Frequently asked questions

Team-Tasks is a task manager for teams that doesn't just assign work but documents it end-to-end – with sub-steps, photos, comments and a complete change log.

Yes. On the app's login and registration page you will find the 'Try without signing in' button. The tasks you create can then be transferred to a real account. How long trial data without an account is stored is set out in our privacy policy.

Register, create your first project, invite colleagues by email – that takes just a few minutes. No installation or IT setup is required.

No. The Free plan is permanently free and usable without payment details.

It works from two people and scales up to larger organisations with multiple locations or tenants. It feels particularly at home in teams of 3 to 100 people.

Yes. Many solo users run it as a structured task list with photo documentation – team features can be switched on later.

Existing task lists can be imported via CSV import or the REST API. We're happy to help you with the switch.

A task is the overarching work (e.g. ‘Service heating system, building 3’). Sub-steps are the individual work items within it, each with its own status and order. Only when all sub-steps are done is the task cleanly completed.

Yes. Per task you can define which of the four evidence types – photo, comment, video and document – are mandatory, individually or together. Without this proof the task cannot be set to ‘done’ – the basis for reliable documentation.

The list can be filtered by status, category, assignee and due date and sorted freely. There's also grouping by due date, which automatically sorts everything into Overdue, Today, Tomorrow, This week and Later. Completed tasks drop down automatically and later move to the archive.

Yes, via drag and drop. This manual order applies to everyone in the project and works well for priority lists.

Yes. Select multiple tasks and change the status, assign a category or people, duplicate, copy or move them to another project, or delete them – all in one go. If you accidentally completed several tasks at once, you can reverse it with the undo function.

Yes. You define statuses and categories per project to match your workflow, e.g. “Waiting for material” or “Electrical”.

Yes. Project and task templates make proven workflows reusable – for onboarding, training, handovers or inspections. Templates can also be shared with other companies. Included in all plans.

Yes, you can search within tasks for terms and quickly find older entries again.

They stay briefly visible so you can immediately undo an accidental check-off, then move to the archive. From there they can be viewed at any time and brought back if needed. How long the archive reaches is set by the company itself.

Yes. Archived tasks can be exported as a printable evidence report – with all execution details: description, sub-steps, photos, comments, timestamps and assignees. Ideal for inspections, audits and handovers.

Yes. Every task has a complete change log with person, time and type of change.

Team-Tasks detects parallel changes through conflict protection (optimistic locking) and refreshes views automatically – changes are not overwritten.

Images, videos, PDFs and common documents – directly on the task or sub-step.

Yes. On your smartphone you upload directly from the camera or gallery, without detour via a computer.

Videos are uploaded directly in their original size. With a weak connection, we recommend recording with the device's camera app and uploading once the connection is better.

As fast-loading thumbnails in the list, with a full-screen view to browse through. You can set the thumbnail size yourself – right down to a pure image view.

Yes, every comment carries an author and timestamp. This creates a verifiable history instead of scattered chat messages.

By email invitation to the project or – at company level – via an invitation link for new staff.

Yes. Per project you decide whether members see all tasks or only those assigned to them.

Roles are freely definable. Individual rights such as manage tasks, edit, archive, manage settings or manage users can be combined freely and assigned per person and company. This keeps the separation of management and execution clean.

Yes, this can be allowed or blocked per project.

Yes. Invite subcontractors and customers to the relevant project. There you can assign tasks to them, or they create their own. If “See all tasks in project” is disabled, they only see their own or assigned tasks.

Yes, and they can switch between them. The companies' data remains strictly separated.

Yes. One person can work in several companies and switch between them – the data stays strictly separated (tenant separation). For organisations with multiple locations, branches or franchise partners, the Enterprise plan offers branch management: multiple branches under one tenant, a cross-branch view for management and branch-specific roles.

Yes, members can be added via email invitation or removed at any time. Billing adjusts flexibly.

Via in-app notifications, which show unread events: new task, assignment, status change, completion, and new comments and attachments. Additionally by email.

No. Several quick changes to the same task are bundled and result in only one email with the final status.

