How to Use Taskade: A Beginner’s Guide (2026)

Introduction

Taskade is an all-in-one workspace that combines projects, task management, real-time collaboration, AI agents, workflow automation, and no-code app creation. Instead of switching between separate tools, users can organize information, manage work, communicate with others, and use AI inside one connected platform.

Taskade can be used by individuals, teams, businesses, students, creators, and anyone who wants a more organized way to manage information and complete work. Its workspaces contain folders, projects, and templates, while projects can be displayed in different views depending on how users prefer to organize their content.

The platform also includes customizable AI agents and automations. AI agents can answer questions, create content, analyze information, and work with project data, while automations connect triggers and actions to complete repetitive steps automatically.

Although Taskade includes many advanced tools, beginners do not need to use everything immediately. The easiest approach is to first understand the workspace, create a simple project, add and organize tasks, and then explore AI agents, automations, integrations, and other advanced features.

This beginner’s guide will explain how to:

Create a Taskade account
Understand the Taskade interface
Create and organize workspaces
Use folders and projects
Add and manage tasks
Switch between project views
Use templates
Use Taskade AI
Create and use AI agents
Set up basic automations
Invite people and collaborate
Share and export projects
Connect other applications
Adjust notifications and settings
Use Taskade more effectively as a beginner

Create a Taskade Account

To begin using Taskade, visit the Taskade website and select the option to sign up or get started. Follow the on-screen instructions to create your account and enter the basic information requested.

After signing in, Taskade may guide you through a short setup process. Beginners can keep the initial setup simple because workspaces, projects, AI agents, automations, and other features can be added or changed later.

Set Up Your Account

Once your account is open:

Click your profile picture.
Select Settings.
Open the General section.
Review your username and email address.
Add or update your profile information.
Create a secure password.
Connect a Google or Apple account if preferred.
Enable multi-factor authentication for additional security.

Taskade’s account settings also include sections for plans, billing, integrations, notifications, archived content, and active sessions. Beginners do not need to configure everything immediately, but they should confirm that their email address and basic account information are correct.

Taskade can be accessed through a web browser or its desktop and mobile applications. Using the web or desktop version first may make it easier to understand the full interface before working from a smaller mobile screen.

Understand the Taskade Interface

After signing in, Taskade opens to your main workspace. The interface may look busy at first, but most beginners only need to understand a few main areas.

Left Sidebar

The left sidebar is used to move between your workspaces and access their contents. Depending on your setup, it can include:

Workspaces
Apps or folders
Projects
AI agents
AI teams
Automations
Uploaded media
Starred projects

The first workspace in the sidebar is treated as your default workspace. You can drag workspaces up or down to change their order.

Workspace Home

Selecting a workspace takes you to its main overview. A workspace acts as the central location for organizing projects, templates, AI agents, automations, and shared content.

The Home area may show recent projects, workspace activity, templates, and options for creating new content.

Navigation Tabs

Tabs near the top of a workspace or folder allow you to move between its main sections. These may include:

Projects: View the projects stored in that space
Tasks: Review past, upcoming, and overdue tasks
AI Agents: Access custom AI assistants
AI Teams: Manage groups of AI agents
Automations: View automated workflows
Media: Find uploaded files and documents

The available tabs can vary depending on the workspace and features being used.

Main Content Area

The center of the screen displays whichever project, agent, automation, folder, or workspace section you currently have open. This is where most writing, planning, editing, and organizing takes place.

Workspace Menu

Clicking the menu beside a workspace name opens additional options. From here, users can:

Rename the workspace
Change its icon or color
Invite or remove members
Review permissions
Open workspace settings
Archive or delete the workspace
Manage projects in bulk

Some appearance and customization options may require a paid plan.

Beginners should spend a few minutes clicking through the sidebar and navigation tabs before creating anything complicated. Understanding where projects, tasks, agents, and automations are stored will make the rest of Taskade much easier to use.

Create and Organize Workspaces

A workspace is the main container used to organize content in Taskade. It can hold folders, projects, templates, AI agents, and automations, making it useful for separating different areas of work or personal planning.

Create a New Workspace

To create a workspace:

Open the Taskade dashboard.
Click the plus icon in the left sidebar.
Enter a name for the workspace.
Choose a color.
Select an emoji icon or upload a logo if the option is available.
Invite other people or skip this step for now.
Finish creating the workspace.

A clear workspace name makes it easier to understand what belongs inside it. For example, users may create separate workspaces for personal planning, work, school, or different businesses.

Customize a Workspace

Open the menu beside the workspace name to access its settings. Depending on the account and plan, users can:

Rename the workspace
Change its icon or color
Add or remove members
Adjust member permissions
Manage projects in bulk
Move projects
Review workspace settings
Archive the workspace
Delete the workspace

Some customization options, such as uploading a custom workspace logo, may require an upgraded plan.

Reorder Your Workspaces

Users with multiple workspaces can drag them up or down in the left sidebar. The first workspace in the list becomes the default workspace shown when Taskade opens.

Share a Workspace

To invite someone:

Open the workspace.
Click Share.
Enter the person’s email address or Taskade username, or copy the invitation link.
Choose the appropriate access level.
Send the invitation.

Workspace roles control what each member can view, create, edit, or manage. Owners have the highest level of control, while editors and other roles receive more limited permissions.

Sharing a workspace does not always give members access to every folder inside it. Some folders may need to be shared separately.

