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Task Manager
Create, track, and manage tasks tied to your leads — so client issues get prioritized and execution stays visible across your team. Your AI agent files tasks on its own while it talks to clients, and your team works them on the Tasks page (kanban board or list) at https://app.mychatbot.app/tasks.
At a glance
| Capability | Where in the app | When to use |
|---|---|---|
| Let the agent create tasks | Integrations → Task Manager → Connect | A client raises an issue mid-conversation and the agent should capture it |
| Create tasks manually | Tasks → Create task (or Add card on a kanban column) | You need a follow-up that didn't come from a chat |
| Track tasks | Tasks — Kanban / List view | You want visibility on what's open vs. done, who owns what |
| Complete tasks | Drag a card to Completed, or set Status in Task details | Work is done — the completion time is recorded |
| Manage per-client to-dos | Leads → open a lead → Tasks tab | You want the client's tasks next to their profile (this is also where you delete tasks) |
TIP
Every task is associated with a lead: manual tasks require a Link to client, and agent-created tasks are tied to the lead (or chat, case, deal) they came from — so client-related issues stay linked to the person they belong to.
Overview
The Task Manager integration lets your AI agent create, track, and manage tasks associated with your leads. It's useful for keeping client-related issues from falling through the cracks, prioritizing follow-ups, and keeping execution visible across your team.
Once connected, your agent can capture a task during a conversation, tie it to the lead it's talking to, and surface open tasks when you or a teammate asks. Everything the agent files lands on the Tasks page alongside the tasks your team creates by hand.
Connect it in the app
Task Manager is a built-in integration — there's nothing to host or configure externally.
In the app
Go to Integrations (https://app.mychatbot.app/integration) → Productivity & Scheduling → Task Manager, then click Connect.
When you open Task Manager you'll see:
| Field | What it's for |
|---|---|
| Secret keyword (optional) | An optional passphrase to protect the connection — leave it blank if you don't need one |
| Connect | Turns the integration on for your account — you'll see Task Manager connected |
WARNING
The Secret keyword is optional. If you set one, keep a copy — the field is locked after connecting, and you'll need it if you ever reconnect.
The Tasks page
Open Tasks in the left sidebar (https://app.mychatbot.app/tasks). The header has a Create task button and a Kanban / List view toggle (kanban is the default). Your view choice, filters, and page survive a refresh within the same browser session.
Kanban view
Five columns, left to right:
| Column | What lands there | Drag & drop |
|---|---|---|
| New | Tasks with status New | Drop here to reset status to New |
| In progress | Tasks someone is working on | Drop here to set In progress |
| Due today | Any task whose due date is today | View-only — you can't drop cards here |
| Overdue | Tasks past their due date, plus tasks explicitly marked Overdue | View-only — you can't drop cards here |
| Completed | Finished tasks | Drop here to complete the task |
- Dragging a card into New, In progress, or Completed updates its status immediately (Task status updated). Dropping on Due today or Overdue is rejected with "This column is view-only. Drop into New, In progress, or Completed." — those two columns are computed from due dates, not statuses.
- Each card shows the title, a priority badge, a due-date chip (highlighted red once overdue), the assignee (or Unassigned), an In progress · date line for tasks being worked on, and a link to the related lead/chat.
- Add card at the bottom of a column opens the Create task dialog pre-filled for that column: the status matches the column, and for Due today the due date is pre-set to today.
Unassigned tasks and "Assign to me"
Unassigned cards are visually highlighted and carry an Assign to me button — "Assigns this task to you and moves it to In progress". If a teammate grabbed it first you'll see Task is already assigned to someone else, so two managers can't silently double-book the same task.
List view
A paginated table (Showing 1–25 of N) with columns: Task, Assignee, Client / Case / Chat / Deal, Due date, Status, Priority, Created by, Created, Comments (comment count per task). Most column headers double as filters, mirroring the filter bar below.
Filters
The filter bar (on mobile: the Filters button opens a sheet with a Show results action) combines:
| Filter | Options |
|---|---|
| Search by title | Free text |
| Assignee | All managers or specific manager(s) — visible to account admins/owners only |
| Status | New, In progress, Completed, Overdue, Cancelled (multi-select) |
| Due date | Today, This week, Overdue, Upcoming |
| Priority | Low, Medium, High, Urgent (multi-select) |
| Source | Lead, Chat, Case, Deal, Manual (multi-select) |
| Created by | Agent or Manager |
Clear filters resets everything at once. When nothing matches you'll see "No tasks match your filters" with shortcuts to clear filters or create a task.
Role-based visibility
Regular managers see their own and unassigned tasks; only account admins/owners get the Assignee filter and can browse the whole team's tasks. Attempting to filter by another assignee without that role returns "You do not have permission to filter tasks by another assignee."
