You can create a task without opening the app: message @iTasksBot in a private chat and say what needs to be done. The bot reads the message and replies with a draft card — title, description, assignee, project, due date and priority. The task appears in iTasks only when you tap “Create task”.
The bot needs your iTasks account and a workspace with a project. If you haven’t opened the app yet, start with “Opening iTasks and Getting Access” and “Creating Your First Workspace”. The bot works only in a private chat: it doesn’t read messages in groups.
How to create a task
- Write the task as a regular message, the way you would to a colleague: who, what and by when.
- The bot reacts to the message with 👀 and sends a draft card a couple of seconds later.
- Check the fields. Fix anything wrong with a message (“not Anna, Dmitry”) or a button on the card.
- Tap “Create task”. The assignee gets a notification, as for any new task.
What’s on the draft card
- Title — what needs to be done, in short. The assignee’s name and the due date don’t go into the title.
- Description — details from the message, if any. The bot shows it as a quote under the title.
- Assignee, project, due date and priority — the table rows. The value on the right is a button: tap it to choose another one.
- “Create task” creates the task. It isn’t shown until a project and an assignee are chosen; instead, the bot says what’s left to pick.
- “Open draft” opens this draft in the app, where you can finish it. “Delete” deletes the draft.
How to choose or change the assignee
Mention the person in your message by first name, last name or username: “Anna, prepare the report”, “ask Dmitry to…”. “Me” and “myself” mean you. If you don’t mention anyone, you become the assignee.
If a name matches several members — say, there are two Annas on the team — the bot lists them under the table; tap the right one. If the person isn’t in the workspace, the row keeps “Choose”.
You can change the assignee any time before the task is created: write “not Anna, Dmitry” or tap the name in the Assignee row and pick someone from the list. The current choice is highlighted; “← Back to draft” returns to the card without changes.
The list only includes members who can get tasks in the chosen project: those with access to the project, plus the workspace owner and admins. That’s why it helps to pick the project first. Project access is covered in “Members and Roles”.
How to choose the project
The bot picks a project by the meaning of the task, comparing it with your project names and descriptions. You can also name the project: “in the New website project”. If several projects fit, the bot lists them under the table.
If the bot can’t tell, it uses the project of your latest task, or your only project if you have just one. Otherwise the row shows “Choose”.
To change the project, tap its name on the card and pick another one. The list contains the active projects you have access to. Clear project descriptions help the bot get it right — see “Projects” for how to set them.
Due date and priority
Write the deadline any way you like: “by Friday”, “tomorrow at 3 pm”, “in a week”, “November 30”. The bot calculates the date in your time zone. The due date button offers Today, Tomorrow, Day after tomorrow, In a week and No due date. “Urgent” and “important” set high priority, “whenever” sets low; the priority button has three levels.
Corrections and tasks in several messages
While a draft is open, each next message adds to it instead of starting a new one. Handy when you describe a task bit by bit: “also social media mockups”, “due next Tuesday”.
AI applies corrections rather than appending them: “sorry, I meant April” replaces the month in the description, and repetitions and typos are cleaned up. The title changes only when you ask: “rename it to…”.
A message forwarded from another chat goes into the description word for word, as a quote with the author’s name. Forward a client’s message and add your own: “Maria, reply today”.
The updated card appears at the bottom of the chat and the old one disappears. Replying to a card edits that card, even if it’s higher up in the chat.
Made a mistake in your message? Just edit it in Telegram. Until the task is created, the bot fixes the draft from the new text and updates the card in place. Once the task exists, editing the message no longer changes it.
When a new draft starts
- you tapped “Create task” or “Delete”;
- more than 15 minutes have passed since your last message;
- you sent /new or clearly started another task: “new task: …”;
- there were other messages between the card and your message — the bot doesn’t touch an older card higher up in the chat.
Creating the task
Tap “Create task”. The card turns into a summary: title, assignee, project and due date, a “Task created” mark and an “Open task” button that opens the task in iTasks. If the assignee isn’t you, the bot says they’ll be notified. Tapping again won’t create a second task.