Yes, each person decides this for themselves. In-app notifications remain unaffected.

Yes, on the Business plan – custom templates and a custom sender per company are possible.

Yes, Team-Tasks can be installed on your smartphone and is optimised for use on the go.

Yes. In the cellar, in the underground garage or on a construction site without reception you can keep working. Your changes are saved and transferred automatically as soon as you're back online.

No separate step is needed. As soon as you have opened a project, the app keeps the data locally. Without an internet connection you can create tasks, change statuses, take photos and write comments. All changes are saved locally and synchronised automatically as soon as you're back online. Videos are only possible to a limited extent offline – it's better to record them with the device's camera app and upload them once you're back online.

Yes. The display size of the app can also be adjusted – helpful on small or very large screens.

In 17 languages: German, English, Italian, French, Spanish, Russian, Chinese, Dutch, Flemish, Portuguese, Danish, Polish, Czech, Greek, Arabic, Persian and Hindi – Arabic and Persian with right-to-left layout. Each person chooses their own language; different languages can be used within the same team.

You set an interval and the task is automatically regenerated as soon as it's completed or the next date is due – ideal for maintenance, inspections, cleaning schedules and routines that otherwise get lost.

Each person links their own calendar. Tasks with a due date then appear there automatically – without manual upkeep.

Yes, via the documented REST API with token authentication you can connect your own systems. Included in the Business plan.

Yes, via the AI integration using MCP. The AI can create, read, update and delete projects, tasks and steps and assign tasks to participants – always within the permissions of the connected account. Included from the Free plan.

You create personal API keys yourself in your account and can revoke them at any time. They are used for the AI integration, for example, and have the same permissions as your account.

Yes. A project can be exported completely as a ZIP file – including all tasks, media and metadata, structured as JSON and CSV. This means you're not tied to us.

Yes. Team-Tasks supports the open MCP standard (Model Context Protocol). This lets you connect ChatGPT and other MCP-capable AI applications – in a controlled way and only within the permissions of your Team-Tasks account. If your application supports custom remote MCP servers, add the endpoint https://api.team-tasks.com/functions/mcp. Full guide: https://team-tasks.com/en/mcp

An AI connection does not bypass any permissions in Team-Tasks. The assistant can only access the projects and functions available to the connected user account and authorised for the connection.

Yes. Company administrators can define in the company settings whether external AI/MCP connections are allowed for their organisation. If the feature is disabled, the company's users cannot connect Team-Tasks to such external AI assistants.

Team-Tasks can be connected to supported AI applications such as ChatGPT. Once connected, you can – depending on your permissions – use Team-Tasks functions directly from the application: view, create and edit projects and tasks, create and edit steps, add comments or evidence, assign tasks and retrieve status and task history. The AI application does not automatically get access to all Team-Tasks data – access is limited to the signed-in Team-Tasks account and its permissions. Team-Tasks is an independent product of Klipex GmbH and not an OpenAI product.

Select Team-Tasks in ChatGPT or start the Team-Tasks integration. Then sign in to Team-Tasks, review the permissions shown and grant access. ChatGPT can then use the authorised Team-Tasks functions.

Access depends on the permissions of the connected Team-Tasks account and the functions authorised during sign-in. The integration does not bypass existing Team-Tasks permissions: projects, tasks or other content your account has no permission for cannot be retrieved or changed via ChatGPT either.

Yes. If you have the required permissions and the function has been authorised, supported actions can create or change projects, tasks, steps, assignments or comments, for example. Please note: such actions are real changes in your Team-Tasks account.

Revoke the access in Team-Tasks in the app settings under “API access (personal agent)” – this effectively disconnects it. Additionally, remove the Team-Tasks integration in ChatGPT.

To process a request, the Team-Tasks data required to carry out the function you requested may be processed or transmitted. Details can be found in our privacy policy: https://webapp.team-tasks.com/Legal?doc=datenschutz&lang=en

Check that you signed in to Team-Tasks successfully and that your account is active, then reconnect. If the error persists, please contact our support.

Visible content depends on the permissions of the signed-in Team-Tasks account and the project permissions.

