Projectly — User Guide

Everything you need to get around the system, for solo work and teams.

Getting started

Sign in and you land on Home — your actionable daily plan and updates in one place. The left sidebar keeps the daily path first: Home → My Tasks → Plan → Calendar. Open Task views for the power-user Today tasks execution queue, Overdue, All Tasks, and Completed; reporting stays under Insights. The current secondary section opens automatically. Projects remain visible below, while Tags and Admin controls stay folded until needed. New accounts may need admin approval before full access is enabled.

Desktop app (Mac & Windows) NEW

Projectly is also a native desktop app. Same product, no browser tabs. Lives in your dock or taskbar, persists your session, fires real OS notifications when someone @mentions you or replies to your message. Download from projectly.work → Download in the top nav, or:

• Mac (Apple Silicon, M-series): Projectly-mac-arm64.dmg — open the DMG, drag Projectly.app into Applications, eject, launch from Applications.
• Windows (10 / 11, x64): Projectly-win-x64.msi — double-click, installer wizard, launch from Start menu.

First launch — security warnings (expected). The apps aren't paid-cert signed yet, so each OS asks for your one-time consent:

• macOS (Sequoia / Tahoe): double-click Projectly.app, get "Projectly can't be opened", click OK. Then System Settings → Privacy & Security → scroll down → click Open Anyway next to "Projectly was blocked". Future launches just work.
  Faster, if you know Terminal: xattr -dr com.apple.quarantine /Applications/Projectly.app — double-click works immediately afterward.
• Windows: SmartScreen shows "Windows protected your PC". Click More info → Run anyway. Same one-time override.

Then grant notification permission by clicking anywhere inside the app once — the OS will prompt; click Allow. See the Desktop notifications section below for tips on making them stay-until-dismissed on Mac.

Intel Macs and a universal binary are on the list — for now Apple Silicon only. The web app at projectly.work works identically in any browser if you're not on a supported platform yet.

Navigation & shortcuts

The four primary destinations answer different questions: Home is the daily command center where you choose and act on today's personal plan; My Tasks shows all open work assigned to you; Plan expands planning across a rolling 7 or 14 days without changing shared deadlines; and Calendar gives a fast week/month/year glance at deadline commitments. Today tasks remains the complete execution list of planned, due, and overdue work, but now lives under Task views so it does not compete with Home.

Projectly is keyboard-friendly. Press g then a letter to jump between views:

Can't remember a shortcut? Press ? anywhere (outside a text field) to pop up this whole list — also linked from the quick-add box. Shortcut badges adapt to your device automatically: macOS shows ⌘K; Windows and Linux show Ctrl+K. The Windows shortcut uses Control, not the Windows key.

Search all tasks NEW

Open the global quick finder from any page. There is one visible global-search entry point per screen size: the sidebar on desktop and the app header on phones. Shortcuts work at either size; task pages also provide a contextual Switch to control.

Ways to open it:

• Press Cmd J (or Ctrl J on Linux/Windows). Works even while you're typing in a chat compose — you can jump mid-sentence if you need to check a different task.
• Press / anywhere outside a text field.
• Click Search all tasks in the sidebar.
• On any task page, click the Switch to button in the top-right of the header.

The popover shows your 3 most recently visited tasks at the top — instant return-to-where-you-were. Start typing and the recent list is replaced by search results across every task you can access (cross-workspace). Search checks task titles, descriptions, projects, workspaces, assignees and labels. Each result shows its status and enough surrounding context to distinguish similar tasks. If you placed the task in your personal plan, its planned day appears here too, separately from the shared due date. Use the arrow keys to navigate, Enter to open, Esc to close.

Search words are forgiving. Separate words can appear in different parts of the matching task: invoice bug finds Fix invoice export bug. Put words in quotes, such as "invoice export", to require that exact phrase.

Need more control? Choose View all results and filters. The full results page also searches task discussions and lets you filter by status, ownership, workspace, and project, then sort by best match, recent update, or due date. Results say Matched in Description, Discussion, Project, Workspace, Assignee, or Label when the title alone does not explain the match.

Normal results stay focused on active and completed work. If a task was put away, choose Archived in the status filter to recover it; an empty result points to that option instead of implying the task no longer exists.

The recent list lives in your browser's localStorage, so it stays personal — doesn't sync across devices, doesn't leak to other accounts on the same browser.

Create & quick-add

Use the New task button (sidebar) or press ⌘K (Mac) / Ctrl+K (Windows). The quick-add bar understands shorthand so you can type a task in one line:

Capture a list without stopping: press Enter or choose Add & continue. The task is saved, the title clears, and focus stays ready for the next one. Choose Add & open details, or press Cmd/Ctrl + Enter, when you want to immediately add a description, assignee, deadline, or other detail.

New captures are assigned to you by default. This keeps an undated task in My Tasks immediately after capture instead of leaving it in an unassigned queue you may not revisit. The same rule applies when creating from a template. Open the task and unassign or delegate it when that is intentional.

The destination is visible before you save. Quick capture names the workspace that a task without a project will use. In All workspaces, project choices also include their workspace name, so duplicate project names are safe to distinguish; choosing a project makes the task use that project's workspace.