Beginners should avoid creating too many workspaces immediately. Start with one main workspace, learn how projects and folders work, and create additional workspaces only when content needs to be kept clearly separated.

Use Apps and Projects

Taskade organizes content through a hierarchy of workspaces, apps, projects, and tasks. Apps were previously called folders or teams, so users may still see older guides referring to them as folders. An app sits inside a workspace and can contain its own projects, members, templates, AI agents, automations, and permissions.

Create an App

Apps help separate related projects without requiring a completely new workspace. For example, one workspace can contain different apps for separate clients, departments, subjects, or areas of your life.

To create an app:

Open the workspace where you want to organize your content.
Click the option to create something new.
Select App.
Enter a name for the app.
Choose whether to create it manually or use Taskade Genesis.
Add members or keep the app private.
Open the app to begin adding projects.

Each app has its own members and permissions. Apps are private by default, so other people need to be invited or given access before they can view the content inside.

Create a Project

Projects are where users store and manage their actual content. A project can contain:

Tasks and checklists
Notes and outlines
Documents
Images and videos
Mind maps
Tables and databases
Shared team discussions

To create a project:

Open your workspace Home space or an app.
Click New Project in the upper-right corner.
Start with a blank project, choose a template, or use the AI Generator.
Give the project a clear name.
Add your first task or piece of content.
Share the project with others when needed.

Use the AI Generator

Taskade can also create a project from a written description.

To use it:

Click New Project.
Select AI Generator.
Describe what you want the project to include.
Review the generated structure.
Click Create Project.
Edit, remove, or add sections as needed.

Beginners should start with a small number of clearly named projects. Use an app only when several related projects need to be grouped together. This keeps the workspace easier to navigate and prevents unnecessary clutter.

Add and Manage Tasks

Tasks are the main building blocks inside a Taskade project. They can represent actions, notes, ideas, checklist items, or smaller steps within a larger project.

Add a Task

To create a task:

Open a project.
Click an empty line or place the cursor where you want the task to appear.
Start typing the task name.
Press Enter to create another task underneath it.
Click the checkbox when the task is complete.

Users can drag and drop tasks to place them in a different order. Taskade also allows projects to use checkboxes, bullet points, numbered lists, and paragraph blocks depending on how the information should be displayed.

Create Subtasks

Subtasks divide a larger task into smaller steps.

To create a subtask:

Select an existing task.
Press Enter to create a new line.
Press Tab to indent the new task.
Type the subtask.
Repeat the process to add more steps.

Press Shift + Tab to move an indented task back to the previous level.

Subtasks are useful when a task contains several actions that must be completed separately.

Assign a Task

Tasks can be assigned to yourself or another project member so everyone knows who is responsible.

To assign a task:

Hover over the task.
Click the plus icon beside it.
Select Assign.
Choose yourself or another project member.

Assigned tasks can appear in the user’s My Tasks dashboard, which collects assigned and scheduled tasks from different projects and workspaces.

Add a Due Date

To schedule a task:

Hover over the task.
Click the plus icon.
Select Due Date.
Choose a date or date range.
Add a specific time when needed.
Save the changes.

Scheduled tasks can appear in Taskade’s calendar and task dashboards. Users can also create recurring tasks for work that repeats regularly.

Use Task Add-Ons

The plus icon beside a task opens additional tools that can be attached directly to it.

Available add-ons may include:

AI agents
AI assistance
Due dates
Assignees
Comments
File uploads
Embedded links or media
Time tracking
Reactions
Custom fields

Custom fields can be used to track information such as status, priority, category, or other project-specific details.

View Tasks in One Place

The My Tasks dashboard collects tasks assigned to you or given a due date across different workspaces and projects. Users can filter tasks, mark them complete, and quickly return to the original project.

Each workspace also has a Tasks tab that displays past, current, and upcoming tasks within that workspace. Tasks generally need an assignee or due date before they appear in these task dashboards.

Beginners should keep task names short and specific. Larger actions should be divided into subtasks, while due dates and assignments should only be added when they help clarify what needs to happen and who is responsible.

Switch Between Project Views

Taskade allows the same project to be displayed in several different layouts. Switching views does not change or duplicate the project’s information. It only changes how the tasks and notes are arranged on the screen.

To change the project view:

Open a project.
Click the View button or one of the view icons at the top of the project.
Select the layout you want to use.
Continue editing the project normally.
Double-click a view icon to make it the project’s default view.

List or Outline View

The List view organizes information from top to bottom using tasks, notes, headings, and subtasks. It is the easiest view for most beginners because it works like a traditional checklist or document.

Use the List view for:

Task lists
Notes and outlines
Checklists
Written plans
Meeting agendas
Projects with several levels of subtasks

Board or Kanban View

The Board view arranges top-level tasks into columns. Tasks can be dragged between columns to show how work is progressing.

Use the Board view for:

To Do, In Progress, and Done workflows
Tracking stages
Organizing content production
Managing applications or requests
Viewing progress visually

Table View

The Table view displays tasks in rows and organizes additional information into columns. Users can add custom fields, sort information, and apply filters.

Use the Table view for:

Structured task tracking
Databases
Contact lists
Status and priority fields
Projects containing detailed information
Sorting and filtering large task lists

Mind Map View

The Mind Map view displays ideas and tasks as connected branches. It is useful when users want to see how different parts of a topic or project relate to one another.

