed).
- Auto-Archive Rules: Automatically archive completed tasks after 30, 60, or 90 days.
- Working Hours & Holidays: Set organization work schedules to suppress non-urgent notifications outside work hours.
The platform supports isolated multi-tenant architecture:
- Tenant Isolation: Users and tasks belong strictly to their active organization tenant ID.
- Organization Switcher: Users with memberships in multiple organizations can switch seamlessly from the top header menu.
User Management & Teammate Invitations
Admin & ManagerHow to invite teammates, assign initial roles, manage pending invitations, and track user activations.
Inviting a New Teammate (/dashboard/users)
- Navigate to Users in the left sidebar menu.
- Click the + Invite User button at the top right.
- Enter the recipient's Email Address and Full Name.
- Select their initial Role (Admin, Manager, or Employee) and optional Team Assignment.
- Click Send Invitation. An automated invitation email containing a secure token link will be sent via your configured SMTP server.
Managing Pending Invitations
Role System & Workflows per Role
Detailed breakdowns of daily responsibilities, screen access, and permission controls for each role.
Primary Focus: System governance, organization configuration, security, user administration, and global monitoring.
- Configure organization branding, SMTP & Cloudinary.
- Invite, promote, or deactivate user accounts.
- Oversee system performance & monitor all tasks.
- Access global audit logs & workspace settings.
Primary Focus: Team creation, task assignment, workload distribution, bottleneck monitoring, and project delivery.
- Create tasks and assign them to team members.
- Configure recurring task templates & schedules.
- Monitor team execution via Monitor Tasks board.
- Invite new team members & manage team groups.
Primary Focus: Task execution, updating work status, completing subtasks, logging time, and team collaboration.
- View & manage personal work in "My Tasks".
- Move tasks through statuses (TODO → Done).
- Complete checklists & log time spent.
- Add task comments & upload file deliverables.
Role-Based Access Control (RBAC) Matrix
Compare functional permissions across all platform user roles.
| Feature / Capability | Admin | Manager | Employee | Client | Description & Scope |
|---|---|---|---|---|---|
| Organization & Workspace Setup | Full control over organization details, SMTP, Cloudinary, branding, and timezone. | ||||
| Manage Workspace Settings | Configure default task statuses, working hours, auto-archive rules. | ||||
| Invite New Users | Send email invitations with role pre-selection (Admin/Manager/Employee). | ||||
| Manage Invitations & Roles | Resend, revoke pending invites, update user roles, activate/deactivate accounts. | ||||
| Create & Manage Teams | Group members into teams and assign Team Leads. | ||||
| Create Personal Tasks | Create tasks assigned to oneself with priority, due date, checklists. | ||||
| Assign Tasks to Others | Assign tasks to specific users, teams, or use round-robin distribution. | ||||
| Configure Recurring Tasks | Set up daily/weekly/monthly schedules & automated assignment rules. | ||||
| Manage 'My Tasks' Kanban & Work | Update assigned task status, complete checklists, log time, comment. | ||||
| Monitor Tasks & Bottlenecks | Overview of all organization tasks, overdue warnings, re-assign stuck items. | ||||
| View Team Activity & Audit Logs | Track task state changes, time logs, and system audit trail. | ||||
| View System & User Analytics | Access high-level organizational analytics & performance metrics. |
Creating Tasks (Personal & Team Tasks)
How to create structured tasks with priorities, due dates, subtask checklists, and attachments.
Task Creation Options (/dashboard/tasks/create)
When creating a new task, you can specify essential parameters for effective tracking:
- Task Type: Choose Personal Task (private to you) or Assigned Task (delegated to teammates).
- Priority Levels: Assign LOW, MEDIUM, HIGH, or URGENT (triggers immediate alert).
- Due Date & Estimated Hours: Set exact deadlines and effort estimations for progress tracking.
Rich Task Elements & Attachments
• Checklists & Subtasks: Break complex tasks into bite-sized actionable checklist items with progress percentage bars.
• Cloudinary Attachments: Drag & drop documents, design mockups, or screenshots up to your workspace limit.
• Tags & Categories: Label tasks with custom tags (e.g. #bug, #feature, #urgent).
Task Assignment & Workload Distribution
Admin & ManagerAssigning tasks individually, allocating across teams, or using automated round-robin distribution.
Select one or multiple primary assignees responsible for completing the task deliverable.
Assign work directly to an entire Team (e.g. Frontend Team or Design Team) for collaborative ownership.
Enable automated round-robin task allocation to evenly distribute incoming workloads among available team members.
Managing "My Tasks" & Execution (/dashboard/tasks/my-self)
Personalized Kanban board & table view for tracking assigned work, updating progress, and logging time.
Kanban Board & Column Drag-and-Drop
Employees can easily drag task cards across status columns:
Time Tracking & Activity Log
Inside each task card:
- Log Time Spent: Record hours & minutes worked with optional work notes.
- Subtask Completion: Check off subtask items to update progress percentage.
- Comments & Mentions: Leave comments, upload deliverables, and tag teammates with @mentions.
Monitoring Tasks & Overdue Bottlenecks (/dashboard/tasks/monitor)
Admin & ManagerExecutive task oversight, identifying blocked tasks, and re-assigning overdue items.
Key Monitor Capabilities:
• Filter by Assignee & Priority: Filter the monitor view by specific employees to assess individual workload bottlenecks.
• One-Click Reassignment: Reassign stalled or overdue tasks directly to available team members without altering task history.
• Force Status Updates: Managers can approve completed deliverables or mark stuck tasks as resolved.
How Recurring Tasks Work (/dashboard/tasks/recurring)
Automating repetitive routines, recurring task templates, schedules, and execution rules.
Recurrence Mechanics & Intervals
Recurring tasks act as master templates that automatically instantiate actual tasks according to a defined schedule:
0 9 * * 1-5 for weekdays).Template Assignment Strategies
• Fixed User Assignment: Each recurring run assigns the generated task to the exact same user.
• Team Round-Robin Rotation: Automatically rotates assignees through a specified team list on each cycle (e.g. On-call rotation).
• Automatic Due Date Offset: Automatically sets the generated task's due date relative to the run date (e.g. Due 3 days after creation).
Teams & Real-Time Notifications System
Organizing members into functional teams and staying updated via in-app and email alerts.
Team Workspaces (/dashboard/my-teams)
Admins and Managers can organize organization members into discrete teams (e.g. Engineering, Marketing, Operations). Each team can have designated Team Leads who manage team-level task distribution.
Notifications & Alerts (/dashboard/notifications)
Stay informed about critical updates:
- Instant notification bell badge when assigned a new task.
- Email notifications for mentions (@username) and due-date reminders.
- Customizable notification preferences in user profile settings.
Keyboard Shortcuts & Quick Navigation Cheat Sheet
Speed up your daily workflow using universal platform keybindings and quick command bar.
| Shortcut Key | Action / Navigation Target | Role Requirement |
|---|---|---|
| Cmd + K or Ctrl + K | Open Global Command Bar (Search pages & actions) | All Roles |
| d b | Navigate to Dashboard Overview | All Roles |
| t t | Navigate to Monitor Tasks | Admin & Manager |
| m t | Navigate to My Tasks | All Roles |
| u u | Navigate to User Directory & Invitations | Admin & Manager |