Taskade enables seamless real-time and asynchronous collaboration across teams. Use chat, video, presence, and comments to stay aligned while work happens in projects, agents, and automations.
Live Co-Editing
- Multiple people can edit the same project simultaneously
- See profile pictures next to tasks being edited by teammates
- Real-time typing indicators show who's working where
- Conflict-free editing ensures no work is lost
- Instant sync across web, desktop, and mobile devices
Visual Collaboration Indicators
- Cursor Presence: See exactly where team members are working
- Typing Indicators: Real-time feedback on active editing
- Profile Pictures: Quick identification of who's editing what
Cross-Platform Sync
- Changes appear instantly across all devices
- Seamless handoff between desktop, web, and mobile
- Offline changes sync when reconnected
- Version consistency maintained automatically
Taskade supports both asynchronous and synchronous (real-time) collaboration, allowing teams to choose the best communication method for their workflow. Asynchronous collaboration enables flexible communication without requiring everyone to be online simultaneously.
When to Use Asynchronous Collaboration:
- Flexible Work Schedules: Team members in different time zones or with varying work hours
- Deep Work Focus: Allowing uninterrupted work periods without constant interruptions
- Complex Decision Making: Time to think through and research before responding
- Documentation: Creating permanent records of discussions and decisions
Send messages and keep your team in the loop without the pressure to stay online 24/7:
{% stepper %} {% step %}
Open any project and click the 💬 chat balloon icon in the top-right corner. {% endstep %}
{% step %}
Select 💬 Team Chat using the dropdown at the top of the chat box. {% endstep %}
{% step %}
Type your message and press Enter or click the arrow button to send it. {% endstep %} {% endstepper %}
Team Chat Benefits:
- Asynchronous Communication: Send messages without requiring immediate responses
- Project Context: All chat is tied to specific projects for better organization
- File Sharing: Share documents, images, and links directly in chat
- Mention System: Use @mentions to notify specific team members
- Message History: Complete chat history maintained for future reference
Create private projects for 1-on-1 chats and confidential discussions:
{% stepper %} {% step %}
Create a new project in your private Workspace or Folder (not shared). {% endstep %}
{% step %}
Click Share (top-right) → Invite to project → Email tab → Enter team member details. {% endstep %}
{% step %}
Begin your private conversation in the project's chat panel. {% endstep %} {% endstepper %}
Privacy Features:
- Access Control: Only invited members can view and participate
- Secure Communication: Encrypted message transmission
- Workspace Boundaries: Conversations stay within designated workspace limits
- Link Sharing: Optionally disable link sharing for maximum privacy
Leave contextual feedback and discuss tasks within projects:
Comment Types:
- Task Comments: Add notes directly to specific tasks for detailed feedback
- Project Comments: General discussion about project progress and decisions
- Threaded Conversations: Reply to comments to create focused discussions
Adding Comments:
- Hover over any task or click on it to open the task panel
- Click the comment icon (💬) in the task options
- Type your comment and press Enter to post
- Use @mentions to notify specific team members
- Attach files or links to provide additional context
Comment Features:
- Real-time Updates: See new comments instantly across all devices
- Mention Notifications: Get notified when you're mentioned in comments
- Threaded Replies: Keep conversations organized with reply chains
- File Attachments: Share documents, images, or links with comments
- Markdown Support: Format comments with bold, italic, lists, and links
Comment Best Practices:
- Be Specific: Reference particular tasks or sections when commenting
- Use Mentions: Tag relevant team members to ensure visibility
- Keep it Actionable: Include clear next steps or decisions in comments
- Attach Evidence: Include screenshots, documents, or links when relevant
Record and share screen recordings directly in project comments:
Recording Process:
- Open a comment on any task
- Click the screencast icon (📹) in the comment toolbar
- Select recording area: Choose full screen, application window, or specific region
- Start recording and demonstrate the issue or process
- Stop recording when finished - video automatically attaches to comment
Screencast Features:
- No External Tools: Record directly within Taskade without third-party software
- Multiple Formats: Record full screen, specific windows, or selected areas
- Instant Sharing: Video uploads automatically and is immediately viewable
- Team Collaboration: Perfect for explaining processes, demonstrating bugs, or training