Use the Mind Map view for:

Brainstorming
Organizing ideas
Breaking down complicated topics
Visual planning
Creating simple flowcharts

Org Chart View

The Org Chart view arranges information in a top-down hierarchy. It can represent people and roles, but it can also be used for processes, decision trees, and structured plans.

Use the Org Chart view for:

Team structures
Roles and responsibilities
Decision trees
Process diagrams
Hierarchical information

Calendar View

The Calendar view displays tasks according to their due dates. Users can review tasks by day, week, or month and move scheduled items to different dates.

Use the Calendar view for:

Deadlines
Appointments
Content schedules
Events
Time-based planning
Upcoming tasks

Gantt Chart View

The Gantt Chart view displays tasks across a timeline. It helps users understand when work begins, how long it should take, and how different parts of a project overlap.

Use the Gantt Chart view for:

Long-term projects
Project timelines
Milestones
Multi-stage plans
Tasks with start and end dates

Actionsheet View

The Actionsheet view provides a simplified table-style layout for quick task tracking and data entry. It is less complicated than the full Table view and works well when users want a cleaner interface.

Use the Actionsheet view for:

Simple task lists
Basic contact tracking
Quick data entry
Straightforward project updates
Projects that do not need advanced fields or filters

Beginners should start with the List view and experiment with the other layouts after creating a basic project. The information remains connected across views, so users can switch layouts without rebuilding their tasks.

Use Templates

Taskade templates are pre-designed project layouts that provide a ready-made structure for organizing information. They can save time when users do not want to build every project from a blank page, and every template can be customized after it is added to a workspace or app.

Choose a Template

To create a project from a template:

Open the workspace or app where you want to create the project.
Click New Project.
Browse the available templates.
Select a category or use the search bar.
Click a template to preview its structure.
Select Use Template or Create.
Rename and customize the new project.

The Template Gallery includes layouts for personal organization, education, task management, project management, product development, remote work, startups, and other categories.

Customize a Template

After creating the project, users can change any part of the template. They can:

Rename sections
Add or remove tasks
Rearrange information
Change the project view
Add due dates and assignees
Attach files and links
Add custom fields
Adjust colors and icons
Invite collaborators
Add AI agents and automations

A template is only a starting point. Beginners should remove unnecessary sections and keep only the parts that make the project easier to understand.

Create a Custom Template

Users can save their own project structures as reusable templates.

To create a custom template:

Create or open the project you want to reuse.
Open the project menu.
Select the option to convert or copy the project as a template.
Choose the workspace or app where the template should be stored.
Enter a clear template name.
Save the template.

Custom templates are shared with members who have access to the workspace or app where they are stored.

Schedule a Template

Taskade can automatically create projects from a template on a chosen date or repeating schedule.

To schedule a template:

Open the workspace or app.
Go to the Templates tab.
Find the template you want to schedule.
Click Schedule.
Choose the date, time, and frequency.
Confirm the schedule.

Scheduled templates can be useful for projects that repeat daily, weekly, monthly, or at another regular interval.

Beginners should start with a built-in template rather than trying to create the perfect structure immediately. Once a layout has been adjusted and used successfully, it can be saved as a custom template for future projects.

Use Taskade AI

Taskade AI is built into the project editor and can help users generate, rewrite, summarize, expand, research, and organize content. Beginners can use it directly inside a project without creating a custom AI agent first.

Open the AI Assistant

To use the AI Assistant inside a project:

Open a project.
Click the AI Assistant or sparkle icon.
Select an available AI command.
Enter your request or highlight existing text.
Review the generated response.
Insert the response into the project, copy it, or make changes before using it.

Users can also type / inside a project to open the slash-command menu and choose an AI action.

Use AI Commands

Taskade includes commands for common writing and organization tasks.

Available commands may include:

Ask: Answer a question
Expand: Add more detail to existing content
Rewrite: Improve clarity or wording
Summarize: Shorten long notes or discussions
Brainstorm: Generate ideas
Research: Find information about a topic
Outline: Organize information into sections
Subtask: Break a task into smaller steps

The available commands may vary depending on the device, project, plan, and AI features enabled in the account.

Ask Questions About a Project

Taskade AI Chat can use the information inside an open project as context. This allows users to ask questions about their notes, tasks, plans, or other project content.

To use AI Chat:

Open the project.
Open the AI Chat panel.
Type a question about the project.
Send the message.
Review the answer.
Continue the conversation with follow-up questions.

Users can ask Taskade AI to:

Summarize the project
Identify unfinished tasks
Explain complicated notes
Create a checklist
Suggest next steps
Organize scattered information
Rewrite a section
Generate ideas based on the project

Taskade saves AI Chat history, allowing users to reopen the panel and continue an earlier conversation.

Apply AI to Multiple Tasks

Bulk AI commands allow users to apply the same action to several selected tasks at once.

To use a bulk AI command:

Select multiple tasks in a project.
Open the multi-select toolbar.
Click the AI Assistant icon.
Choose a command.
Review the result before applying it.

Bulk commands can be useful for summarizing several notes, rewriting multiple tasks, organizing information, or researching several items together.

Review AI-Generated Content

Taskade AI can save time, but its responses may be incomplete, inaccurate, repetitive, or different from what the user intended. Beginners should review AI-generated content before adding it permanently to a project.

