Features in detail
Each area explained individually — with screenshot, description and key points.
Tasks & execution
My tasks
The central task list with project tabs offers full control: full-text search across all tasks, filter by status, category, assignee and due date, automatic due-date groups (Overdue, Today, Tomorrow, This week, Later), change status with a click and bulk actions for multiple tasks. Tasks can be prioritised manually via drag & drop. Completed tasks move to the archive with configurable retention and controllable member access. On mobile, pull-to-refresh keeps data current — and thanks to offline support, the app works even without a signal.
- Project tabs, filters, full-text search and due-date groups in one view
- Status change by click, drag & drop for custom order
- Freely definable status values per project
- Bulk actions: status, category, members, duplicate, copy/move to another project, delete – with undo
- Concurrent editing with conflict protection and automatic refresh
- Archive with configurable retention, controllable member access and printable evidence reports
- Pull-to-refresh and offline support on mobile
Task detail & steps
Each task combines description, due date with time, priority, category and assignees. Subtasks (steps) have their own order and status. Mandatory rules ensure a task can only be completed with the required evidence – photo, comment, video and document, individually or combined. Per project you decide whether members may change the order of steps. A complete change log records every change.
- Description, due date with time, priority and category
- Subtasks with custom order (via drag & drop) and status
- Mandatory evidence: photo, comment, video and/or document
- Project setting: members may change the step order – or not
- Complete change log per task
Attachments & documentation
Images with preview and lightbox, videos, PDFs and documents can be attached directly to the task. Comments with author and timestamp ensure traceable communication. Thumbnails load quickly, and uploads work straight from your phone.
- Images with preview and lightbox view
- Attach videos, PDFs and documents
- Comments with author and timestamp
- Upload directly from your phone
- Videos are uploaded directly; with a weak connection, use the device's camera app
Project and task templates
Create proven workflows once as a template and reuse them as often as you like: for onboarding, training, handovers or recurring inspections. Templates can also be shared with other companies – for example between partner businesses or from service provider to client. Preserved knowledge becomes a standard that starts the same way every time.
- Project templates with multiple tasks and steps
- Task templates for individual workflows
- Share templates with other companies
- Ideal for onboarding, training and knowledge preservation
- Included in all plans
Team & organisation
Projects & team
Create projects, mark them in colour and with an icon, and add members via email invitation. Visibility control defines whether members see all tasks or only their own. Categories can be defined per project.
- Mark projects in colour and with an icon
- Add members via email invitation
- Visibility: all tasks or only your own
- Member rights per project: create and assign tasks
- Categories per project
- Invite subcontractors and customers to projects – assign tasks or let them create their own
Roles & permissions
Define roles freely and assign granular permissions: manage tasks, edit, archive, manage settings and manage users. Assignment is per user and per company.
- Freely definable roles
- Granular permissions per role
- Assignment per user and per company
- Separation of management and execution
- Per project: control whether members may complete multiple tasks at once
Company management
Manage multiple companies or tenants with strictly separated data. Company-wide settings, custom email templates and senders per company, and inviting new staff via link make multi-tenancy flexible to use.
- Multiple companies/tenants with separated data
- Company-wide settings
- Custom email templates and senders per company
- Invite new staff via link
- One user, multiple companies: switch company with one click – ideal for service providers and property managers
- Branch management for multi-site and franchise structures – multiple branches under one tenant, cross-branch view and branch-specific roles (from Enterprise)
Integrations & automation
Recurring tasks
Tasks are automatically regenerated on an interval — ideal for maintenance, inspections and regular routines that are otherwise easily forgotten.
- Automatic regeneration on an interval
- Perfect for maintenance and inspections
- Covers regular routines
- Configurable recurrence patterns
Notifications
In-app notifications show unread items: new task, assignment, status change, completion, and comment or attachment. Bundled email notifications ensure that several quick changes result in only one email with the final status. Each person can turn emails off individually. Per project you define which recipient groups – such as creator, owners or company admins – are notified on completion, status change or new evidence.
- Recipients configurable per project and event (completion, status, evidence)
- In-app notifications with unread items
- Bundled email notifications
- Multiple changes produce only one email with final status
- Individual email settings per person
- Define per project and role who is informed about what
- Daily morning email with upcoming tasks – from Free
Google Calendar sync
Tasks with a due date appear automatically in the linked Google Calendar. This keeps deadlines in view, even outside the app.
- Automatic sync of due dates
- Visible in your familiar Google Calendar
- No manual upkeep
- Linking per user
REST API & integrations
A documented REST interface with token authentication enables integration with your own systems. A diagnostics view shows runtimes and error rates transparently.
