Everyone sees today's work, repeating jobs appear on their own and finished work waits for a manager's check. You also decide here who can see and do what across Portantis.
Small online shops run on the owner's memory, so work stalls whenever the owner is busy or away.
Tasks gives every person a daily list, repeating work and a manager's check, and it is also where the owner decides who can see and do what, and when to pause automation and AI spending, across all of Portantis. That lets an owner hand work to people and to automation without losing control, inside the same system that already runs a live store's orders, delivery and stock.
In a small online shop, the plan for the day lives in the owner's head. Every question about what to do next becomes a call or a message, and the owner spends the day answering instead of deciding.
Routine jobs slip the moment the owner is away, and work gets called done without anyone looking at it. Nobody knows who is behind without asking around.
Each person opens Today and sees what is due, what is late and where to start. Managers see everyone's day and past week on one screen, and who is running late. The same work can be moved on a board, sorted in a table or planned on a calendar.
Repeating work, daily to yearly, appears on its own, and a skipped day stays on record. Finished work waits in To check until a manager accepts it or sends it back with a reason. Reports show results per person and department by week, month, quarter and year.
Tasks is also where you decide who can see and do what in Portantis: roles, page by page access, and separate permission for sensitive actions such as approving payments. One switch pauses all automation or AI spending at once.
Tasks is in the menu with Today, Team, Board, Table, Calendar, Routines, To check, Done and Reports. Roles, invitations and permissions are in Settings, Team.
Tasks has no AI today. People hand out the work, do it and check it here, and alerts and approvals from other parts of Portantis reach the right person.
Coming next: voice notes on tasks, a team chat side panel next to your work, targets for every role with a weekly summary, step-by-step guides made from recordings of real work, and an assistant that handles routine internal jobs and answers your team's questions about the business.
Each person opens Today and sees their work in the order it should be done, with one clear place to start and a warning when the day holds too much.
People start each day on the task that matters most, and the owner stops answering calls about what to do next.
Set up a routine once, with its checklist, and the task appears every time it is due. A day nobody finishes stays on record, so skipped work never disappears quietly.
Repeating work no longer depends on anyone's memory, and every skipped day stays on record.
Work that needs a second look waits in To check when it is finished. The checker sees what was done, then accepts it or sends it back.
Half-finished work stops being reported as done, and every task that needs it has been looked at by a second person.
Team puts every person's day on one screen: what is done, what is late, what waits for a check and who has more work than they can finish.
Managers see who is falling behind midweek and move work before deadlines pass.
Reports show finished, late and missed work per person and per department by week, month, quarter or year, each compared with the period before. Owners and admins see them.
Performance talks rest on the same numbers for every person.
People hear about work that concerns them when it happens, get a reminder when a deadline passes, and your team chat gets a short summary of who finished what.
The owner reads the day's result in one message, and colleagues are no longer chased for updates.
Finished tasks earn points, so effort across the team is measured on one scale, and important work done early counts for more.
Recognition goes to important work finished early.
Each role starts with sensible permissions, you can change single permissions for one person, and private departments keep payroll or HR work away from the rest of the team.
The owner hands out work without exposing salaries, contracts or management matters, and without giving anyone full admin access.
Owners and admins can pause new automation, new AI spending or both from one screen, and set their own spending limits.
A runaway automation or an unexpected AI bill is stopped from one screen before it grows.
Contracts, certificates and procedures are stored privately, by company, firm or person, with expiry dates and a named person reminded before each review is due.
Procedures stay current and contracts do not lapse unnoticed, with no spreadsheet of renewal dates to keep.
Create a Payroll department and make it private. Its tasks are seen only by managers and the person doing them, and the team summary counts them without naming them, so salary work never shows in the team chat.
Add a routine for salaries mid-month and on the last day of the month, with its checklist. The task appears every month, February included, and if you want, it stays on the list until someone does it.
Reports show the week ahead for each person. When someone has too much due on one day, move what is not urgent to a colleague or a later day before deadlines pass.
Invite them as a member, choose what they can see and change on each page, then view Portantis as them to check. A designer account works on product pictures and videos with money and stock figures hidden.
Points favour important work and work finished early. The weekly points chart shows who closes important work ahead of time, not who ticks off the most small tasks.
Store each procedure with a review owner and a next review date. The owner is reminded ahead of time, must open the file before confirming, and every review stays on record.
When an automation misbehaves or a bill looks wrong, an owner or admin pauses new AI spending from one screen, writes why, and turns it back on when it is fixed. Finished work stays.
Add a goal, such as a customer satisfaction target, and link tasks to it. Reports show finished and open tasks toward each goal, and you can see which goals have no open task moving them forward.
| Task | By hand | With Tasks |
|---|---|---|
| Asking each person what they finished | The owner calls or messages every teammate at the end of the day and pieces the answers together. | You see everyone's day on one screen, and your team chat gets a short summary of who finished what. |
| Setting up repeating work again and again | Last week's list is copied into a new message or sheet, and monthly jobs depend on someone remembering. | Repeating work and its checklist appear on their own, and a skipped day shows up. |
| Checking that finished work is really finished | The manager asks for proof, opens files, and later finds some work was only started. | Finished work waits for your check with the person's note and ticked steps. Accept it or send it back. |
| Chasing late work | The owner scrolls through chats and notebooks to find what slipped, then reminds each person one by one. | Late work is listed by name, and people are reminded for you. |
| Preparing monthly performance reviews | Someone counts finished tasks from chats and notes, and deadlines that were quietly moved leave no trace. | Reports show each person's finished, late and missed work next to the month before, and moved deadlines stay visible. |
Status checked
Tasks is the PortantisAI module that gives every teammate a daily to-do list, sets up repeating work on its own and holds finished work until a manager checks it. It is also where you decide who can see and do what across Portantis, and one switch pauses all automation or AI spending at once.
Not yet. People hand out the work, do it and check it here, and alerts and approvals from other parts of Portantis reach the right person. Coming: voice notes, a team chat side panel, targets for every role, step-by-step guides made from recordings of real work and an assistant for routine internal jobs.
Yes. For each person and each page, you choose whether they cannot see it, can only look or can make changes. Designers can manage product pictures and videos without seeing prices, costs, margins, stock or sales, and warehouse-only accounts see only their own work. You can view Portantis as a teammate to check what they see.
The missed day stays on record, so it never quietly disappears. If you want, the work also stays on the list as late until someone does it.
Finished work waits in To check until a manager accepts it or sends it back with a reason. Tasks can carry checklists and comments, and reports show each person's and department's results to owners and admins.
Yes. One switch pauses all automation or AI spending at once, and you can set your own spending limits. Every change is kept with who made it and why. Sensitive actions such as approving payments are allowed or blocked per person, apart from page access.
Finished tasks earn points, more for important work and extra for finishing early. Finishing late takes nothing away, so the score rewards good work without punishing a hard week.
Only managers and the person doing the task. The team summary counts those tasks but never shows their names. Work that owners and admins give each other is kept private from moderators too.
Yes. When a deadline passes, the person gets a reminder, without endless repeats. Late work also stands out in every list, so it is easy to spot.
No. A task keeps its first due date and shows it next to the new one, on the task, in To check and in the late work report, so a moved deadline is always visible.
Yes. One person owns the task, others can join and see it in their own lists, and a backup person can be named. A task that depends on others stays open until they are finished.
Tasks is part of Portantis, now in closed beta. We set every founding store up by hand.