Before starting conversations, ensure your team is properly invited to collaborate:
Method 1: Share Link Invitation
- Navigate to your project
- Click the Share button in the top-right corner
- Select Invite to project
- In the Share link tab, set permissions for new users
- Click Copy link to share with team members
Method 2: Direct Email Invitation
- Follow steps 1-3 above
- Enter the email address of the team member
- Click Send Invite to send the invitation
Permission Levels:
- Full Access: Complete project editing capabilities
- Comment Only: Can add comments but not edit content
- View Only: Read-only access to project content
Every project includes a built-in chat feature for focused team discussions:
- Open any project
- Click the chat balloon icon (💬) in the top-right corner
- Choose Team Chat using the dropdown at the top of the chat box
- Type your message and press Enter or click the arrow button
Chat Interface Features:
- Real-time messaging with all project members
- Message history preservation across sessions
- File and media sharing directly in conversations
- Integration with project tasks and updates
- Typing indicators to see when others are responding
- Message timestamps for chronological context
Enhanced Communication Capabilities:
- Threaded Discussions: Keep conversations organized and on-topic
- File Sharing: Share documents, images, and files with inline previews
- @Mentions: Tag team members for immediate attention
- Rich Formatting: Use markdown for emphasis and structure
- Emoji Reactions: Quick responses without cluttering chat
- Message Search: Find important discussions and decisions
- Chat History Export: Export conversation logs for records
For confidential or one-on-one communications:
Private Communication Options:
- Create private projects for 1-on-1 conversations
- Direct messaging between team members
- Secure communication within workspace boundaries
- Encrypted message transmission
Interface Controls:
- Hide/Show Chat Panel: Toggle chat visibility as needed
- Resize Chat: Adjust chat panel width for optimal screen space
- Chat History Search: Find specific messages and discussions
- Export Chat Logs: Generate conversation records for compliance
Performance Features:
- Message Synchronization: Consistent chat history across devices
- Offline Message Queue: Send messages when connection is restored
- Notification Controls: Customize chat notification preferences
- Chat Backup: Automatic preservation of conversation history
Integrated Video Calling
- Start video calls directly from any project
- No need for external meeting tools
- Seamless integration with project context
- Call history linked to project discussions
Video Call Features
- Screen Sharing: Share your screen for reviews and walkthroughs
- Multi-Platform Support: Works on desktop, web, and mobile
- Project Context: Discuss tasks while viewing the project
- Recording: Capture important meetings for later reference
Use Cases
- Project Reviews: Walk through tasks and deliverables
- Brainstorming Sessions: Collaborate on ideas in real-time
- Client Presentations: Share progress with stakeholders
- Training Sessions: Onboard new team members
Team Presence Indicators
- Online Status: See who's currently active in the workspace
- Project Activity: Know which projects teammates are working on
Distributed Team Support
- Time Zone Display: See local times for all team members
- Async Indicators: Know when responses are expected
Smart Notifications
- Summary Digests: Catch up on activity while you were away
Async Communication Tools
- Task Comments: Leave detailed feedback directly on tasks
- @Mentions: Tag team members for follow-up when they're available
- Status Updates: Keep everyone informed without interrupting focus
- Threaded Discussions: Maintain context in long conversations
AI-Powered Collaboration
- AI-Summaries: Taskade AI summarizes long discussions
- Action Item Extraction: AI identifies next steps
- Meeting Notes: AI generates structured notes from conversations
- Smart Suggestions: Get recommendations for improving collaboration
Change Tracking & History
- Version History: See what changed and when
- Change Attribution: Know who made specific edits
- Rollback Capability: Restore previous versions if needed
- Audit Trail: Complete history for compliance and review
- Keep Context: Use project chat to maintain discussion context
- Decision Logging: Document important decisions in task comments
- Clear @Mentions: Tag specific people for actions, not just awareness
- Status Updates: Provide regular progress updates for transparency
- Detailed Handoffs: Leave comprehensive notes for the next person
- Time Zone Awareness: Schedule communications for recipient availability
- Documentation: Record decisions and rationale for future reference
- AI Summaries: Use Taskade AI to summarize complex discussions
- Project Ownership: Assign clear owners for each project