Create a task
Click Create task (or Add card on a kanban column). The Create task dialog has:
| Field | Notes |
|---|---|
| Task (title) | Required — the create button stays disabled without it |
| Description | Optional — "Write task description" |
| Due date | Optional — date & time picker ("Select date & time") |
| Status | Defaults to New (pre-filled by the column when quick-adding) |
| Priority | Low / Medium / High / Urgent, or — for none |
| Link to client | Required — pick the lead this task belongs to ("Select a client to link this task" if you skip it) |
| Assignee | Defaults to you; can be set to Unassigned or another manager |
| Reminders | Optional Telegram reminders — see below |
Tasks you create this way show Created by: Manager; tasks the agent files show Agent.
Edit, complete, and comment — Task details
Clicking a card or table row opens the Task details panel (press Esc to close). You can edit the title, Description, Due date, Status, Priority, and reminders, then hit Save (Task updated on success).
Nuances worth knowing:
- Completing: set Status to Completed (or drag the card to the Completed column). The panel then shows a Completed at timestamp alongside Created by and Created at.
- Overdue lock: once a task's status is Overdue, the status field in the panel is read-only — bring the task back by dragging its card into New, In progress, or Completed on the kanban board.
- Assignee rules: admins/owners can reassign any task to any manager (or back to Unassigned). A regular manager can take an unassigned task (Assign to me) but can't reassign a task that already belongs to someone.
- Source: the panel links to where the task came from — a Chat task opens the conversation, a Lead task opens the lead's card, and manual tasks link back to the linked client.
- Comments and activity: the sidebar shows a full timeline — who created this task, left a comment, changed status to …, or marked this task as completed (agent actions appear as Agent, automatic ones as System). Add comments with "Write a comment…" → Send. Use Show details / Hide details to reveal or hide timestamps and comment text, and collapse the whole section when you need more room for the form.
Reminders
Both the create dialog and the details panel have a Reminders section — "Tap to enable Telegram reminders". Toggle any combination of:
- At event time
- 1 hour before
- 15 minutes before
- 1 day before
- Custom date & time (opens its own date picker)
As soon as at least one reminder is on, a Timezone selector appears so reminders fire in the client's (or your) local time. Reminders are delivered via Telegram.
Tasks on a lead's card
The same tasks also live on each lead's profile: Leads (https://app.mychatbot.app/leads) → open a lead → Tasks tab. This per-client view adds a few things the Tasks page doesn't have:
- Add new task + creates a task already linked to that contact (here Due date is required, not just the title).
- Recurring tasks — schedule a task to repeat.
- Send via channels (optional) — have the task's follow-up go out through selected channels (or "Default (Inherit from integration settings)").
- Edit / Delete on each task card — deleting (with a "Yes, Delete" confirmation) is only available here; the Tasks page has no delete action, only Cancelled status.
How it works
- Tasks are created and updated by your agent as it talks to leads — you don't have to file them manually. They appear on the Tasks page with Source = Lead, Chat, Case, or Deal and Created by = Agent.
- Each task is linked to the lead it belongs to, so client history and open work stay together — the empty state says it best: "Tasks from leads, chats and cases will appear here automatically, or create one manually."
- Ask your agent (in a conversation or the chat panel) to list, reprioritize, or close tasks, and it pulls them on request.
- Overdue tracking is automatic: any task past its due date surfaces in the Overdue kanban column and its due-date chip turns red — no one has to flag it.
Use cases
- Complaint triage — the agent logs a task the moment a client reports a problem; the team sees it appear in New, unassigned and highlighted, and whoever's free hits Assign to me.
- Follow-up discipline — filter by Due date → Today each morning to get the day's call-back list, with each task one click away from the client's chat.
- Manager workload review — an admin filters by Assignee to see each manager's open tasks and reassigns from the details panel.
- Agent vs. human split — filter Created by → Agent to audit what your AI is capturing from conversations, and Manager to see what the team adds by hand.
Test it
- Connect Task Manager under Integrations → Productivity & Scheduling and confirm the Task Manager connected message.
- In a test conversation with your agent, describe an issue and ask it to create a task for it. Open Tasks — the task should appear in the New column with Created by = Agent and a Source link back to the chat.
- Click Create task, fill in a title, pick a Link to client, set a due date of today, and save (Task created). The card should show up in both New and Due today.
- Drag the card to In progress (Task status updated), open it, add a comment (Comment added), then drag it to Completed and check that Completed at is recorded in Task details.
- Enable a 15 minutes before reminder on a task due soon and confirm the reminder arrives in Telegram.