Possible causes are missing permissions, required evidence, open steps or other conditions configured in Team-Tasks.

Depending on the settings, Team-Tasks may require all necessary steps to be completed or mandatory evidence to be attached first.

Please run the query again.

Never send us credentials – no passwords, OAuth tokens, API keys or other secrets – in support requests. Please report suspicious account activity to Team-Tasks support immediately.

Free is free. Premium is billed per user and month (incl. VAT), Business is tiered by participant count (net plus VAT) and Enterprise is a custom quote. You'll find the exact prices in the pricing block above.

The limits on projects, tasks, members and uploads are shown in the app – including when a limit is reached. Attachments, in-app notifications and mobile use are included.

You're notified and can switch at any time. Existing data remains untouched.

Yes. Cancellation is possible directly online – no phone call, no postal form. With monthly billing the contract ends at the end of the current monthly billing period. With annual billing, the initial contract period is 12 months; cancellation and renewal depend on your contract status. Consumers can continue monthly at the monthly price after the initial period. For Business, one month's notice applies before annual renewal.

If you pay annually, you get two months free – you pay for ten months and use Team-Tasks for twelve. The initial contract period is 12 months. Cancellation and renewal depend on your contract status; details before booking. Consumers can continue monthly at the monthly price after the initial period. For Business, one month's notice applies before annual renewal. You can switch between monthly and annual billing at any time.

Consumers have the statutory right of withdrawal (§ 356a BGB). Cancellation is made per § 312k BGB. Both are clearly separated and can be done online.

Yes, a switch is possible at any time.

Your data is initially retained so that an export is still possible, and is then deleted according to defined periods. Before cancelling, you should use the project export.

With the Free plan you can try Team-Tasks indefinitely. A trial of paid features is available on request.

On our website we use Google Analytics only with your consent; without consent it is not loaded. You can change your choice at any time via “Cookie settings” in the footer. No tracking or analytics tools are used in the Team-Tasks app. Operational, security and error logs as well as records of task changes serve operation, security and documentation. The optional Google Calendar integration is a separate feature. Details in our privacy policy: https://webapp.team-tasks.com/Legal?doc=datenschutz&lang=en

The primary database is in Frankfurt. Further processing locations and possible third-country access are listed in our sub-processor list.

Team-Tasks follows the requirements of the General Data Protection Regulation. The primary database is in Frankfurt; further processing locations and possible third-country access are listed in the sub-processor list.

Yes, it's viewable on our legal page and confirmable directly in the app – without paper.

That depends on the actual processing, not on the plan. A professional single account (Premium) can also process personal data on behalf of a client. We clarify the role and DPA question based on your actual processing, not solely on the number of users or plan name.

All legal texts – DPA (digitally signable), technical and organisational measures, the sub-processor list and versioned legal texts – are available on our legal page.

Defined periods apply to each type of data, and deletion runs automatically. The specific periods are set out in our legal texts.

Yes, all versions are archived with versioning and remain traceable. The currently valid version is clearly marked. Future versions are listed separately with their effective date and only take effect from that date.

Yes. The company audit log records security-relevant administrative actions such as changes to roles, permissions and settings (from Business plan). In addition, every task has its own change history.

Yes, in all plans via an authenticator app (TOTP) with recovery codes. Companies can make two-factor sign-in mandatory for all members.

Yes, as an add-on from Business including storage. Backups run at night, daily or weekly; each backup is a restore point. Retention is freely configurable (at least 30 days), stored on external object storage in Germany (Hetzner, Falkenstein). With Object Lock, every backup is immutable for 30 days – protection against ransomware and accidental deletion.

In the account settings of the app. If you forgot your password, reset it via “Forgot password” on the sign-in page.

Only members of the respective project – and with restricted visibility, only the people who have access to the relevant task.

Via the contact options on our website. On the Premium plan you receive priority handling; on the Business plan you additionally get company management, roles and API. On the Enterprise plan you get individual onboarding and SLA.

For Enterprise customers we offer individual onboarding, where we set up projects, roles and recurring tasks together.