- Regular Check-ins: Schedule periodic sync meetings
- Shared Standards: Establish team conventions for naming and organization
- Feedback Loops: Create mechanisms for continuous improvement
On-the-Go Features
- Full chat functionality on mobile devices
- Voice messages for quick updates
- Photo sharing from camera or gallery
- Push notifications for important updates
Mobile-Specific Tools
- Quick Actions: Rapid task creation and updates
- Voice-to-Text: Dictate messages and task updates
Add an extra layer of security to any shared content:
| Content Type | Protection Level | Use Cases |
|---|---|---|
| AI Agents | Password-required access | Client-specific agents, premium consultations |
| Forms | Submission control | Exclusive surveys, internal feedback |
| Automations | Workflow security | Proprietary processes, client workflows |
| Projects | View/edit restrictions | Confidential documents, client work |
How to Enable:
- Share your content (agent, form, automation, or project)
- Click "Add Password" in the respective sharing settings
- Set a secure password and share it separately
- Users must enter password to access the content
Security Benefits:
- Prevents unauthorized access to shared links
- Adds professional layer for client work
- Controls access without complex permission systems
- Works with all Taskade sharing features
- Turn Off Chat/Comments: Disable discussions for focused work environments
- Selective Sharing: Choose exactly what content gets shared with each person
- Guest Access Management: Control external user permissions and duration
- Session Timeouts: Automatic logout for security compliance
AI-Enhanced Collaboration
- Smart Agents: AI agents participate in project discussions
- Automated Summaries: AI creates meeting summaries and action items
- Content Generation: Collaborative content creation with AI assistance
- Translation: Translation for international teams
Structured Communication Channels
| Channel Type | Purpose | Features | Best For |
|---|---|---|---|
| Project Channels | Task-focused discussions | Context-aware threads, file sharing | Development teams |
| Executive Briefings | Leadership communication | AI-generated summaries, priority alerts | C-suite coordination |
| Client Collaboration | External stakeholder engagement | Guest access, password protection | Client projects |
| Emergency Channels | Crisis communication | Instant alerts, escalation protocols | Incident response |
Integration Capabilities
- Calendar Sync: Automatic meeting scheduling across platforms
- Project Linking: Meetings automatically linked to relevant projects
- Follow-up Automation: Action items become tasks with assignments
Multi-Timezone Management
Global Team Features:
Timezone Intelligence:
- Automatic meeting time optimization
- Working hours awareness for notifications
- Handoff protocols between regions
- Follow-the-sun project management
Cultural Adaptation:
- Localized date/time formats
- Regional holiday calendars
- Communication style preferences
- Language-specific AI agentsAsynchronous Collaboration Patterns
| Pattern | Implementation | Business Value |
|---|---|---|
| Relay Collaboration | Work passes between timezones | 24/7 productivity |
| Status Broadcasting | Automated daily summaries | Transparent progress |
| Decision Documentation | AI-recorded decision rationale | Institutional knowledge |
| Context Handoffs | Rich project state transfers | Seamless transitions |
Communication Compliance
- Message Retention: Configurable retention policies for all communications
- Legal Hold: Preservation of communications for legal proceedings
- Audit Trails: Complete history of all collaboration activities
- Content Filtering: Automatic detection of sensitive information
Governance Controls
- Communication Policies: Automated enforcement of communication standards
- Escalation Protocols: Automatic routing of critical communications
- Access Reviews: Regular audits of collaboration permissions
- Data Classification: Automatic tagging of sensitive collaboration content
Collaboration Intelligence
Team Performance Metrics:
Engagement Analysis:
- Message frequency and timing patterns
- Response time analytics
- Participation equity measurements
- Communication network analysis
Productivity Insights:
- Meeting effectiveness scores
- Collaboration tool usage patterns
- Knowledge sharing metrics
- Cross-functional interaction rates
Predictive Analytics:
- Team burnout risk indicators
- Project communication health
- Collaboration bottleneck detection
- Optimal team composition suggestionsExecutive Dashboards
| Metric Category | Key Indicators | Action Triggers |
|---|---|---|
| Team Health | Communication frequency, response times | Low engagement alerts |
| Project Velocity | Decision speed, milestone discussions | Bottleneck warnings |
| Knowledge Flow | Information sharing patterns | Silo detection |
| Innovation Index | Cross-team collaboration, idea generation | Innovation opportunity alerts |