Check the response for:

Incorrect facts
Missing information
Repeated ideas
Unclear wording
Unnecessary tasks
Private or sensitive information
Instructions that do not match the project

The easiest way to begin is to use AI for small actions such as summarizing notes, rewriting one paragraph, or creating a short checklist. After becoming comfortable with those tools, users can move on to custom AI agents and automated workflows.

Create and Use AI Agents

Taskade AI agents are customizable assistants that can follow instructions, use added knowledge, answer questions, generate content, and perform supported actions. Unlike the general AI Assistant, a custom agent can be configured for a specific purpose and reused across projects.

Create an AI Agent

To create an agent:

Open a workspace or app.
Select the AI Agents tab.
Click Create Agent.
Choose a template, start from scratch, or use the AI Agent Generator.
Enter a name for the agent.
Describe what the agent should do.
Add instructions for its behavior and response style.
Select the tools and knowledge it can use.
Save the agent.

The AI Agent Generator can build an initial agent from a written description. Beginners can explain the type of assistant they need, and Taskade will generate suggested instructions, commands, and settings that can be edited afterward.

Write Clear Agent Instructions

The agent’s instructions explain its role, responsibilities, and expected behavior. Clear instructions usually produce more consistent results.

Instructions can explain:

What the agent is responsible for
Which information it should prioritize
How detailed its answers should be
What tone or writing style it should use
Which actions it should perform
What it should avoid doing
When it should ask for more information
How its responses should be formatted

Avoid using instructions that are too broad. A focused agent is generally easier to control than one expected to handle every possible request.

Add Knowledge to an Agent

Taskade allows users to provide custom knowledge so an agent can answer questions using specific information rather than relying only on its general training.

Knowledge sources may include:

Taskade projects
Documents
Uploaded files
Website links
YouTube content
Written text
Business information
Reference materials

To add knowledge:

Open the AI Agents tab.
Click the three-dot menu beside the agent.
Select Edit Agent.
Open the Knowledge tab.
Add or upload the source.
Wait for Taskade to process it.
Save the changes.

Only upload information the agent genuinely needs. Too much unrelated material can make it harder for the agent to identify the most relevant details.

Add Commands

Commands are reusable prompts that help users quickly ask an agent to perform common actions.

A command can be created for actions such as:

Summarizing information
Rewriting text
Extracting important details
Generating a checklist
Organizing notes
Comparing information
Creating a draft
Suggesting next steps

Give each command a clear name and write specific instructions for the result you expect.

Choose Agent Tools

Taskade agents can use supported tools to work with projects, tasks, documents, messages, and connected applications. Available tools depend on the workspace, account plan, integrations, and agent configuration.

Before enabling a tool, confirm that the agent needs it. Beginners should start with only a few tools and add more after testing how the agent behaves.

Chat With an Agent

To use an agent:

Open the agent from the AI Agents tab.
Type a question or instruction into the chat.
Add any necessary details or project context.
Send the message.
Review the response.
Ask follow-up questions or correct the instructions when needed.

Agents can also be selected inside supported projects and workflows, allowing them to use relevant project information while responding.

Edit an Existing Agent

To change an agent:

Open the AI Agents tab.
Click the three-dot menu beside the agent.
Select Edit Agent.
Update its instructions, knowledge, commands, tools, or appearance.
Save the changes.
Test the agent again.

Agents often improve through small adjustments. When a response is too vague, change the instructions or provide better knowledge instead of rebuilding the entire agent.

Share an Agent

Taskade allows agents to be shared with workspace members or through public links and embedded chat options. Users should review the agent’s knowledge and permissions before making it publicly accessible, especially when it contains private documents or internal information.

Beginners should create one simple agent first, test it with several different prompts, and adjust its instructions before adding advanced tools, automations, or large knowledge sources.

Set Up Basic Automations

Taskade automations connect triggers and actions so routine steps can happen without being completed manually each time. A trigger starts the workflow, while one or more actions determine what Taskade should do next.

A basic automation follows this structure:

When this happens → perform this action

For example, an automation could run when a new task is added and then assign that task, generate information with AI, or send a notification.

Understand Triggers

A trigger is the event that starts an automation.

Common Taskade triggers may include:

A task is added
A task is assigned
A task becomes due
A project is completed
A form is submitted
A scheduled date or time is reached
A task is manually sent to an automation
An AI agent activates a connected tool

Users can often select a specific project or section that the trigger should monitor. This prevents the automation from running across every project unnecessarily.

Understand Actions

An action is what happens after the trigger runs.

Available actions may include:

Add a task
Assign a task
Move a task
Mark a task as complete
Create a project
Create a project from a template
Ask Taskade AI a question
Generate content with AI
Send a message or email
Update a connected application
Create different workflow branches

An automation can contain one action or several actions performed in sequence.

Create an Automation From Scratch

To create a basic automation:

Open the workspace or app where the automation should run.
Select the Automations tab.
Click Create Automation.
Choose Start From Scratch.
Click Add Trigger.
Select the event that should start the workflow.
Choose the project or other source the trigger should monitor.
Click Add Action.
Select what Taskade should do after the trigger runs.
Complete the required action settings.
Add more actions when needed.
Save and enable the automation.

Keep the first automation simple. A workflow with one trigger and one action is easier to test and correct than a long automation with many connected steps.

Create an Automation With AI

Taskade’s AI Workflow Generator can build an automation from a plain-language description. Users can explain what should start the workflow and what should happen afterward, and Taskade will create an initial automation that can be reviewed and edited.

