Management
Sees all projects and manages the team, plan, integrations and the audit log.
Features in detail
Everything Tasktopus AI can do.
Every feature with what you actually do with it, and the plan it starts in. During the 14-day trial you get everything, including Business. English app interface coming shortly.
- All plansalso in the free Starter
- Pro and upPro and Business
- BusinessBusiness plan only
Roles: who sees what
Three fixed roles with clear views. Everyone sees what they need for their work, and nothing more.
All plans
Project leads
Run their own projects: tasks, milestones, risks and approvals.
Team members
See the projects they work on, plus their own tasks and time entries.
Set up your team
Management adds members directly, and Tasktopus AI generates a starting password to pass on. Starter includes up to 5 members.
Projects & tasks
From the portfolio down to a single subtask: everything in one place, with dates, dependencies and a review step.
All plans
Project portfolio
All projects as a list or tiles with status, priority, client, timeframe and automatically calculated progress. Plus personal favorites and an archive.
All plans · Starter up to 3 projects
Project page & status report
Each project page brings together overview, team, milestones and risks, plus a printable status report.
All plans
Tasks as a list or Kanban
Kanban board with drag & drop and quick filters like "Mine", "Overdue" and "Today". Plus subtasks as a checklist, tags, dependencies, recurring tasks, effort in hours and participants.
All plans
Review step
Tasks go out for approval and are accepted or sent back.
All plans
Milestones & quality gates
Fixed dates per project, also as quality gates. Overdue milestones are flagged, as are tasks due only after their milestone.
All plans
Gantt & timeline
A schedule per project with tasks, milestones and a "today" line. You change dates on the task, and the plan follows automatically.
Pro and up
Overview & risks
See what's on fire every morning, and capture risks before they turn into problems.
All plans
Dashboard briefing
Your personal morning briefing: overdue items, risks, deadlines and workload. Show, hide and sort the tiles any way you like.
Risks with countermeasures
Risks per project with a level from low to critical and a countermeasure. High and critical risks show up on the dashboard.
Risks Tasktopus AI spots on its own
Tasktopus AI detects delays, overload and budget pressure in your data and suggests them as risks. Nothing is created until you confirm.
Company goals
Strategic goals with a deadline and progress, so projects and goals line up.
Collaboration
Dates, agreements and files live with the project, not in five different tools.
All plans
Calendar
Month and agenda views with due dates, milestones, your own appointments and absences.
Communication
One general channel and a separate chat per project. An @-mention notifies the person.
Files with versions
Files per project or for everyone, up to 25 MB per file. Upload a file with the same name and it becomes the new version. Google Drive documents can be linked.
Software inventory
Which tools do you use in which project? The inventory documents it in one place.
Capacity & time
See who's free and who's overbooked, and track time right where the work happens.
Weekly capacity
Everyone has a weekly capacity. Tasktopus AI compares it with the estimated hours of open tasks. So you see who's free and who's overbooked, in hours rather than just percent.
All plans
Time tracking
With a timer or as a manual entry per project and task. Project leads approve time entries, with a monthly filter and CSV export.
Pro and up
102 methods you can apply
The toolbox is not a wiki. You fill in each method right on the project, save it and print it for a workshop or your records. Everyone on the project can see it.
Starter: 12 core methods Pro and up: all 102
Suggestions for each project phase
At the start, Tasktopus AI suggests things like a project profile, stakeholder analysis and SMART goals. Mid-project it's the risk matrix, RACI or plan-vs-actual comparison, and at the end lessons learned and a closure report.
Search instead of browsing
The method picker has a search box. Its groups include Analysis, Planning, Prioritization, Risk & Quality and Closure & Review.
Guides with examples
How SWOT, RACI, the risk matrix and other methods work is explained step by step under Methods.
also included in Starter
Analysis & diagnosis 24
- 5 Whys (root cause analysis)
- 8D method
- A3 report
- Traffic light report
- Benchmarking
- Burn-down chart
- Burn-up chart
- Business Model Canvas
- Earned value management
- Fault tree analysis
- FMEA
- Ishikawa / fishbone
- KPI dashboard
- Weighted scoring (utility analysis)
- Pareto analysis
- PESTEL analysis
- Porter’s Five Forces
- Root cause analysis
- SIPOC diagram
- Plan-vs-actual comparison
- Stakeholder analysis
- Status report (template)
- SWOT analysis
- Scenario analysis
Planning & structure 19
- Elevator pitch
- Gantt overview
- Golden Circle
- In/out-of-scope matrix
- Kanban board
- Project management triangle
- Milestone plan
- Network diagram (CPM)
- PERT estimate
- Planning Poker
- Project charter
- Project profile
- Work breakdown structure (WBS)
- Roadmap
- Scope definition
- SMART goals
- Sprint planning
- Story mapping
- Goal cross
Prioritization & decisions 10
- Dot voting
- Eisenhower matrix
- Decision matrix
- ICE scoring
- Impact-effort matrix
- Kano model
- Cost-benefit analysis
- MoSCoW prioritization
- RICE scoring
- Value-effort matrix
Quality & improvement 24
- 5S method
- Acceptance protocol
- After Action Review
- Bow-tie analysis
- BPMN
- Opportunity-risk matrix
- Customer journey map
- Definition of Done
- DMAIC
- Flowchart
- Kaizen
- Lessons learned
- PDCA cycle
- Post-mortem analysis
- Pre-mortem analysis
- Project closure report
- Retrospective
- Risk heatmap
- Risk register
- Risk matrix
- Risk breakdown structure
- Start-Stop-Continue
- Swimlane diagram
- Value stream mapping
Creativity & collaboration 25
- 6-3-5 method
- Action item list
- Affinity mapping
- Brainstorming
- Brainwriting
- Crazy 8s
- Delegation Poker
- Design Thinking
- Empathy map
- How-might-we questions
- Communication matrix
- Communication plan
- Conflict matrix
- Lean Coffee
- Meeting minutes
- Mind mapping
- Personas
- Power-interest grid
- RACI matrix
- Sailboat retrospective
- SCAMPER
- Six Thinking Hats
- Team Canvas
- Team charter
- Working agreements
Tako, the AI assistant
Tako knows your projects, tasks, dates, risks, workload and the key figures from analytics. He suggests, you confirm. Nothing is created or changed without your confirmation.