Quick capture opens above a strongly dimmed, lightly blurred page so the form remains the unambiguous focus even over a busy task list. Press Esc or choose Cancel to close it without creating anything.

Example: Send invoice #finance !p2 ~20m friday +Acme.

+Project only ever matches a project you already have in the current workspace — a typo will never silently create a stray project. If the name doesn't match, the task is still captured and a bar offers “Create & move task here”: one click makes the project (in the current workspace) and files the task into it — or dismiss it to keep the task without a project. Prefer not to type it? The New task dialog also has a project picker, and an explicit pick there overrides any +Project in the text. (Inside a specific project's own page, new tasks go to that project automatically.)

The task panel

Click any task to open its panel (a flyout from the right). Edits save as you make them — fields commit when you change or leave them, so you can simply close the panel and your changes are kept. The footer also has an explicit Save button — it commits anything pending and closes the panel — plus Close, Delete, and Save as template.

The panel is grouped into When (deadline, recurrence, reminders), What it is (status, priority, project, assignee, tags) and Effort (estimate, time tracking), plus subtasks, comments, attachments, followers and a full activity history.

Description: a rich-text editor with a formatting toolbar — bold, italic, strikethrough, a heading, bullet & numbered lists, quotes, links, inline code and code blocks. Click Edit to write and Done when finished; it saves when you click away or hit Save. Notes written before this update are kept and shown as-is.

Subtasks: break a task into a checklist of subtasks from the panel. Each is a real task (it can have its own deadline, assignee and status); the parent row shows a done/total count, and completing the parent doesn't force-complete the children.

Recurrence & reminders: under When, set a task to repeat (daily / weekly / monthly, an interval, optional weekday picker, and an optional “until” date) — completing it spawns the next occurrence. Add one or more reminders as an offset before the deadline (e.g. 1 hour before); they arrive by email/Telegram per your notification settings. Moving the deadline re-times any unsent reminders.

Attachments: attach files to a task (up to 10 MB each; executable/script types are rejected). Files are stored privately and download through an authorized link — anyone who can't see the task (including on a private project) can't reach its attachments. The uploader, the task owner, or an admin can remove an attachment.

Waiting on (dependencies): in the task panel, add other tasks a task is waiting on — it shows Ready once they're all done, or how many are still open. On the list and board, a gated task carries a Waiting on N tasks badge so you can see it's waiting without opening it (hidden once you've manually set its status to On hold — no double). Self-references, duplicates and circular chains are rejected, and you can only depend on tasks you can see. (Marking a blocked task done isn't prevented — the state is informational.)

The other side. A task that others are waiting on shows a calm N waiting on this badge, and the panel lists everything Blocking under it — so a bottleneck is obvious from either end. When you complete a task that was someone's last blocker, that task's followers are told it's ready to start (Inbox, plus email/ Telegram if they've enabled those). And when you set a task to wait on someone else's, that task's followers hear it's now on the critical path. These reuse your existing task-update notification preferences — nothing new to configure.

Followers: in the task panel, hit Follow to get a task's comment, status and deadline-change updates even if it isn't assigned to you (in-app, plus email/Telegram per your notification settings). The assignee is always an implicit follower — so if someone moves a task's deadline, the person on the hook is told, not left to notice it in the activity log. Commenting on a task, or being assigned one, follows it automatically; Following → unfollows. You're never notified of your own actions, and one save is one notification (status + deadline together won't double-ping).

Templates: on any task, the footer's Save as template snapshots its shape — title, description, priority, estimate, tag names and subtask titles — as a reusable personal template. Spin up a fresh copy anytime from the New task dialog: pick a chip under From a template and it creates the task plus its subtasks and tags (with the usual +3h default deadline — templates don't carry dates). The × on a chip deletes that template. Project-wide templates are a planned follow-up.

Undo a delete: deleting a task no longer destroys it — tasks are soft-deleted, so a bar appears at the bottom for ~10 seconds with Undo to bring it (and its comments, attachments, time entries) straight back. After that window it disappears from the app, and is permanently removed a year later by a daily cleanup job — so the database stays lean without you ever having to think about it.

Undo a completion: ticking a task off slides a calm bar at the top of the screen for ~10 seconds — “Marked done · Undo”. Misclick? Hit Undo and it's restored to To-do. For recurring tasks, Undo also rolls back the deadline jump and any rescheduled reminders, so it's a real reversal, not a half one. (You can also always tap the checkbox again to unmark — Undo just makes the affordance obvious in the moment.)

Assignees NEW

Every task has an owner (whoever created it / whose workspace it lives in) and an optional assignee — the person actually doing it.

• In the task panel, under What it is, click the Unassigned pill and pick a person. Click it again and choose Unassigned to clear it.
• You can only assign to people who can already access the task: the owner, members of the owner's account, and — if the task is in a project — that project's members.
• Assigning never changes ownership or who can see the task; it only records who's responsible.
• The assignee is notified by email/Telegram when a task is put on their plate (you won't get pinged for assigning something to yourself), and the change is recorded in the task's activity history.
• Assignees show as an avatar on every task row and board card, so accountability is glanceable without opening anything.