To use the AI Workflow Generator:

Open the Automations area.
Select the option to generate a workflow with AI.
Describe the workflow clearly.
Include the trigger and desired result.
Allow Taskade to generate the steps.
Review every trigger and action.
Correct missing or incorrect settings.
Test the automation before relying on it.

A clear request could explain that the workflow should begin when a task is added and then assign it to a particular person.

Use a Manual Trigger

A manual trigger allows users to choose a task inside a project and send it to an automation only when needed. This is useful when the workflow should not run automatically for every task.

To use a manual trigger:

Create an automation.
Select Task Manual Trigger.
Choose the project the automation should connect to.
Add the actions that should follow.
Save the automation.
Open the connected project.
Select one or more tasks.
Click Send to Automation.
Choose the automation you created.

Add Conditions and Branches

More advanced automations can use conditions or branches to create different outcomes. A branch checks whether certain requirements are met and then sends the workflow down the appropriate path.

For example:

If a task is marked urgent, notify a team member.
If it is not urgent, leave it in the normal workflow.
If a project is complete, create a summary.
If it is still active, create a follow-up task.

Beginners should add branches only after understanding basic trigger-and-action workflows.

Test the Automation

Before using an automation regularly:

Review the selected trigger.
Confirm that the correct project is connected.
Check every action and required field.
Run the trigger with a test task or project.
Confirm that each action occurs correctly.
Check for duplicated tasks, messages, or projects.
Adjust the workflow if the result is incorrect.
Enable it for regular use only after testing.

Automations can create or change information quickly, so users should review permissions and connected applications carefully. Beginners should avoid workflows that delete information, publish content, or contact other people until they understand exactly how every step works.

Invite People and Collaborate

Taskade allows multiple people to work inside the same workspace, app, or individual project. Team members can edit content together, assign tasks, leave comments, use project chat, and join audio or video calls without switching to another platform.

Invite People to a Workspace

Inviting someone to a workspace is best when they need regular access to several projects or ongoing collaboration.

To invite a workspace member:

Open the workspace.
Click the menu beside the workspace name.
Select Members or Invite.
Enter the person’s email address or Taskade username.
Choose their role and permission level.
Send the invitation.

Users can also copy an invitation link and share it through email, text, or another communication platform. Workspace members do not automatically receive access to every app inside the workspace, so some apps may need to be shared separately.

Invite People to an App

Apps can have their own members and permissions. This allows users to give someone access to a specific group of projects without sharing everything in the workspace.

To invite someone to an app:

Open the app.
Click Share or open the members menu.
Enter the person’s email address or username.
Select the appropriate role.
Send the invitation.

App sharing is useful for controlled internal collaboration, such as working with a particular team, client, department, or group.

Invite People to One Project

Users can also share a single project without inviting someone to the entire workspace or app.

To add a project collaborator:

Open the project.
Click Share in the upper-right corner.
Enter the person’s email address or Taskade username.
Choose their permission level.
Send the invitation.

Sharing an individual project is useful when someone only needs access to one document, plan, task list, or collection of information.

Choose the Correct Permission

Taskade provides different roles that control what each person can do. Available permissions can vary depending on what is being shared, but common roles include:

Owner: Can edit content, manage members, change settings, and control billing or workspace options
Editor: Can create and edit project content
Checker: Can complete tasks and leave comments
Viewer: Can view content and participate in comments or chat without editing the project

Give each person only the access they need. Avoid assigning owner-level permissions unless someone should be able to manage the workspace and its members.

Edit Projects Together

Taskade supports real-time editing. When several people are working in the same project, their profile pictures appear near the tasks or sections they are editing.

Team members can work together by:

Adding and editing tasks
Rearranging project content
Assigning responsibilities
Updating due dates
Completing tasks
Uploading files
Adding comments
Reviewing changes as they happen

Real-time editing can make collaboration faster, but team members should avoid making conflicting changes to the same task at the same moment.

Leave Comments

Comments are useful when feedback relates to one specific task or subtask.

To leave a comment:

Open the project.
Select the task or subtask.
Click the Comment option.
Type your message.
Mention another member when their attention is needed.
Post the comment.

Comments keep discussions connected to the correct task instead of mixing every conversation into the main project chat. Taskade supports asynchronous collaboration, so members can leave feedback and respond later without everyone being online at the same time.

Use Project Chat

Each project can include a chat panel for broader conversations that do not belong to one individual task.

Project chat can be used to:

Discuss project updates
Ask general questions
Share quick announcements
Coordinate responsibilities
Check whether other members are available
Start an audio or video conversation

The chat panel appears on the right side of supported projects.

Start an Audio or Video Call

Taskade includes calling and video-conferencing features for live discussions. Users can begin a call from inside a shared project instead of creating a separate meeting elsewhere.

Taskade allows unlimited invited video-chat participants, although it recommends keeping project calls to approximately ten participants for the best experience.

Beginners should invite only the people who genuinely need access and use clear permission levels. Comments work best for feedback tied to a specific task, while project chat and calls are better for broader discussions.

Share and Export Projects

Taskade allows users to share projects with collaborators, publish them through a public link, embed them on a website, or export them into common file formats. The best option depends on whether other people need to edit the project, leave feedback, or only view the finished content.

Share a Project With Collaborators

To invite someone to work on a project:

Open the project.
Click Share in the upper-right corner.
Select Invite to Project.
Enter the person’s email address or Taskade username.
Choose their permission level.
Send the invitation.