The status in the card of the created task is a button. Tap it and the card turns into a list of statuses in the order set up in the workspace: the current one is marked, “Done” is green. Pick one: the task moves there right away and the card comes back with the new status; “← Back to task” brings it back unchanged. The assignee opens the same list from the new task notification. A task with a workflow shows the next and previous workflow steps in the list. The author, the assignee and workspace admins can change the status; close a task with unfinished subtasks in the app. There is no Backlog in the list: you can put a task off in the app.
Photos and files
Send the bot a photo or a file, with or without a caption. A photo goes into the task description, like an image added in the editor; a document, spreadsheet, archive, audio or video goes into the attachments. The bot reads the caption like a regular message.
A photo without a caption adds to the open draft; if there isn’t one, it starts a new untitled draft — write what needs to be done in the next message. Several photos in a row, such as an album, end up in one draft. To attach an image instead of putting it into the description, send it as a file.
Files use the workspace’s storage. Before uploading, the bot checks that there’s enough space. If there isn’t, the file isn’t saved and the bot says storage is full; on the free plan, the workspace owner gets a “Get PRO” button right away — PRO has more space. Limits are in “Subscription, Plans, and Limits”. The bot can’t accept files larger than 20 MB: attach them in the app.
Voice messages
You can dictate a task to the bot: a voice message, an audio file or a video message up to 10 minutes long. The bot transcribes the speech and reads it like a regular message, so you can say the assignee, project, deadline and priority out loud too.
Voice and text can be mixed: a voice message adds to the open draft, and a voice message forwarded from another chat goes into the description as a quote. The bot also takes an audio file’s caption into account.
Transcription uses the workspace’s AI tokens. Voice input inside the app is covered in “Voice Input and AI Task Creation”.
AI parsing and no-AI mode
By default, AI reads every message: it separates the title and description and finds the assignee, project and deadline. This uses a small amount of the workspace’s AI tokens — the same balance as voice input and the AI assistant. The balance and top-ups are in “Subscription, Plans, and Limits”.
If AI tokens run out or AI is temporarily unavailable, the bot doesn’t refuse; it switches to no-AI mode: the first line of the message becomes the title, the rest becomes the description, you become the assignee, and the default project is used. The card notes that the message wasn’t parsed, and you can fill in the fields with the buttons.
Voice messages can’t be transcribed without AI: when there are no AI tokens, the bot doesn’t send the audio for transcription and suggests topping up the balance or typing the task. The workspace owner gets a “Top up AI tokens” button right away; others are asked to contact the owner. If tokens run out during transcription, the transcribed text isn’t lost: the bot parses it and sends a draft.
Bot commands
The commands are in the bot menu — the “/” button next to the message field. You don’t need a command for a regular task: just send a message.
| Command | What it does |
|---|---|
/new | A draft without AI parsing: the first line becomes the title, the rest becomes the description. Useful when you want to save a task word for word, save AI tokens, or start a new draft without adding to the open one. Example: /new Buy office paper. |
/space | Choose the workspace where the bot creates tasks. It’s shared with the app: open another workspace in iTasks and the bot switches too. More in “Selecting and Switching Workspaces”. |
/notifications | Notification status and buttons to turn notifications off for an hour or until morning and back on. The schedule is set in the app — see “Notifications”. |
/help | A short reminder of how to create tasks with the bot. |
/start | Open iTasks. |
/terms | Terms of use and privacy policy. |
/paysupport | Payment support. |
Drafts from the bot
Every bot card is a regular iTasks draft. It appears in the app right away under Menu → Drafts in the workspace where you create tasks, and only you can see it. The Open draft button on the card opens exactly this draft.
In the app you can finish the draft — add watchers, a checklist, attachments or recurrence — and create the task from there. If you change a draft in the app, the buttons of the old card in the chat won’t apply outdated values: the bot shows the current version.
You can keep up to 20 drafts at a time; a draft without changes is deleted after 30 days. If the bot says there are too many drafts, create tasks from the old ones or clear the list with “Delete all drafts” at the bottom of the Drafts screen. More in “Task Drafts”.
If the bot asks you to open iTasks
- No account or workspace. Open iTasks with the button in the bot’s reply, create a workspace or accept your team’s invitation, then send the message again.
- No available projects. Create a project or ask an admin for access.
- Read-only workspace. The subscription has ended or limits are exceeded: new tasks can’t be created until the owner renews the subscription.
- You have several workspaces. The bot asks where to create tasks; you can change it later with /space.