My Tasks

The sidebar has a My Tasks view (shortcut g m) — every open task anyone has assigned to you, across all the workspaces you belong to. You can also Group → By assignee on any List or Board to see who's carrying what.

Subtasks (nested under parents) NEW

Subtasks now render visually nested under their parent task in the list view, indented one level. A parent with three subtasks shows four rows: the parent, then three indented children with a subtle background tint to set them apart. No clicking required to see the tree shape.

Subtasks never appear as standalone rows in the main list — they live under their parent. The full hierarchy (sub-subtasks and deeper) is still visible inside the task panel.

Per-task chat NEW

Every task is a discussion thread. Choose Open full task from a task row to open its complete page and conversation. Clicking the row itself opens a Quick preview for fast edits without leaving the list.

Rich-text compose

The message compose is a real rich-text editor — bold, italic, strikethrough, headings, bullet & numbered lists, blockquotes, links, inline code, code blocks. Use the toolbar above the input OR the usual shortcuts:

Threaded replies

Hover any message → Reply. A side pane opens with the same rich-text compose, scoped to that thread. The main stream stays clean; in-thread replies live in their own column.

Real-time

When the admin has enabled real-time (Pusher or Reverb), messages appear instantly for everyone watching the task — you'll also see typing indicator dots when someone's composing a reply. Without real-time, the chat still works fine; you'll see new messages on next refresh.

@mentions & slash commands NEW

@ to mention

Type @ in a chat message — a picker shows teammates with their avatar. Pick one (arrow keys + Enter, or click) and the mention becomes a coloured chip. The mention is tied precisely to that person's account, so name collisions are impossible. Mentioned users get pinged via their notification channels and are auto-subscribed to future updates on the task.

/ to run a command

Type / at the start of a message — a picker shows every command. Pick one to insert it.

Slash commands run silently — the change applies and a small system message in the thread records who did what. You can Undo the change for 60 seconds from that system message.

Attachments & image lightbox NEW

Drag-drop files onto the chat or click the paperclip icon to attach them to your next message. Up to 10 files per message, 10 MB each. Executables and shell scripts are silently filtered out for safety.

Attachments render as chips on the message — every file shows its name, size, and a download button. Images additionally show a thumbnail; click the thumbnail to open it fullscreen with a download button and ESC to close.

Need to find a file shared in a long thread? On the full task page, the right rail has a foldable Attachments index — every file shared in the thread, newest first. Click any entry to jump to the message where it was attached.

Views

Select & batch-edit NEW

Triaging a pile of tasks? Click Select (top-right of any list). Checkboxes appear on each row — tick the ones you want and a bar slides up from the bottom to act on all of them at once: mark done, set status or priority, reschedule, snooze, or delete (deletes stay recoverable). Select all grabs everything currently shown; Cancel leaves select mode. You can only ever act on tasks you have access to, and changing a filter or search clears your selection so a batch never hits a hidden task.

Today tasks, at a glance NEW

The Today tasks view includes work you deliberately planned for today, tasks due today, and overdue work. Planned tasks carry a Planned badge; they do not need an artificial deadline to appear. On Home, the actual personal plan is kept separate from due work that has not been chosen yet, so “due today” cannot be mistaken for “I committed to this today.” The header also shows your total estimated effort for the day (e.g. "≈ 3h 30m of work") — handy for sizing the day before you dive in.

Deadline labels state Overdue, Due today, or Due tomorrow directly. Red, amber, and the other semantic colours help scanning, but the wording carries the meaning for colour-blind users and in every custom layout. Background tint is kept inside the status/deadline cue; only a severe exception such as overdue work receives a faint row-level wash, so a busy list does not turn into a patchwork of competing colours. Work due within 24 hours receives the amber cue, while overdue labels include the number of late days.

For a power user, the daily loop is deliberate: use Home to decide what you are committing to, then use Today tasks as the denser execution queue. Today tasks keeps local search, ownership filters, list/board layouts, grouping, sorting, batch selection, and full task controls available. Its Adjust plan action returns to the rolling planner without confusing a task's planned day with its deadline.

By default, Today tasks separates Overdue, Planned today, and Due today. That distinction explains why each task is present: it is late, it was deliberately chosen, or its shared deadline is today. Switching grouping or layout remains available from View. Deadline time is respected: once a timed deadline passes, the task moves to Overdue even when it was also planned for today.

Home, Today tasks, and every full task-list destination use the same spaced row anatomy. A project page can omit its redundant project field, and Today tasks can identify planned work, but completion, title, status, priority, deadline, and supporting context remain predictable. Each row has breathing room, a restrained shadow, and a semantic priority edge; horizontal divider lines do not compete with those cues. Desktop deadline context is compactly stacked inside its own column: urgency such as Overdue 4d or Due today stays explicit, with the date or time directly beneath it, while the assignee avatar always keeps its space.

Plan today from Home NEW

Home begins with a flat Today list. It is not a separate recommendation or summary: complete, open, reorder, move, and unplan tasks there and the same changes appear in Today tasks, Plan, search, and task details. The task title and completion control stay visible. Home does not add a separate overflow rescheduler: open the row and edit its Planned date in the task sidebar. Rows use the same spacing, shadow, and priority edge as Today tasks and the other lists.