Collaborators can receive editing, task-completion, commenting, or viewing permissions depending on the role selected. Sharing one project is useful when someone does not need access to the entire workspace or app.

Create a Public Link

A public link allows people to view a project without being added as collaborators.

To publish a project:

Open the project.
Click Share.
Select Invite to Project.
Open the Public tab.
Turn on Share to Web.
Adjust the available display and privacy settings.
Click Copy Link.
Share the link with the intended viewers.

Public-link settings may allow users to:

Display the project in dark mode
Add a cover image
Hide completed tasks
Require a password
Control whether comments or chat are available

Anyone with the public link may be able to access the project, so users should remove private information before publishing it.

Share a Viewer Link

A Viewer link gives people limited access without allowing them to edit the main project.

To create one:

Open the project.
Click Share.
Select the Viewer permission.
Copy the generated link.
Send it to the intended viewers.

Viewer access may still allow comments or project chat unless those options are turned off in the project settings.

Embed a Project on a Website

Taskade projects can be embedded inside a website or blog.

To embed a project:

Open the project.
Click Share.
Open the Embed tab.
Copy the embed code.
Paste the code into a supported HTML block on your website.

Embedded visitors can view the project but cannot directly edit it. This can be useful for displaying plans, public resources, directories, roadmaps, or visual project views.

Export a Project

To download a project:

Open the project.
Click the three-dot menu in the upper-right corner.
Select Export.
Choose the preferred file format.
Save the exported file to your device.

Available export formats include:

Image: Useful for mind maps, organizational charts, and visual diagrams
Text: Creates a basic editable text file
Markdown: Preserves headings, lists, and other supported formatting
PDF: Useful for sharing, presenting, or printing a finished project

The appearance of an exported project may differ slightly from its live Taskade layout, especially when it contains interactive elements, comments, attachments, or custom views.

Print a Project

To print directly from Taskade:

Open the project.
Click the three-dot menu.
Select Print.
Review the printer and page settings.
Print the project or save it as a PDF through the device’s print menu.

Beginners should use collaborator invitations when other people need to edit the project, Viewer links for feedback, public links for wider access, and exports when they need a separate file or backup.

tions so information can move between tools without being copied manually. Integrations can be used inside automations, AI agents, and Taskade Genesis apps. Supported services include Google Calendar, Gmail, Slack, Microsoft Teams, Google Forms, Zoom, Trello, Asana, Jira, Salesforce, Shopify, Stripe, and many others.

Connect an Application

Most applications are connected while creating an automation or configuring an AI agent.

To connect an application:

Open the relevant workspace or app.
Select the Automations tab.
Create a new automation or open an existing one.
Add a trigger or action for the application you want to use.
Click Connect in the settings panel.
Sign in to the external account.
Review the permissions Taskade is requesting.
Approve the connection.
Select the account, workspace, calendar, channel, or project that should be used.
Finish configuring and test the workflow.

After authorization, the connected service can be used in supported automation steps and AI-agent tools. Some integrations may require a paid Taskade plan or a paid account with the external service.

Connect Google Calendar

Taskade supports two-way synchronization with Google Calendar. This allows Taskade tasks and project deadlines to appear in Google Calendar while supported Google Calendar events can also appear inside Taskade.

To enable Google Calendar synchronization:

Click your profile picture.
Open Settings.
Select the calendar or integrations section.
Choose Google Calendar.
Sign in to the correct Google account.
Approve the requested permissions.
Select the calendars or Taskade content that should be synchronized.
Wait for the initial synchronization to finish.
Check both calendars to confirm that the connection works.

Taskade creates and manages a separate calendar named Taskade inside Google Calendar. Two-way synchronization may require an upgraded workspace.

Use a Calendar Feed

Users who do not need full two-way synchronization can connect Taskade through a calendar feed. This provides a simpler way to display Taskade deadlines in supported services such as Google Calendar, Apple Calendar, or Outlook.

A calendar feed is generally one-way. Changes made inside the external calendar may not update the original task in Taskade.

Connect Taskade Through Zapier

Zapier allows Taskade to exchange information with additional third-party applications. A Zap contains a trigger in one application and an action in another.

To create a basic Zap:

Open Zapier and sign in.
Click Create Zap.
Choose Taskade as the trigger or action application.
Connect your Taskade account.
Select the trigger event.
Choose the workspace and project.
Connect the second application.
Select the action it should perform.
Match the information between both applications.
Test and publish the Zap.

Zapier can be useful when Taskade does not provide the exact native integration or workflow a user needs. However, users should first check Taskade’s built-in automations because they may provide a simpler setup without another subscription.

Use Integrations With AI Agents

Custom AI agents can use connected tools to perform supported actions outside Taskade. Depending on the integration, an agent may be able to retrieve information, update another application, send a message, or add data to a workflow. Taskade supports external tools through its integrations and MCP connectors.

Before allowing an agent to use an integration:

Confirm what actions the tool permits
Limit access to the necessary account
Avoid connecting sensitive information unnecessarily
Test the agent with noncritical data
Review actions before allowing automatic execution
Remove tools the agent no longer needs

Disconnect an Application

To remove a connection:

Click your profile picture.
Open Settings.
Select Integrations or the relevant connected-service section.
Find the application.
Click Disconnect or Remove.
Confirm the change.
Review any automations or agents that depended on the connection.