Enterprise-Grade Security
- End-to-End Encryption: All communications encrypted in transit and at rest
- Zero-Knowledge Architecture: Taskade cannot access encrypted content
- Advanced Authentication: SAML SSO with conditional access policies
- Device Management: Mobile device compliance and remote wipe capabilities
Privacy Controls
- Personal Data Protection: GDPR/CCPA compliant data handling
- Content Classification: Automatic sensitivity labeling
- Right to Deletion: Complete data removal on request
{% hint style="info" %} Taskade automatically tracks all project changes and sends consolidated updates to keep team members informed of important modifications. {% endhint %}
Changelog Features:
- Comprehensive Tracking: Captures all task additions, edits, completions, and deletions
- User Attribution: Shows exactly who made each change (@username)
- Project Context: Includes direct links to affected projects and workspaces
- Email Notifications: Automatic changelog emails sent to project members
| Change Type | Description | Example |
|---|---|---|
| ➕ Added Tasks | New tasks created in the project | "Added 'Review marketing copy' task" |
| ✏️ Edited Tasks | Task content or properties modified | "Updated due date for Q1 campaign" |
| ✅ Completed Tasks | Tasks marked as finished | "Completed 'Design homepage mockup'" |
| 👤 Editor Attribution | Shows who made the change | "@johndoe edited 'Budget review' task" |
{% hint style="success" %} View detailed project history directly within Taskade for complete change tracking and audit trails. {% endhint %}
History Features:
- Complete Timeline: See all changes in chronological order
- Search & Filter: Find specific changes quickly
- Export Options: Download change logs for record keeping
- Version Comparison: Compare project states over time
Notification Settings:
- Email Frequency: Configure how often you receive changelog emails
- Project Selection: Choose which projects send changelog notifications
- Change Types: Filter notifications by type of change (additions, edits, completions)
- Team Member Focus: Receive updates only for specific team members' changes
Best Practices:
- Regular Reviews: Set aside time to review changelog emails
- Team Communication: Use changelogs to keep distributed teams aligned
- Quality Assurance: Monitor changes for consistency and accuracy
- Documentation: Use changelogs as project documentation and audit trails
Control communication features in your projects to create focused work environments or enable collaborative discussions.
Project-level communication controls allow you to customize the collaboration experience for different project types and team preferences.
Disable chat and comment features for focused work environments:
Configuration Steps:
- Open Project: Navigate to the project you want to modify
- Access Settings: Click the ⚙️ gear icon in the top right-hand corner
- Navigate to Settings: Go to the ⚙️ Settings tab in the project menu
- Toggle Features: Use the toggles to disable chat and/or comments
- Save Changes: Click outside the settings window to apply changes
Visual Settings Interface:
Project Menu (⚙️) → Settings Tab → Chat/Comments Toggles → Save
Selective Communication Management:
- Chat Disabled: Completely hide the chat panel and prevent messaging
- Chat Enabled: Full chat functionality with real-time messaging
- Chat Restricted: Limit chat to specific team members or roles
Task Comment Management:
- Comments Disabled: Remove comment functionality from all tasks
- Comments Enabled: Allow full commenting on tasks and projects
- Comments Moderated: Require approval for comments to be visible
Strategic Communication Management:
- Disable chat in projects requiring deep concentration
- Turn off comments during intensive development sprints
- Minimize distractions in time-sensitive or complex projects
- Control communication with external stakeholders
- Maintain professional boundaries with client interactions
- Manage communication channels for different project phases
- Enable full collaboration for creative brainstorming sessions
- Allow comments only for review and feedback phases
- Customize communication based on team working styles
- Structured communication for learning environments
- Guided discussions with moderated comment features
- Controlled interaction during assessment periods
Enterprise-level communication controls:
- Role-specific settings: Different communication options for different team roles
- Time-based restrictions: Enable/disable communication during specific hours
- Project-phase controls: Adjust communication based on project lifecycle
Stay organized with powerful notification controls:
Activity Space Overview: The Activity space aggregates updates across your folders and workspaces, including project updates, new comments, and due dates. Access it by clicking the bell icon (🔔) in the top-right corner.