• Review appears as one signal when carryover, overdue work, due-today work, or a deadline conflict needs a decision. Its side panel keeps those exceptions separate from the work you already chose. A future plan is never pulled forward automatically.
• Carryover and due exceptions remain inside Review. Move earlier unfinished plans to today or tomorrow without mixing the exception workflow with ordinary backlog work.
• Add work with explicit choices. Add existing task opens a searchable list of open work already in Projectly; Create new task opens quick capture. The existing-work action is primary, creation is secondary, and the adjacent information tooltip explains the distinction.
• Plan my day is the primary Home action. It opens an optional, reviewable AI/automatic proposal in a side panel. Applying it writes to this same plan; closing it changes nothing. Plan week is the visually secondary action beside it.
• Plan week opens the full rolling 7/14-day board and complete unscheduled queue. Calendar is now always visible in the Work navigation so upcoming deadline commitments are one click away; it remains a separate surface because deadlines represent promises, not personal intent.
• Notifications is a five-item, unread-only rail on desktop, with mentions first. Every entry identifies its type—such as Mention, Reply, Assignment, or Status update—and conversation items include the task and comment excerpt. On narrower windows it moves below Today rather than narrowing the task list. Open Inbox for read history, filters, and Smart sort.

Plan your week NEW

Plan is a personal day-level planning surface. It answers “when do I intend to work on this?” without changing the task's shared deadline. Home handles today's decisions; open Plan week for the full rolling board.

• Start from Unscheduled. Open tasks you are responsible for appear in the left rail. On a phone, switch between Plan and Unscheduled; Plan opens first so today's commitments are immediately visible. Filter the queue, then drag a task onto a day on desktop or open it and set Planned directly in the task sidebar.
• See the next 7 or 14 days. Move the rolling window one day at a time, jump back to today, and keep the next week visible while finishing this one. Each day's tasks scroll vertically inside the board. A synchronized floating rail, with earlier/later buttons, remains at the bottom of the visible planner so horizontal navigation never requires scrolling to the end of a long day. On phones it stays out of the way: use the header arrows or swipe the day cards instead.
• Handle carryover deliberately. Unfinished tasks from earlier planned days stay visible in Carryover. Drag one to a new day on desktop, or open it and change its Planned date; Home's focused Review panel retains explicit bulk choices.
• Finish from the plan. Use the checkbox on a card to mark it done without opening the task. On desktop, the drag grip sits directly beneath that checkbox so the title and metadata receive more horizontal space. The plus button beside Unscheduled opens rapid capture in place.
• Order and size the day. Each day shows total estimated effort and tells you how many tasks still lack estimates, so a partial total cannot look complete. Drag cards between days on desktop; open a task to choose an exact planned date.
• Deadlines remain promises. Planning never edits a task deadline. If you plan work after its due date, the card warns you instead of silently changing the due date.
• The plan follows the task. Your planned day appears in global search, quick task switching, task preview, and the full task page. Select it from a task to return to that day in Plan.
• Status stays visible. The full task page keeps status, project/workspace, assignee, planned day, and due date directly under the title. On phones, use the explicit Discussion / Details switch to inspect or edit task properties.
• Plan from either task surface. The task flyout and full task page both let you set or clear Planned directly with the same personal date control; neither sends you to Plan merely to change one task.
• Keyboard/touch fallback. Dragging is optional. Open any card, select its Planned pill, and choose a date with the native date control; the adjacent remove control returns it to Unscheduled. Press g then p to open Plan.

Calendar in depth UPDATED

Calendar is for time-anchored deadlines; Plan is for deciding which day you intend to work. Calendar opens to Week by default (switch to Month or Year via the toggle). An empty period now points you to Plan instead of looking broken. The Plan work action remains visible even when Calendar contains tasks, and Plan provides a Deadline calendar link back, so the distinction does not depend on encountering an empty state.

• Phone agenda — Week shows each day and Month shows today plus days that contain deadlines as a vertical agenda. Every item states its time (or All day), title, workspace/project, urgency, and status; phones never squeeze the desktop time grid into a narrow viewport.
• Time-anchored grid — Week and Month share the same hour gutter (default 6 am – 10 pm). Tasks position by their deadline time, sized by their estimated_minutes (or 45 min default). Two tasks at 11 am Thursday line up at the same row across days, so "what's at 11 am Thursday?" is readable at a glance.
• Sticky headers + gutter — scroll vertically (long days) and the day headers stay pinned; scroll horizontally (long month) and the hour gutter stays pinned. Standard spreadsheet pattern.
• Today indicator — bold accent header on today's column, plus a red "now" line with a pulsing dot at the current time. The Today button re-centres the view on now at any time.
• Drag & drop to reschedule — grab any task card, drop it on a new slot. Snaps to 15-minute increments while you drag; the ghost preview shows exactly where it'll land. Release commits the change in one go.
• Readable cards — task cards are roomy and show up to three lines of the title. When several tasks land on the same time slot, they group into a compact stack with a "+N more" you can open — no more overlapping into an unreadable pile.
• Card colours follow a priority cascade — done tasks fade to zinc, overdue lean rose, urgent / high go red / orange, today is amber, and normal-priority tasks use a pastel derived from the project colour. Status (in-progress / on-hold) appears as a tiny dot inside the card. Open Color key in the Calendar header for the same meanings in writing; color is reinforcement, not the only signal.
• Auto-refresh — change a task's deadline, priority, or status anywhere in the app and the calendar updates in place. No manual reload.