Disconnecting an application may cause related automations and agent tools to stop working. Check those workflows afterward and either reconnect the service or remove the affected steps.

Beginners should connect only one application at a time and test it with a simple workflow. Adding many integrations immediately can make permissions, errors, and automation behavior harder to understand.

Adjust Notifications and Settings

Taskade’s settings allow users to control their account information, security, connected applications, appearance, notifications, billing, and archived content. Reviewing these options can make the platform easier to use and prevent unnecessary alerts.

Open Account Settings

To access the settings:

Click your profile picture in the bottom-left corner.
Select Settings.
Choose the section you want to review.
Make the necessary changes.
Save the settings when required.

The account settings include sections for general account details, passwords, connected accounts, sessions, plans, billing, integrations, notifications, and archived content.

Review Your General Settings

The General section allows users to manage basic account and security information.

Users can:

Change their username
Review or update their email address
Change their password
Enable multi-factor authentication
Connect or disconnect Google and Apple accounts
Review active devices and sessions
Revoke access from devices they no longer use

Reviewing active sessions is especially useful when an account has been used on a shared or unfamiliar device.

Adjust Global Notifications

Global notification settings control alerts across your workspaces and apps.

To change them:

Click your profile picture.
Select Settings.
Open Notifications.
Review the settings for each workspace and app.
Choose how Taskade should notify you.
Save the changes.

Taskade allows users to select different notification behavior for browser and mobile alerts. Available options include:

Watch: Receive alerts for general activity, comments, assignments, completed tasks, calls, and new members
Mention: Receive alerts mainly when someone mentions you
Ignore: Turn off alerts for that space
Inherit: Use the notification settings from the level above

Using Mention can reduce distractions while still alerting users when their attention is specifically needed.

Change Notifications for One Workspace or App

Users can override their global settings for a specific workspace or app.

To change its notifications:

Open the workspace or app.
Click the arrow or menu beside its name.
Select Notifications.
Choose Watch, Mention, or Ignore for browser, mobile, and email alerts.
Save the changes.

This is useful when one space requires frequent updates while another does not need immediate attention.

Change Notifications for One Project

Project-level settings allow users to silence or monitor a specific project without changing the rest of the workspace.

To adjust them:

Open the project.
Click the project menu.
Select Notifications.
Choose the preferred notification level.
Save the setting.

For example, a user can watch an important shared project while ignoring a less active reference project.

Use the Activity Feed

The Activity Feed collects personal and team updates in one place. It can help users review activity they missed without opening every individual project.

The Activity Feed may show:

Completed tasks
Project updates
Changes made by members
Workspace activity
Other account notifications

Users can open the Activity Feed from the notification bell and mark updates as read. Chat messages and direct task mentions may be handled through separate notifications.

Change Mobile Preferences

Taskade’s mobile settings allow users to adjust options such as:

Time zone
Time format
First day of the week
Language
Dark mode
Active sessions
Password
Account access

Dark mode can also be set to follow the device’s appearance automatically.

Fix Missing Notifications

When notifications are not appearing:

Confirm that Taskade notifications are enabled inside the app.
Check the workspace and project notification settings.
Review the notification permissions on your computer or phone.
Allow notifications for Taskade in the browser.
Confirm that the correct account is signed in.
Restart the application or browser.
Test the setting with a new task assignment or mention.

Browser and operating-system permissions can block alerts even when Taskade’s internal settings are turned on.

Beginners should avoid watching every workspace and project because this can create too many alerts. A practical setup is to use Mention for most spaces and Watch only for projects that require immediate attention.

Tips for Using Taskade Effectively

Taskade includes many features, but beginners do not need to use all of them immediately. Starting with a simple structure makes the platform easier to understand and prevents projects from becoming unnecessarily complicated.

Start With One Workspace

Use one main workspace until you understand how apps, projects, tasks, AI agents, and automations connect. Create another workspace only when information needs to remain completely separate.

Keep Project Names Clear

Choose short names that explain what each project contains. Avoid vague titles such as “New Project” or “Ideas” when several similar projects exist.

Clear names make it easier to:

Find projects quickly
Understand their purpose
Search for information
Share the correct project
Keep the workspace organized

Use Apps Only When Needed

Apps are useful for grouping related projects, but creating too many can add unnecessary navigation. Keep projects directly inside the main workspace until several of them clearly belong together.

Begin With the List View

The List view is the easiest layout for learning how tasks, subtasks, notes, due dates, and assignments work. Switch to Board, Table, Calendar, Mind Map, or Gantt views only when another layout makes the project easier to understand.

Break Large Tasks Into Subtasks

A task should describe one clear action. When a task contains several steps, divide it into subtasks instead of placing everything in one long sentence.

For example, a broad task such as preparing a project can be divided into:

Gather the required information
Create the first draft
Review the content
Make corrections
Share the finished version

Avoid Adding Unnecessary Due Dates

Due dates are most helpful when a task has a real deadline. Adding dates to every small task can overcrowd the calendar and create too many reminders.

Use due dates for:

Important deadlines
Appointments
Scheduled work
Time-sensitive tasks
Projects that must follow a timeline

Assign Tasks Clearly

When working with other people, assign each task to the person responsible for completing it. Avoid assigning the same task to several people unless everyone genuinely needs to participate.

Clear assignments reduce confusion about:

Who owns the task
Who should provide updates
Who should answer questions
Who marks it complete

Use Templates as Starting Points

Templates can save time, but they often contain sections that may not apply to every user. Remove unnecessary tasks, rename headings, and adjust the layout before using a template regularly.

