AI task drafts and status summaries
Paste the client's brief and AI adds the project's tasks, with subtasks, hours and deadlines, for you to check. One more press writes a short status summary for the client or for management, kept on the project for you to copy.
PLANSScale only
The problem it solves
- Turning a ten-page brief into a task list takes a manager half a day before any work starts.
- The weekly update to the client is written from memory and leaves out what is late.
- Management asks where a project stands, and the answer means opening five screens.
How it works
- Open the project and its AI tab. Paste or type the Brief: what the client asked for, the scope and notes from the kick-off.
- Press Draft Tasks with AI. The brief goes to the SmartMy AI service, which returns the tasks in order.
- The tasks are added to the project at once, with subtasks, a one-line description, planned hours and a deadline counted from the project's start. The list of them opens.
- Check them: change, delete or add what you need. The project's history notes how many tasks AI drafted.
- For a status update, choose Summary For: The Client or Management, then press Status Summary with AI.
- The summary appears on the tab with the time it was written. Copy it into the project feed or an email; nothing is sent by itself.
Everything it does
Draft Tasks with AI
- Reads the Brief only: the first 12,000 characters
- Up to 40 tasks, each with up to 20 subtasks
- Each task: name, one-line description, planned hours, and a deadline counted in days from the project start (or from today)
- Tasks are saved on the project straight away in its first stage, not held as a draft; you check them after
- The person who pressed the button is on each task; no priority, tags or checklist are set
- Pressing again adds another set; it does not replace the first
- Automation rules for A Task Is Created act on these tasks as on any other
Status Summary with AI
- Written from the project's facts: name, client, status, health and its note, start and planned finish
- Tasks done, open and late, up to 10 late tasks, up to 10 done in the last 14 days and the next 10 due
- Hours logged, and payment milestones due with their amount
- For The Client (to start with): plain sentences, at most 150 words. What was done, what is next, what the client must decide or pay; no internal costs
- For Management: bullet points, at most 150 words, health and why, progress, late work, risks, hours and money
- Kept on the tab with Summary Written; a new one replaces the last; it cannot be edited on the tab
AI on your account
- Only Projects Managers see the AI tab and use the buttons
- An administrator switches AI on for each person under Administration > AI
- Everyone with AI shares the plan's AI allowance; Administration > AI shows what is used and when it renews
- Every call is listed in AI Usage, failed ones too
- The SmartMy AI service chooses the model; no AI key is kept in your database
- If AI is off for you, the allowance is used up or the service is busy, a plain message says so and nothing changes
Who uses it
Projects ManagerWrites the brief, drafts the tasks, checks them, and writes summaries for the client or management.
AdministratorSwitches AI on for the people who use it, watches the allowance and buys more.
ClientReads the update you choose to post on the feed or send by email.
Where you use it
- Web: the project form, AI tab
- Administration > AI: who has AI, the allowance, AI Usage
- Not in the phone app
What you control
Settings
- AI per person: off until an administrator switches it on
- Summary For: The Client to start with, or Management
Notifications
- None of its own; drafted tasks do not send Task Given to You to the person who pressed the button
Questions
Does AI send anything to my client?
No. The summary stays on the project's AI tab until you copy it into the feed or an email yourself.Are the drafted tasks saved before I check them?
Yes. They are added to the project as soon as AI answers, and the list opens for you to check. Delete or change any you do not want.What does AI read for the summary?
Only the facts listed above, taken from the project: its health, dates, tasks, hours and payments due. It does not read comments, files or timesheets line by line.Who can use the AI buttons?
Projects Managers whose account an administrator has switched AI on for. Others do not see the AI tab.What happens when the AI credits run out?
The button says the allowance is used up and nothing is changed. It renews with the plan, and your administrator can buy a pack.Which plan has AI?
Scale, with 500 AI credits a month. Starter and Growth do not have the AI tab.Related features
TASKSTasks on a board, list, calendar and pivotEvery project's work as tasks with assignees, priority, dates and tags. See them as a board by stage, a list, a calendar or a pivot. Stages are shared by every project, or a project keeps its own.PROJECTSProject feed for the team and the clientOne timeline per project where updates, tasks done, payments, stage changes and key events land, each marked with who it is meant for. The client is told on WhatsApp or by email with a link to their own view, and confirms important items with Seen.PROJECTSClient projects with team, value and healthEvery project holds its client (or marks it internal), Entity, currency, value, dates and the team with their roles and dates. The project manager sets its health, On Track, At Risk or Off Track, with one line on why.CLIENTS, DASHBOARDS, APPS, AIClient portalYour clients log in to see their projects. They see status and health with your note, the tasks you let them see, the updates meant for them and the payments due and received. Clients are free; they do not count as users.CLIENTS, DASHBOARDS, APPS, AIDashboards: My Work, Delivery and MoneyThree ready dashboards open first in the Projects app. My Work is for everyone, and Delivery and Money are for managers. Every number counts only what the viewer may open, and a click shows the records behind it.
See your next project on it.
Tell us how many people keep time, how you bill your clients today (hours, fixed price, retainers) and what you use now. We will set up one of your real projects with you.