Date window & drag-to-reschedule

On Upcoming and All tasks there's a date-window control: All / Day / Week / Month, with prev/next arrows and a Today button. It's a separate axis from the layout — it just bounds which dates you see.

With a window active, the view becomes a day-by-day agenda. Drag a task onto another day to reschedule it — its deadline moves to that day (the time of day is kept; undated tasks land at 09:00). The drag grip appears on the left of each row in agenda mode, and the whole row is grabbable; the move is logged in the task's activity.

List & Board

The List / Board toggle is pure layout and is always available.

• List — a clean list; with a date window it becomes the day agenda above.
• Board — a kanban. Use the Status / Day switch: Status = classic To-do / In-progress / On hold / Done columns (drag to change status); Day = a Todoist-style weekly board where columns are days and dragging a card reschedules it.

Time tracking

Every task has a built-in stopwatch in its panel (under Effort):

• Start / Stop — start a live timer; a running timer also shows in the sidebar so you don't forget it's ticking. Stopping books the elapsed time to the task and records it in the task's activity.
• Log manually — already did the work? Enter a duration like 45m or 1h 30m (plus an optional note) to add an entry after the fact.
• Estimate vs actual — set an estimate (or ~30m at capture) and the panel shows tracked-vs-estimated.

The Time view (sidebar, g r) rolls everything up into a report across tasks and a selectable period. Time is always your time — entries are per person.

Jarvis — AI chat assistant NEW

The floating sparkles icon in the bottom-right of every page is Jarvis, Projectly's AI assistant. Click it (or press ⌘ / / Ctrl /) to open the slide-over chat panel.

Talk to it like you would a teammate. Jarvis is a human-like helper for the whole app — plain, natural conversation, not a command syntax. Ask it to do things, look things up, or explain how Projectly works, and it keeps your context as you move around. It sticks to your Projectly world (your tasks, projects, time, people) and the app itself — ask something off-topic and it'll politely point you back rather than make something up. (And it won't introduce itself unless you actually ask who it is.)

It can act, plan, look up — and explain & guide:

• Create a task — "Create a task to fix the navbar bug, urgent, deadline Friday 5pm." Project & workspace are inferred from your current page if you don't say.
• Update a task — "Set this to urgent", "move deadline to Monday", "assign to imran@…", "mark done". On a task page, "this" is the task you're viewing.
• Plan my day — Jarvis orders eligible work, saves it to your personal plan for today, and gives a one-line reason per task ("blocking 2 deploys", "deadline today").
• What's new? — Cross-task catch-up since you were last around (default last 24h): tasks updated, mentions, things others completed that unblock you.
• What's waiting on me? — Overdue / due-today tasks assigned to you, unread @mentions, pending workspace invitations — all on one screen.
• Summarise this thread — Structured summary of a task's discussion: Decisions / Open questions / Action items, not paragraph soup. On a task page, "this thread" = current task.
• Find tasks — fuzzy title search, top 5 with status, assignee, deadline, last-activity.
• Get task #N — full details on one specific task.
• How many … ? — counting and filtering. "How many overdue?", "Show me urgent tasks in Marketing", "Tasks for imran@… due this week". Status synonyms are understood ("on hold" → blocked, "doing" → in progress).
• List projects in your accessible workspaces, with open/done counts.
• List members of a workspace with each person's active-task count.
• List workspaces you can see, with their open-task counts.

Plus deeper look-ups — time logged ("how much time on #42 this week?"), find a person, search across chat threads ("where did we discuss pricing?"), a project's status & risk, team workload, and stale projects.

Ask how the app works. Jarvis knows Projectly end-to-end. Ask "how do I set up Telegram?", "where do I change who gets emails?", or "how do recurring tasks work?" and it answers in plain language and links you straight to the right page. For things it can't do directly (like changing a setting or creating a project), it points you there instead of refusing.

Chat memory — your conversation persists across page reloads and navigation within your session. Click the refresh icon at the top of the panel to clear it.

Behaviour rules — Jarvis is instructed never to invent task IDs, project names, or features. If it can answer from a query, it will; if not, it'll say so plainly and suggest the closest action it can do. AI service hiccups (overloads, rate-limits, expired keys) surface as one-line friendly messages, not raw API errors.

What powers it — Jarvis runs on whichever AI provider/key is resolved by the standard your key → workspace key → workspace-owner-shared key → global admin key chain. No new setup if you've already configured Settings → AI. Every call attributes to you (or the global fallback) on the Admin → AI usage page.

AI: Suggest my day, Smart sort, Break down

Three AI features, all bring-your-own-key — set a provider in Settings → AI with your own model and API key. Your key stays in your account and is only used for your requests. No provider configured → Smart sort, Break down and Summarize aren't shown, and Suggest my day falls back to a simple deadline-and-priority plan (see below).

