Tavora

Guide

Task AI

The assistant that works on tasks as you talk to it normally: it reads the board and the workloads, creates, edits, assigns, moves and closes tasks for you. With your confirmations on the big actions, and an exact perimeter: it only sees the areas you have permissions for.

1What it is and where to find it

Task AI lives inside the Tasks menu: you open the area you want to work on and tap 🤖 Task AI. You write what you would do by hand — “create ‘prepare the meeting' for Friday, high priority, assign it to @marco” — and it uses the bot's own real tools.

In linked groups there's also a shortcut: /aitask followed by your request — “/aitask what is overdue?” — and the answer comes out right there in the group, in the right topic if it's a forum. It works with what the group can see: in a department group, only that department; in a group without a department, if the organization has departments, only the general area — and there it answers staff only. For the other areas you switch to private chat, where actions to confirm arrive as well.

If you open it from the Marketing area, it works on Marketing: the assistant follows the menu it lives in, like every Tavora AI.

2Who can use it

  • Founder and admins: on every area.
  • Department managers (and whoever holds a job that manages tasks): on their own department only.
  • Ordinary members: no access.

The isolation is total: for a department manager the other departments simply don't exist — they can't see their names, don't know their workloads and, if they mention one, the assistant answers as it would for a non-existent department. Not even the member register is open to them: they only see the people they can assign work to.

3What it can do

  • Read: “what's overdue?”, “how many open tasks are there?”, “who's got room this week?”.
  • Create and edit: title, description, priority, deadline, area and even the task number.
  • Assign and move: “move all of @laura's tasks to @giovanni”.
  • Close, reopen, block (with or without a reason) and send to review.
  • Checklists and sub-tasks: add items, tick them, remove them.
  • Notes and reminders on tasks — it also reads the notes in full, and it can walk you through a task’s history.
  • Share the link to a task and notify members privately on the manager's behalf (“send the link for #3 to the assignees and tell them to have a look”).

4Scheduled tasks and restricted visibility

Scheduled tasks — a task that repeats: every so often the bot creates a new one by itself — can be handled in words too: list them, create them (“every Monday at 9 create ‘cash check'”), pause them, resume them and delete them. Deleting a schedule doesn't touch the tasks already born from it. The interface limit applies: 20 per area (the general area and each department count separately).

And restricted visibility: create or edit a task so that only certain roles can see it (“only the Coordinators should see this one”); to lift the restriction just say “make it visible to everyone”.

5The rules of trust

  • A single action is carried out at once, and it shows you what it did.
  • Actions on several tasks or several people become a proposal: the assistant sums it up in one sentence, the queue of actions appears below it (📋 Queued) and your “confirm” runs them all in order.
  • A proposal can be confirmed for one hour: after that the bot tells you it has expired and runs nothing; repeat the request and it prepares it again with up-to-date data.
  • If you write after a pause of more than 15 minutes, the conversation is closed, but your message isn't lost: 📨 Send to Task AI sends it without retyping.
  • Deleting always asks for confirmation, even for a single task.
  • It never claims to have done what it hasn't actually done: if a tool fails, it tells you.

6Limits — and the personal twin

Honest limits: 50 requests a day per organization (plus a personal cap of 25, so nobody drains everyone else’s quota), up to 20 tasks per action and 8 actions under a single confirmation. Answers arrive whole, in a single message — tables included.

In the personal space the same engine becomes “🤖 My assistant”: no assignees or departments, plus free reminders, agenda and notes. Separate memories — what you do on one side doesn't touch the other.