Clearing Unread Notifications:
{% stepper %} {% step %}
Click the 🔔 Bell icon in the top-right corner of your Taskade interface. {% endstep %}
{% step %}
Find the "Mark all as read" button at the top of the Activity space. {% endstep %}
{% step %}
Click the button to clear all unread notifications. {% endstep %} {% endstepper %}
Advanced Notification Controls:
- Chat notification settings: Control when chat messages trigger notifications
- Comment alert preferences: Configure comment notification behavior
- Bulk notification controls: Manage notifications for multiple projects
- Real-time vs batch notifications: Choose immediate alerts or digest summaries
- Platform-specific settings: Different notification preferences for desktop, web, and mobile
- Communication logs: Track all chat and comment activity
- Export capabilities: Generate communication reports for compliance
- Retention policies: Set data retention periods for communication history
Share files and documents to chat directly from your cloud storage services:
{% stepper %} {% step %}
Click the ☁️ Upload File button at the bottom of the chat box, or drag & drop files directly. {% endstep %}
{% step %}
Select from local files, cloud storage (Google Drive, Dropbox), or drag & drop from your computer. {% endstep %}
{% step %}
Taskade automatically processes and makes your files available for AI chat and team collaboration. {% endstep %} {% endstepper %}
Comprehensive file format support for all your content:
🏞 Image/Design Formats:
- Standard:
jpg,jpeg,png,gif,svg,webp,heic - Professional:
ai,bmp,eps,ico,ps,psd,tif,tiff,dwg
🗃️ Archive Formats:
zip,tar,rar,gz,bz2,7z,lz
🎞️ Video Formats:
3gp,flv,m4v,mov,mpg,mpeg,ogv,ogm,mkv,webm,wmv,vob,mp4
⌨️ Office Documents:
- Microsoft:
docx,doc,pps,pptx,ppt,xlr,xlsx,xls - Other:
wks,wps,wpd,odt,odp,ods
📚 Text & eBooks:
pdf,txt,rtf,tex,mobi,epub
🎵 Audio Formats:
aif,mp3,mp2,mp4,m4a,mid,midi,opus,oga,spx,ogg,flac,wav,wma
🍎 Apple Formats:
numbers,pages
💾 Database:
teacher,pdb,trm
🔡 Font Formats:
otf,ttf,pfa,woff
Engage in AI-powered Q&A sessions with your files and documents:
{% hint style="success" %} Transform the way you interact with documents and projects. Engage in productive Q&A sessions with Taskade AI and ask questions about the contents of your projects, files, and attachments. {% endhint %}
Ask AI questions about your entire project content:
- Open any project containing documents or content
- Access the AI chat panel
- Ask questions about project content, tasks, or structure
- Get intelligent responses based on your project data
Chat about your documents with your team & Taskade AI simultaneously:
- Team members and AI can participate in the same conversation
- AI provides insights while team members contribute expertise
- Perfect for collaborative document analysis and decision-making
- Maintains conversation history for future reference
Direct Q&A with specific files:
{% stepper %} {% step %}
Add any supported file format to your project or chat {% endstep %}
{% step %}
Click the AI chat option for the specific attachment {% endstep %}
{% step %}
Query the AI about the file's content, structure, or specific details {% endstep %}
{% step %}
Receive intelligent responses based on the file's actual content {% endstep %} {% endstepper %}
Centralized AI chat for all your media:
- Access AI chat directly from the Media Manager
- Query multiple files simultaneously
- Organize and analyze your media library with AI assistance
- Perfect for managing large document collections
Why use Media AI Chat:
- Document Analysis: Extract key insights from complex documents
- Content Summarization: Get quick summaries of lengthy files
- Data Extraction: Pull specific information from structured documents
- Collaborative Intelligence: Combine human expertise with AI analysis
- Cross-Reference: Compare information across multiple documents
- Accessibility: Make document content searchable and queryable
Optimizing Project Communication:
- Deep work sessions: Projects requiring uninterrupted focus
- Time-critical tasks: High-pressure deadlines and deliverables
- Individual contributor work: Solo work that doesn't need discussion
- Sensitive information: Projects handling confidential data
- Finalized content: Projects where changes are no longer needed
- Archived projects: Historical projects that are reference-only
- Template projects: Standardized templates that shouldn't be modified
- Review processes: Structured approval workflows with dedicated channels
- Project type assessment: Evaluate communication needs for each project type
- Team preference consideration: Respect different team communication styles
- Gradual implementation: Start with pilot projects to test communication settings
- Regular review: Periodically reassess communication settings as projects evolve
Common Communication Setting Problems:
- Check project settings: Verify chat is enabled in project configuration
- Permission verification: Ensure user has permission to access chat
- Browser refresh: Reload the page to apply setting changes
- Comment toggle verification: Confirm comments are enabled in settings
- User permission check: Verify user has commenting permissions
- Task selection: Ensure comments are being added to valid tasks
- Save confirmation: Click outside settings window to apply changes
- Page refresh: Reload the project to see updated settings
- Workspace permissions: Verify user has permission to modify project settings
Related Features:
- AI Agents - Collaborative AI assistants
- Project Views - Visual collaboration tools
- Mobile Optimization - Mobile collaboration features
- Workspaces - Team organization and management