- Documented REST interface
- Token authentication
- Integration with your own systems
- Diagnostics view for runtimes and error rates
- Create and revoke API keys yourself
AI integration via MCP
Connect ChatGPT, Claude or other AI assistants directly to Team-Tasks via the MCP standard. The AI can create, read, update and delete projects, tasks and steps and assign participants to tasks – within the permissions of the connected account. For example, a description in natural language becomes a finished task with steps. Included from the Free plan.
- Connect ChatGPT, Claude and other MCP-capable assistants
- Create, read, update and delete projects, tasks and steps
- Assign participants to tasks via AI
- Personal agents: permissions of the connected account apply (from Free)
- Company agents as separate accounts with their own permissions, history and result review (from Business & Organisation, count as participants)
Mobile & offline
Mobile & multilingual
The app can be installed on iOS and Android, is optimised for use on the go and is available in 17 languages: German, English, Italian, French, Spanish, Russian, Chinese, Dutch, Flemish, Portuguese, Danish, Polish, Czech, Greek, Arabic, Persian and Hindi. A dark mode is also included.
- Installable as an app on iOS and Android
- Optimised for use on the go
- Multilingual: 17 languages incl. Arabic and Persian (right-to-left)
- Dark mode included
- Customisable display: scaling, image sizes, zebra stripes, last change, project icons
Offline & synchronisation
On the construction site, in the cellar, in the underground garage — often no signal. Team-Tasks keeps working offline: changes are saved locally and synchronised automatically as soon as you're back online. Conflicts are detected and can be resolved.
- Usable without a network connection
- Save changes locally, synchronise automatically later
- Conflict detection for concurrent offline changes
- Ideal for trades, construction sites, cellars and underground garages
Data & traceability
Backup & restore
Back up and restore entire projects including all tasks, media and metadata: export as a ZIP with structured JSON and CSV output, restore with SHA-256 checksums, per-project selection and clean separation of private and company data.
- Project export as ZIP
- Structured JSON and CSV output
- Restore entire projects from the ZIP
- SHA-256 checksums against tampering
- Per-project selection, private/company separation preserved
- Ideal for backups and migrations
Log & traceability
An audit log for security-relevant administrative actions records all relevant actions and ensures full traceability.
- Audit log for security-relevant administrative actions
- All security-relevant actions
- Full traceability
- Traceable for inspections and audits
- Printable evidence reports from the archive with all execution details – steps, photos, comments, timestamps and assignees
Security & compliance
What procurement and data protection officers check – bundled in one place.
Two-factor authentication
Protect every account with a second factor: TOTP authenticator apps, one-time recovery codes for emergencies and company-wide enforcement – so no account exists without 2FA.
- TOTP authenticator (Google Authenticator, Authy, 1Password, etc.)
- One-time recovery codes for emergencies
- Company-wide enforcement – no account without 2FA
- Mandatory for all staff configurable
Backup & restore
A backup is only half the job. Team-Tasks restores entire projects including all media and metadata from the ZIP – with SHA-256 checksums, per-project selection and clean separation of private and company data. From Business, you can also add the automatic backup service including storage volume: you decide whether backups run daily or weekly. Each backup is a restore point – a complete state of your data at that moment that you can return to, for example after accidental deletion. You freely set how long restore points are kept, with a minimum of 30 days. Backups are stored separately from the production system on external object storage in Germany (Hetzner, Falkenstein). In addition, every backup is locked for 30 days via Object Lock: during this time nobody can modify or delete it – neither an attacker with stolen credentials or ransomware nor an accidental operating error.
- Automatic backups daily or weekly – bookable from Business incl. storage
- Restore points with freely configurable retention, at least 30 days
- External object storage in Germany (Hetzner, Falkenstein), separate from production
- Object Lock: every backup is immutable and undeletable for 30 days – protection against ransomware and accidental deletion
- Restore entire projects from the ZIP export
- SHA-256 checksums against tampering and transfer errors
- Per-project selection – restore one or all projects
- Separation of private and company data preserved
Data subject rights – self-service
Data subjects exercise their rights directly in their account, without a support ticket: data subject access as a download, consent overview with revocation, request for rectification or restriction and account deletion – all traceably documented.
- Data subject access as a structured download
- Consent overview with one-click revocation
- Request for rectification or restriction of processing
- Account deletion directly in the account
Compliance registers
Team-Tasks keeps the most auditable evidence in guided registers: processor, DSFA, incident and restore-test registers – each with deadline monitoring so nothing slips by unnoticed.
- Processor register (DPA) with status and deadlines
- DSFA register (data protection impact assessment)
- Incident register with reporting and documentation duties
- Restore-test register with deadline monitoring
Which workflow would you like to organise reliably first?
Start with Team-Tasks now or request a personal demo.