After improving a project structure, save it as a custom template so it can be reused.

Keep AI Requests Specific

Taskade AI and custom agents work better when prompts explain the desired result clearly.

A useful request should include:

What the AI should create
Which information it should use
How detailed the answer should be
The preferred format
Any important limitations

Vague prompts may produce generic or incomplete responses.

Review AI Results

Do not automatically accept AI-generated content, tasks, or automation steps. Check the result for incorrect information, missing details, repeated ideas, unnecessary actions, and instructions that do not match the project.

Test Automations Before Depending on Them

Run every new automation with sample information before using it for important work. Confirm that the correct trigger starts the workflow and that every action produces the expected result.

Start with one trigger and one action before building longer workflows.

Limit Notifications

Use Mention notifications for most workspaces and projects. Choose Watch only when regular activity updates are important.

Too many alerts can make useful notifications easier to miss.

Use Comments for Specific Feedback

Leave comments directly on the related task when discussing one item. Use project chat for broader conversations that affect the entire project.

This keeps feedback organized and easier to find later.

Review the Workspace Regularly

Periodically check for:

Completed projects that can be archived
Duplicate projects
Unused templates
Old AI agents
Disabled or unnecessary automations
Members who no longer need access
Integrations that are no longer used

A smaller, organized workspace is easier to navigate than one containing every project ever created.

Beginners should focus first on projects, tasks, views, and basic collaboration. AI agents, integrations, advanced fields, and complex automations can be added gradually after the main Taskade workflow feels familiar.

Frequently Asked Questions

Is Taskade free?

Yes. Taskade offers a free plan for individuals and teams. It includes projects, sharing, real-time collaboration, and limited AI usage. Paid plans provide higher limits and additional features such as advanced integrations, larger uploads, expanded AI usage, project history, workspace customization, and two-way Google Calendar synchronization.

Can beginners use Taskade?

Yes. Beginners can start with basic projects, task lists, templates, and collaboration without immediately using AI agents or automations. The List view is generally the easiest place to begin because it works similarly to a checklist or document.

Is Taskade available on mobile devices?

Yes. Taskade provides mobile applications for iOS and Android. Users can access projects, create tasks, use AI Chat, generate projects, and manage supported automations from a mobile device.

Does Taskade work offline?

Taskade’s desktop applications do not currently support full offline use. Its iOS and Android apps provide limited read-only offline access, but users generally need an internet connection to edit and synchronize their work.

Can Taskade replace other project-management tools?

Taskade may replace several separate tools for users who mainly need tasks, notes, shared projects, AI assistance, communication, and simple automations. However, organizations that require highly specialized reporting, accounting, development, or enterprise-management features may still need additional software.

Can I use Taskade by myself?

Yes. Taskade can be used for private projects without inviting other people. Individuals can create workspaces, organize tasks, use templates, build AI agents, and set up automations for their own work.

Can I invite people who do not have Taskade accounts?

Users can share public project links with people who do not need editing access. People who need to edit, manage tasks, or collaborate more closely may need to accept an invitation and create or sign into a Taskade account. Public projects can also be embedded on websites.

Can I move information from another platform into Taskade?

Yes. Taskade supports importing or converting information from services such as Notion, Evernote, Asana, and Trello. Users should review the imported structure afterward because formatting, attachments, and task details may not transfer perfectly.

Can I export my Taskade projects?

Yes. Projects can be exported or printed in supported formats, including text, Markdown, PDF, and images for certain visual layouts. Some interactive features, comments, attachments, or live project elements may not appear exactly the same in an exported file.

Are Taskade AI agents the same as the regular AI Assistant?

No. The regular AI Assistant handles common actions such as answering questions, rewriting text, summarizing information, and generating tasks. Custom AI agents can be given their own instructions, knowledge, commands, and tools so they can be reused for more specific workflows.

Do Taskade AI features have usage limits?

Yes. Taskade uses AI credits across its AI features. The amount included depends on the user’s plan, and actions may consume different amounts depending on the selected AI model and complexity of the request. Users should check the current plan details inside Taskade because limits and available models can change.

Can Taskade automations run without manual input?

Yes. Automations can begin when a supported trigger occurs and then complete one or more actions automatically. Taskade also supports AI-agent automations that can perform connected steps without constant user involvement. Important workflows should always be tested before being allowed to run automatically.

Start Using Taskade Effectively

Taskade can feel complicated at first because it combines projects, task management, collaboration, AI agents, and automations in one platform. Beginners do not need to learn every feature immediately.

Start by creating one workspace and one simple project. Add a few tasks, organize them with subtasks, and experiment with the List, Board, and Calendar views. Once the basic structure feels comfortable, begin using templates, Taskade AI, collaboration tools, and simple automations.

A practical beginner workflow is:

Create a workspace.
Add one project.
Enter and organize tasks.
Add due dates only when necessary.
Switch views to find the layout you prefer.
Try a built-in template.
Use AI for one small action.
Invite collaborators when needed.
Test one basic automation.
Review and simplify the workspace regularly.

Taskade provides the most value when its features solve a real problem rather than being added only because they are available. Keep projects clearly named, limit unnecessary notifications, review AI-generated results, and test automated workflows before relying on them.

By learning Taskade gradually, beginners can build an organized system that becomes more powerful as their needs grow.