• Suggest my day (open Plan my day beside Today on Home): asks your model to bucket eligible work into Start first / Add today / Leave for later with a one-line reason per task. Apply or dismiss — nothing changes until you accept. No AI key? It still works — you'll get a rule-based Now/Today/Later plan built from your deadlines and priorities (labelled "Auto"); add a key any time for a smarter, context-aware version. Applying writes to the same personal plan used by Home, Plan, and Today tasks; future planned work is not pulled forward.
• Smart sort (Inbox): classifies your recent notifications into Needs decision / Reply when free / FYI so you can triage by urgency rather than chronologically.
• Break down (Task panel → AI sparkle icon): proposes 3–7 subtasks for a fuzzy task. Accept individual suggestions or all at once.
• Summarize (Task panel, on threads with 4+ comments): TL;DR of the discussion so you don't re-read everything.

Supported providers: Anthropic (Claude), OpenAI, Google Gemini, OpenRouter (one key for many models, no lock-in), and any OpenAI-compatible endpoint (Ollama, LiteLLM, vLLM).

Per-provider key memory NEW: switching providers no longer makes you re-paste a key you've used before. Save a Gemini key, switch to OpenRouter, save a key there, switch back to Gemini — your Gemini key is still there. Each provider remembers its own. The API key field's placeholder tells you the state: "Saved · leave blank to keep this provider's key" when one exists for the selected provider, or "Paste your <Provider> key" when one doesn't.

If your admin has set a global fallback key, the AI features work even without your own key — but the team admin can see all calls attributed to "global" on the Admin AI usage page, so use it conscientiously.

AI usage & cost NEW

Settings → AI now shows a transparent breakdown of what you're spending. Last 30 days, per-call detail, no surprises.

• Headline cards — Today's cost, this month (with delta vs last month), 30-day total split between API calls and cache hits, cache hit rate (how much the response cache is saving you), and any errors.
• Spend-by-day bar chart — 30 bars, hover for exact $ / call count per day.
• By feature + By model tables — see which feature is most expensive and which model is doing the work.
• Recent calls — the last 20 individual calls with timestamp, feature, model, tokens, cost, and status (ok / cached / error). Failed calls show the provider's error inline so you can debug.

Costs are estimates from a published price table — your provider's invoice is the source of truth. Cached responses (when you trigger the same AI action twice in quick succession) cost zero and are marked as such.

Workspace AI: share one key with your team

Workspace owners can add a shared AI key in Settings → Workspace for the workspace's members to use — useful when the team should share one bill. The workspace's usage breakdown appears in the same place, including a per-member table so the owner can see who's using the shared key.

Projects & tags

Group work into projects (shown in the sidebar with a colour dot) and label tasks with #tags. Both can be used to filter and to scope what you share with collaborators.

Projects live in a workspace (the sidebar list follows the workspace you're in). Tags are personal and global — your own set of labels that spans every workspace, so a tag like #waiting works the same everywhere and your filters keep working across all your work.

Managing tags: Settings → Tags lists every tag with its task count — rename or delete one there. Renaming a tag onto a name you already have merges them (tasks keep the surviving tag). Names are auto-tidied for case and spacing so you never end up with “Bug” and “bug” as two tags.

In any list that spans workspaces (Today tasks, Overdue, My Tasks, Overview…) each task row carries a small colour dot + workspace and colour dot + project tag (plus its time estimate, if set), so you always know what a task belongs to at a glance. The project tag is hidden on that project's own page (it'd be redundant there).

Focus a list — two toggles. Under the toolbar of every cross-workspace list (Today tasks / Upcoming / Overdue / Completed / All / Tag) and on the Overview page you'll see:

• Workspace: All workspaces / This workspace — narrows to your currently-active workspace (the one selected in the top-of-sidebar switcher).
• Tasks: All tasks / My tasks / <a teammate> — a dropdown. "My tasks" means tasks assigned to you, plus tasks you created that aren't assigned to anyone yet. Picking a teammate filters down to tasks assigned to that person.

Default is All workspaces · All tasks (everything you can see). The selection is sticky per view and per user — Today remembers its toggles, All remembers its own, Overview remembers its own, independently. URL-shareable too, so a focus-mode link survives a paste. For a different cut, the Group menu has By workspace (in All-workspaces mode) — each workspace becomes its own collapsible section.

Members (in context): on the Projects page, a project's ⋯ menu → Members lets the owner add an existing account member straight to that project as Editor or Viewer, change a role, or remove them — no detour through the Members screen. (Inviting someone brand-new by email still happens on Members.) Adding someone to a private project is exactly how they gain access to it.

Pin to the sidebar: on the Projects page, click the star on a project to pin it. The sidebar then shows just your pinned projects — a tidy shortlist — with All projects → always one click away. Pin nothing and the sidebar falls back to listing your projects as before. When a list is longer than fits, the sidebar says +N more → rather than hiding the rest silently.

Archive: the project's ⋯ menu has Archive. An archived project leaves the sidebar and its open tasks stop nagging in Today, Overdue, Upcoming and the count badges — but nothing is deleted: the work stays in All tasks and on the project's page, and Restore brings it all straight back.

Transfer ownership: on the Projects page, the project's ⋯ menu has Transfer ownership — hand a project (and all its tasks & subtasks) to a teammate who already has access. Useful when the original owner moves on. You lose ownership once transferred; re-invite yourself as a member if you still need access.