All plans
Ask in plain language
- What's overdue?
- Why is project health at 62 %?
- Plan a website relaunch by September.
What Tako suggests
- Tasks, including several at once
- Milestones and risks
- Automations
- Changes to projects and tasks
Also from Pro
- Entire projects with plan and milestones
- Time entries
- Status reports
AI actions per month
- Starter
- 25
- Pro
- 500 per user
- Business
- 2,000 per user
AI and data privacy
For Tako we use language models from OpenAI (USA) via the business API. Only the project data needed for your question is transmitted, and it is not used for training. Privacy policy
Control & AI Ops
Project health as a traceable number, a morning check by an agent, and reports at the push of a button.
Pro and up
Analytics
Project health as a single number. Tasktopus AI shows what costs points: overdue items, blockers, risks, milestones, budget, overload. Plus schedule, budget and resource risk, a traffic light per project and a priority list.
Pro and up
Project Ops
A daily digest with health, critical tasks and suggestions. If a delay puts milestones at risk, the project lead gets a warning. Plus suggestions for new risks and for redistributing tasks by capacity, each only after confirmation. On Fridays, a weekly report is generated.
Pro and up
Impact & countermeasures
If a task slips, Tasktopus AI shows which dependent tasks and milestones move, and suggests countermeasures.
Pro and up
Reports
Weekly report with tracked hours, project status and the Ops weekly status, as CSV or printable PDF. The budget report comes with Business.
Pro and up
Automations
If-then rules for the routine work. Active rules check themselves every morning.
All plans
If …
- a task is overdue
- a risk becomes critical
- a budget is reached
- a project status changes
… then
- notification, email or report
- assignment to the project lead
- webhook or a Tako analysis
- Slack or Teams message (Pro and up)
Runs per month
- Starter
- 50
- Pro
- 1,500
- Business
- 10,000
Who creates rules
Project leads create rules with in-app notifications for their projects. Anything that goes outside the app is set up by management.
Budgets, resources, approvals
For companies that manage money and capacity across all projects.
Business
Budgets
Budget items per project with planned and actual figures, a warning when exceeded, and allocated or free at a glance.
Resources
Capacity and workload of the whole team across all projects, overbooking in hours and a bottleneck filter.
Approvals & outcome tracking
Countermeasures are approved, and Tasktopus AI checks after the due date whether they worked.
Integrations
Tasktopus AI talks to the tools your team already uses.
Pro and up
Slack & Microsoft Teams
Connect right in the app. Automations send messages to your channels, and a test button checks the connection.
Jira
Connect right in the app, with ticket sync.
Outlook, Google Drive, GitHub
We set these up for you on request: hallo@tasktopus-ai.de
Admin & security
Traceable, exportable and hosted in Germany.
All plans
Audit log
All important changes, filterable and as CSV. Visible to management.
Data export
Export everything as CSV or JSON at any time.
Search across everything
Projects, tasks, milestones, methods and chat in one search.
Sample project
A sample project at the push of a button, with milestones, dependencies, one delay and one risk. It's marked as a demo and can be hidden or deleted at any time.
Security
Encrypted transmission, lockout after several wrong passwords and strict separation between customers. App and data are hosted by ALL-INKL.COM in Germany. Data processing agreement
Light, dark, mobile
Light and dark design. Works in the browser on your phone, too.
What's not available yet
So you don't expect anything Tasktopus AI can't do today.
- Invitation links and guest access, for example for clients. Management adds members.
- A client portal or approvals by external clients.
- Payment, plan changes and cancellation in the app. These run by invoice and email to hallo@tasktopus-ai.de.
- Single sign-on (SSO) and SCIM. Both are planned for Enterprise.
- Apps for iPhone or Android. The web app works on your phone.
- Sharing methods externally via link.
- Moving Gantt bars by dragging. You change dates on the task.
