Getting started
Your first delegation, from brief to approval.
Use one non-sensitive task to learn the workflow. You can read this guide without signing in; workspace links require an account and the appropriate role.
Invited to work on a task?
Sign in with the email your team invited. Open Tasks, find your assignment, read the brief, and choose Start Working. Save your progress before leaving. If the task is missing, ask your manager to confirm the assignment and email address.
Go to my tasksFor owners and managers
1. Name one task
Start with work you already want to hand over. The guided task form helps you write the brief, choose a project, and assign it now or later. Not sure where to start? Use the diagnostic from Home.
Create a task2. Define the work
Explain the desired outcome, instructions, references, expected output, and definition of done. Choose an existing project, create one, or save a standalone task. No responsibility roles are required.
Write a brief3. Assign ownership
Choose the teammate, due date, and priority. Task assignment and project membership are separate: assign the task for task access, and add project membership when shared notes and deliverables are needed.
Open team4. Save progress and submit
The assignee starts work, completes the checklist, and saves progress before leaving. Add a summary and an accessible HTTPS work link. Submit for review when the work is ready.
Open tasks5. Review and close the loop
Open the review queue. Compare the brief and submitted work, then approve or request a revision with specific instructions. The assignee can revise and resubmit. Approval does not send work to a client.
Open tasks and review queueWhere the rest of the work lives
- Calendar and time
- Plan around due dates and record time against tasks.
- Notes and deliverables
- Keep meeting context and project outputs alongside the work.
- Comments and messages
- Discuss a task in its comments or use direct messages for coordination.
- Goals and reports
- Track goals and review completed work, overdue tasks, and logged hours within each report’s stated scope.
Work together between assignments
Owners get clearer questions and review material. VAs get a place to keep instructions, explain their work and ask for decisions.
Team schedule
Enter available hours and time off, then plan work bookings across projects. Compare workloads, find open slots, and review proposals. Bookings do not send calendar invitations or sync an external calendar.
Open team scheduleMessages
Write a draft, choose Adjust tone or Translate draft, review the selected content, then generate. Use the edited result in your message and choose Send when ready. Received messages can be translated without changing the original.
Open messagesWork library
Start with a template or create a private document. Share it with named account emails when ready. Open records to summarize them, or choose up to six records on the current page to ask a question about their content.
Open work libraryWorking agreements
Write down availability, response windows, scope and coverage. Teammates acknowledge the current version. Edits start a new version; acknowledgments are reading confirmations.
Open working agreementsQuestions and blockers
Describe the decision or access you need, name a decision owner and add a needed-by date. Share the record with that person. The owner or decision owner can mark it resolved.
Open questionsMeetings
Save an agenda, time and an existing video meeting link. Download the calendar file and import it into your calendar. After the call, add notes and use Extract meeting actions to draft decisions and next steps.
Open meetingsWork recordings
Choose a screen, window or tab, optionally enable your microphone, then record. Review and download the result before leaving. Host it in your preferred service and add the link here with notes or a transcript. Draft a procedure uses that text.
Open work recordingsUsing AI assistance
Each tool shows the selected content before sending it to Base44 AI. Review the result for accuracy and missing details. Library results open as new private document drafts when you choose Use this draft; save and share them separately. A task’s AI handoff check compares saved notes with its brief, so save progress first.
Linked files and videos are not opened or transcribed. Meeting action drafts do not create tasks. The assistant does not send messages or approve work. Meeting links and calendar downloads do not book provider calls or send invitations.
Common questions
How can I find someone with enough time for a task?
In Team schedule, choose Weekly workload. Select a duration, then show people with a matching open slot. Search by name or sort by open hours. Open a person’s daily breakdown to check their week. Draft booking fills the selected duration; choose a project, check availability again and save. Past time is excluded from slot results unless you include it.
What does the capacity bar mean?
It shows the occupied portion of entered availability after time off. Simultaneous bookings count once in the bar, while booked-hour totals add the effort of every booking. Unknown availability is not spare capacity. These figures describe planned time, not productivity or completed work.
Can I prepare a project handoff?
Managers can choose Project overview inside Team schedule. Review booked people, phases and milestones, then download a handoff outline. Complete the sections for finished work, next actions, links and open questions. The outline does not send a message or confirm the work is complete.
What should I do if a booking save is uncertain?
Keep the editor open and retry the same draft. Download draft preserves the fields on your device as a recovery reference. If an earlier version already saved, close the editor, refresh the schedule and edit that saved entry. Draft downloads are not automatically reimported.
How do we plan work across projects and VAs?
Open Team schedule. Add project phases and milestones, then book specific work intervals for a project member. Team week shows each person across projects; Project timeline shows the work by project. The separate Task calendar continues to show due dates.
How does availability work?
Enter date-specific available hours and time off. The schedule subtracts time off from available hours and compares confirmed bookings with that capacity. Missing availability is shown as unknown. Copy to next week opens a new editable draft. Repeat on chosen days previews up to eight weeks of dated entries. Skip exceptions, review overlaps, then save. Entries remain individually editable; no future entries are generated automatically.
Can a VA change a confirmed booking?
VAs can propose new work bookings and changes to their own confirmed bookings. Managers review proposals. For a replacement, review and cancel the original first, then approve the proposal. These are separate actions; the app does not send calendar invitations.
Can I finish a record later?
In the record editor, choose Download unsaved draft. Return to Library, choose Import record draft, review the file, and open it as a private draft. Save when ready. Import creates a new record; choose sharing, a task and a decision owner again. The file stays on your device until you choose to save its content.
What does sharing include?
Named readers can see current content, retained previous versions and discussion. Review the sharing changes before saving. Removing a reader prevents future app access to that record, but cannot recall copies they downloaded. Linked files have their own sharing settings.
How do meeting times work across time zones?
Enter a meeting in your device time zone. Saved meetings display in each viewer’s local time. Use Compare meeting time to check another region. Calendar downloads preserve the actual start and end times.
Can I turn meeting notes into a follow-up?
Open the meeting and choose Draft meeting follow-up. It copies the saved notes into a new private document with prompts for decisions, owners, due dates and questions. Review it, create any tasks separately, and save or share when ready.
Where can a manager review several projects?
Open Project overview. Choose a project or search the loaded records, then use the count cards to find reviews, overdue tasks or missing assignments. Open a task to act on it. The status download follows project and search filters and includes all loaded task statuses in that scope. This is an internal manager view; it does not create a client login or a public report.
Do I have to start with AI?
No. Create projects and tasks directly, or use a delegation kit. The diagnostic and AI task drafts are optional starting points.
What happens if approval is not required?
The assignee can complete the task when the required checklist and handoff conditions are met. Use approval-required tasks when a manager needs to make the final decision.
Will the app send emails automatically?
Assignment and review forms offer an email option. Leave it off when you only want to save the work. Scheduled notifications depend on configuration; an app update is not proof an email was delivered.
How do files and work links differ?
New task uploads use private storage and temporary links. A work link points to another service, whose sharing settings you must manage there. Older public attachments remain public.
Do custom roles change access to my other tools?
No. Role descriptions and access-planning labels document your intent. They do not change permissions in email, client systems, or other tools. Current app access follows account roles and task/project assignments.
Are reports complete historical totals?
Report pages disclose their record limits and filters. CSV exports follow the displayed scope; review those limits before using totals for decisions.