Private projects: edit a project and toggle Private (a lock icon appears). A private project — and all its tasks — is hidden from your account-level members everywhere (lists, board, search, even its direct URL). Only you and people you invite directly to that project can see it. Per-task privacy inside a shared project is not yet supported.

Inviting people

Open Members in the sidebar and choose Invite people. Pick:

• Scope — Full account (they see everything across all your projects) or Just one project (good for clients / part-time help).
• Role — Editor (view, create, edit, comment — cannot delete) or Viewer (read-only).

They get an email with a link to accept. Invitations expire after 14 days. You can invite several people at once — paste comma- or newline-separated addresses into the email field. For each pending invite the Members page lets you Copy link (share it directly, e.g. over chat), Resend, generate a New link (rotates the token — the old link stops working), or Revoke. Expiry is shown inline and turns amber within 48 h / red once expired.

Members & roles

The Members page lists account members, project members, pending invitations, and the workspaces you've joined. Owners can remove a member (their contributions stay) and members can leave a workspace at any time. Deleting tasks stays owner-only.

Owners can also change a member's role at any time — click the role badge next to a member and pick the new one. No need to remove and re-invite. Roles:

• Admin — everything an Editor can do, plus manage members (change roles, remove members) for the account. Cannot delete tasks or touch billing.
• Editor — view, create, edit, comment. Cannot delete.
• Viewer — read-only.

An Admin manages members from the Members page while in that account's workspace (via the switcher). Sending/revoking invitations currently remains with the account owner.

Workspaces NEW

The clearly labelled Workspace switcher sits at the very top of the sidebar. All workspaces · Combined view keeps your work merged across every workspace. Selecting a named workspace displays Active workspace; choose All workspaces to return to the combined view. Open the menu for an explanation of what changes before you switch.

• Switch — pick another workspace to focus your browsing on its projects, and to choose where new tasks/projects you create will land.
• Create workspace — expand this secondary action, give the workspace a name, and you're its owner. Anything you create while you're in a workspace stays in that workspace, separate from your others. A workspace nobody else is in is simply your own private space.
• Your "my work" is always complete. Today tasks, Upcoming, Overdue, My Tasks, the Calendar and your Inbox always show work from every workspace you belong to — switching never hides a task or a deadline. Only project browsing and the Analytics/Workload dashboards follow the active workspace.
• Bring people in — invites are per-workspace: invite from the workspace you're in (Members) and that person joins only that workspace — they see its work and nothing from your other workspaces. Every workspace has its own member list & roles; the same person can be in several with different roles.
• Rename or delete — Settings → Workspace (owner only) renames or removes the workspace you're currently in. Deleting asks what to do with its content: move everything into another workspace you own, or permanently delete it all — you type the workspace name to confirm either way. Your personal workspace is protected and can't be deleted (rename it instead); switch into a workspace first to manage a different one.
• Share ownership (co-owners) or hand it over. On the same page, owners can promote any member to co-owner (they keep the role too — joint ownership), step down to become a regular editor, or transfer ownership to someone else (you become an editor in the workspace). A workspace always keeps at least one owner — the last owner can't step down or be demoted until another owner exists.
• Move a task to another workspace. A task owner can move any of their own tasks to a different workspace they're an editor or owner of, via the Move to another workspace section near the bottom of the task panel. Sub-tasks and time entries follow the task automatically. If the task is in a project, an amber warning makes clear that the project will be cleared on the move (the project itself stays in its workspace — only the task moves). The move is recorded in the task's activity history. Editors can't move tasks they don't own — that's a structural change, kept owner-only on purpose; they can ask the owner.

Comments & @mentions NEW

Every task has a comment thread (in the task panel). Comments support:

• @mentions — type @ and a teammate's name (first or full). They're highlighted in the comment, the person is notified directly, and they're subscribed to the task — so they get every following reply too, not just the one ping.
• Notifications — when you comment, the task's owner, its assignee, and everyone who has commented before are notified by email/Telegram (you're never pinged for your own comment).
• Edit & delete — edit your own comments (they show a small “· edited” marker); delete your own (task owners and admins can delete any).

Notifications

Projectly can reach you four ways: the in-app Inbox, native desktop notifications (Mac / Windows), email, and Telegram (link your account from the Telegram page). You also get reminder and overdue alerts, and an optional daily digest. An iCal feed is available so deadlines can show in your calendar app.

Deadline pings always reach the inbox UPDATED: overdue and reminder notifications now also land in the bell, not just email/Telegram. If you've muted those loud channels (or never set up Telegram), the bell still bumps so nothing slips past.

Focus mode UPDATED: the Focus toggle at the top of the sidebar now genuinely silences email + Telegram for the time you pick — including reminders, the daily & overdue digests, and overdue pings, not just chat. Your in-app Inbox keeps recording everything, and the mute clears itself automatically when the timer runs out.

Chat notification rules UPDATED

Comments in a task chat fan out by channel based on why you're being told. This is intentional — busy threads were drowning watchers in email, and the team flagged it as the single biggest annoyance. As of the May 2026 batch:

Email and Telegram are reserved for direct @mentions — the loud channels stay calm and useful. The in-app Inbox plus the desktop OS toast cover everything else without the noise.

