Introduction
TaskFlow is a project tracker and Service Desk in one product. A development or delivery team plans and tracks its work — projects, issues, boards, sprints, workflows — while customers get support through a dedicated portal with request types, approvals and SLAs. It's designed to replace running a separate task tracker and a separate help-desk tool.
What you can do with TaskFlow
Plan and track work
- Organise work into projects, each with its own members and roles.
- Track issues (tasks, bugs, stories, epics) with descriptions, comments, attachments, links, watchers and mentions.
- Break work down with sub-tasks, and share it with co-assignees.
- Tick off the details with checklists, and record effort with time tracking — by hand or with a timer, with a daily timesheet.
- Add custom fields to capture the data your process needs.
- Visualise work on boards (kanban with WIP limits, or scrum), a backlog, sprints and a calendar.
- Move issues through configurable workflows — your own statuses and transitions, not a fixed set.
Support your customers
- Give customers a portal to submit and track requests, attach files and talk to your team.
- Route incoming requests into queues by request type.
- Enforce SLAs with timers that respect working hours.
- Add approvals, a self-service knowledge base and CSAT ratings.
Stay informed and measure
- Select issues by any condition — a builder with AND/OR/NOT, functions such as "me" and "start of week", and status history; what you build can be saved and reused on a board, on the dashboard and in rules.
- Search everything — full-text search with project, status and assignee filters.
- Get notifications in the app, by email, in a messenger (Telegram, WhatsApp, VK, MAX, Slack and others) or by SMS — in your own language, with due-date reminders.
- Review reports (overview, flow and CFD, cycle and lead time, workload, SLA, backlog, sprints and a custom slice) with CSV export and scheduled email digests, shareable dashboards, a roadmap with a Gantt chart, dependencies and the critical path, releases and time reports.
- Run project portfolios — a RAG traffic light, milestones and risks.
Automate and integrate
- Build automation rules — events, schedules or a manual run, with condition trees and deferred steps.
- Connect your AI assistant over the Model Context Protocol.
- Use the API with personal tokens, push events out with outbound webhooks and let external systems in with inbound ones.
- Turn customer emails into requests — by a rule, not by a hard-wired scenario.
- Link issues to your git hosting (GitHub, GitLab, Bitbucket).
- Let staff in through single sign-on with your corporate identity provider (OIDC or SAML 2.0).
- Move data in from Jira and between TaskFlow instances.
Security
- Set a password policy and a lockout on password guessing.
- Turn on two-factor authentication — optional, or mandatory for administrators or every employee.
- Follow sign-ins and actions in the audit log.
Modular by design
Most of the capabilities above are features an administrator switches on, not a fixed feature set — and on a new instance they start off. That has one practical consequence worth knowing before you go looking for something: two TaskFlow instances can look quite different, and a page this documentation describes may simply not be enabled where you are.
If something here isn't in your navigation, ask your administrator — see Features & settings.
Key concepts
| Term | Meaning |
|---|---|
| Project | A container for work, with its own members, issues, board and sprints. |
| Issue | A single unit of work — a task, bug, story or epic. Has a key like TF-123. |
| Sub-task | An issue belonging to a parent issue, for breaking work down. |
| Board | A visual view of issues in columns (kanban) or a sprint board (scrum). |
| Backlog | The prioritised list of issues not yet in a sprint. |
| Sprint | A time-boxed set of issues a team commits to. |
| Workflow | The statuses an issue moves through, and the allowed transitions. |
| Request | A Service Desk item raised by a customer through the portal. |
| Queue | A saved filter of Service-Desk requests for agents to work through. |
| SLA | A service-level target (e.g. "first response within 2 hours") with a timer. |
| Rule | An automation that reacts to an event and acts without anyone asking. |
How TaskFlow is delivered
TaskFlow is available as a hosted service and as a self-hosted installation you run on your own infrastructure with Docker. The product is the same either way, and this documentation applies to both. If you're setting up your own instance, see Self-hosting → Installation.
Roles at a glance
What you can do depends on your global role and your role within a project:
| Role | Typically can |
|---|---|
| Admin | Everything: manage users, roles, all projects, and system settings. |
| Manager | See all projects, manage members, grant project-level access. |
| Member | Create projects and work in the ones they belong to (the default). |
| Viewer | Read-only access; cannot create projects. |
| Customer | Use the Service Desk portal only — submit and track their own requests. |
Customers are separate from your team: they sign in to the portal, never see the internal interface, and don't take up a licensed seat. Roles are covered in detail in Users & permissions.
Where to go next
- New here? Start with Getting started.
- Running support? See Service Desk.
- Setting the tool up? See Administration.
See also
- Plugins → Feature catalogue — the full list of the capabilities above, and where each one appears once enabled.
- Issues & tasks and Boards & sprints — the key concepts from the table in day-to-day use.
- Filters & saved views — selecting issues by condition and sharing filters.
- Reports & analytics — reports, dashboards, the roadmap, portfolios, releases and time reports.
- AI & API access — connect an assistant over MCP and call the API.
- Features & settings — how an administrator enables what's missing from your navigation.