Collaboration: Team Productivity
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.
🔄 Real-Time Collaboration
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
💬 Chat and Messaging
Asynchronous vs Real-Time Collaboration
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
Team Chat
Send messages and keep your team in the loop without the pressure to stay online 24/7:
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
Private Conversations
Create private projects for 1-on-1 chats and confidential discussions:
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
Project Comments
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
Screencast Comments
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
Setting Up Project Collaboration
Before starting conversations, ensure your team is properly invited to collaborate:
Inviting Team Members to Projects
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
Project-Level Chat
Every project includes a built-in chat feature for focused team discussions:
Starting Team Chats
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
Advanced Chat Features
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
Private Messaging
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
Chat Management and Optimization
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
📹 Video Calls
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
👥 Presence & Availability
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
⏰ Asynchronous Collaboration
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
🎯 Collaboration Best Practices
Communication Guidelines
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
Effective Async Work
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
Team Coordination
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
📱 Mobile Collaboration
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
🔒 Password Protection & Security
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
Privacy Controls
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
🔗 Integration with AI Features
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
🏢 Enterprise Collaboration
Advanced Team Communication
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
Advanced Video Conferencing
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
Global Team Coordination
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
Compliance & Governance
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
Advanced Analytics
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
Security & Privacy
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
📋 Project Updates & Changelog
Automatic Change Tracking
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
Changelog Email Content
➕ 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"
Accessing Project History
View detailed project history directly within Taskade for complete change tracking and audit trails.
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
Changelog Management
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
⚙️ Chat and Comments Settings
Control communication features in your projects to create focused work environments or enable collaborative discussions.
Managing Chat and Comments
Project-level communication controls allow you to customize the collaboration experience for different project types and team preferences.
Turning Off Chat and Comments
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 → SaveChat Control Options
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
Comments Control Options
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
Use Cases for Communication Controls
Strategic Communication Management:
Focused Work Environments
Disable chat in projects requiring deep concentration
Turn off comments during intensive development sprints
Minimize distractions in time-sensitive or complex projects
Client Projects
Control communication with external stakeholders
Maintain professional boundaries with client interactions
Manage communication channels for different project phases
Internal Team Projects
Enable full collaboration for creative brainstorming sessions
Allow comments only for review and feedback phases
Customize communication based on team working styles
Educational and Training Projects
Structured communication for learning environments
Guided discussions with moderated comment features
Controlled interaction during assessment periods
Advanced Communication Settings
Enterprise-level communication controls:
Permission-Based 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
Notification Management
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:
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
Audit and Compliance
Communication logs: Track all chat and comment activity
Export capabilities: Generate communication reports for compliance
Retention policies: Set data retention periods for communication history
📁 File Sharing and Cloud Integration
Cloud Upload to Chat
Share files and documents to chat directly from your cloud storage services:
Supported File Formats
Comprehensive file format support for all your content:
🏞 Image/Design Formats:
Standard:
jpg,jpeg,png,gif,svg,webp,heicProfessional:
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,xlsOther:
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
Media AI Chat
Engage in AI-powered Q&A sessions with your files and documents:
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.
Method 1: Chat with Projects
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
Method 2: Team + AI Collaborative Chat
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
Method 3: Chat with Attachments
Direct Q&A with specific files:
Method 4: Media Manager Chat
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
Media AI Chat Benefits
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
Communication Best Practices
Optimizing Project Communication:
When to Disable Chat
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
When to Disable Comments
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
Communication Strategy
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
Troubleshooting Communication Issues
Common Communication Setting Problems:
Chat Not Appearing
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
Comments Not Working
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
Setting Changes Not Applying
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
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