Desktop notifications NEW

If you're running the desktop app (Mac / Windows) — or have projectly.work open in a modern browser tab — every chat ping you're scoped to fires a native OS toast within ~1 second. Click the toast and it focuses Projectly and jumps to the exact message.

First time you launch the desktop app, you need to grant notification permission. Click anywhere inside the app once — macOS or Windows will prompt: "Projectly would like to send you notifications" → click Allow. Done — works on every future launch without re-asking.

Mac tip: make notifications stay until you dismiss them. By default macOS auto-hides notifications after a few seconds (Banner style). To make them sticky until you click them away (Alert style):

1. Open System Settings → Notifications
2. Scroll the app list and click Projectly
3. Change Alert style from Banners to Alerts

Windows: toasts collect in Action Center (press Win+A) so a missed one stays around until you clear it. To tweak: Settings → System → Notifications → Projectly.

The in-app Inbox bell always logs the notification too — so even if your OS muted everything, nothing is lost.

There's also an in-app Inbox — the bell near the top of the sidebar. It's an unread queue: it shows only what still needs you (a task assigned to you, a comment or @mention, a follow-up on something you follow), with a live count. Opening an item jumps to it and removes it from the bell; Mark all read clears the panel to “You're all caught up.” It's intentionally not a log — the thing each notification points to (the task, the changelog) stays reachable normally.

Admin announcements: admins can post a heads-up (a shipped feature, planned downtime) to everyone's Inbox from Admin → Announce. It's in-app only by design — never emailed — so it can't affect mail deliverability. It's always a manual send; there is no automatic per-deploy notification.

You're also kept in the loop on tasks you follow (you follow a task when you comment on it, are @mentioned, are assigned it, own it, or click the Follow button at the top of the task panel): status changes, reminders, the once-when-it-goes-overdue ping, and dependency signals — when a task you follow becomes ready to start (its last blocker is done) or is put on the critical path (something now waits on it). These all ride the same follow/task-update alert setting — there's nothing extra to switch on. Uninvolved workspace teammates aren't pinged about each other's deadlines — only the followers of each specific task are.

In Settings → Notifications → Team alerts you can fine-tune email and Telegram per event (task assigned to you · comments/@mentions · follow/task-update alerts) — turn off the noisy channels and the in-app Inbox still always gets a copy (it can't be muted; you just clear it as you go).

Team workload NEW

The Workload view (sidebar → Insights) shows, for everyone in your workspace, how much is on their plate right now:

• Open, in progress and overdue counts plus estimated hours of open work — with a load bar so you can see at a glance who's buried and who has room.
• Anyone with nothing open shows as available.
• An Unassigned row highlights open work nobody owns yet — your triage queue.

It's read-only and respects access: you only ever see work in workspaces you can access.

Analytics NEW

The Analytics view (sidebar, shortcut g i) shows your output and the team's over a selectable window — Week / Month / Quarter / Year, with prev/next and a Now jump.

• Your activity — completed (with ▲/▼ vs the previous period), created, open, overdue, and hours tracked.
• Completed over time — a simple bar trend (by day for Week/Month, by month for Quarter/Year).
• Team — per-member completed / open / overdue (shown when you have members). Click a member to drill in: completed (with ▲/▼ vs the previous period), completion rate, created, hours tracked, and open / in-progress / on-hold / overdue for that person over the window.
• Projects — completed / open and hours tracked per project for the window, so you can see where the team's time actually went. Time logged on a subtask counts toward its project.

Everything respects access: private projects and other people's accounts never leak into the numbers.

Activity feed NEW

The Activity view (sidebar → Workspace) is a chronological "who did what" stream across every task you can see — created, completed, reassigned, rescheduled, commented, and more. Filter by member or project, and Load more to go further back. Like everything else, it never shows activity from private projects or accounts you can't access.

Feedback NEW

Hit a bug or want a feature? Open the account menu (bottom-left, your name) → Send feedback and file it with a type, title and description. You see your own requests, their status (Open → Planned → In progress → Done / Declined) and a reply thread. Admins see everything, update status and reply. Every event — new request, reply, status change — notifies the whole thread: the requester and every admin, minus whoever just acted (email + in-app Inbox), so the admin team stays in sync and nothing gets lost.

Settings & your account

Reach Settings from the account menu (bottom-left, your name):

• Profile — your name, a separate notification email (if alerts should go somewhere other than your sign-in address), and your timezone (every deadline and reminder is shown and sent in it).
• Appearance — pick your colour palette; it's per-person, so your choice doesn't change anyone else's.
• Notifications — email/Telegram channels, the optional daily digest and its time, and the per-event Team alerts toggles (see Notifications).
• AI — your provider, model and API key for Plan my day (bring-your-own; optional).
• Security — change your password and enable two-factor authentication (authenticator app + recovery codes).
• Delete account — a permanent, self-service wipe of your account and data, from the bottom of Settings.

Telegram: the Telegram page (account menu) links your chat so reminders, digests and alerts can reach you there; unlink anytime.

The account menu (bottom-left) is also where you reach Settings, Telegram, this User guide and What's new — the release log of everything that has shipped.