Creating and Managing Tasks via Chat

Agency Hero’s chat interface lets you manage workspace tasks entirely through conversation. Instead of navigating menus or filling out forms, you can tell the agent what you need in plain language — and it will propose the task for your review before anything is created or changed.

What you can do#Copy link

The task-manage skill handles four core operations via chat:

All write operations (create and update) require your explicit approval before they take effect. The agent never creates or modifies tasks silently.

How to phrase requests#Copy link

You don’t need special syntax. Describe what you want in natural language:

Creating tasks

• “Create a task to review the Q4 budget.”
• “Add a to-do for Sarah to update the docs by Friday, high priority.”
• “Track a task: follow up with the Acme client about the proposal.”

Updating tasks

• “Change the priority of the login bug task to urgent.”
• “Move the ‘Update docs’ task to doing.”
• “Set the due date on ABC-123 to next Wednesday.”
• “Reassign the pricing review task to Marcus.”

Completing tasks

• “Mark the ‘Fix login bug’ task as completed.”
• “The Q4 review is done — close it out.”

Finding tasks

• “Show me all tasks assigned to Sarah.”
• “What tasks are blocked right now?”
• “List everything due this week.”
• “What’s in the backlog for the Acme workspace?”

If the agent needs more information — like an assignee name or a due date — it will ask before proposing anything.

The approval flow#Copy link

Because task creation and updates modify your workspace data, the agent always presents an approval card before executing. This is by design — you stay in control.

Here’s what the flow looks like:

1. You send a message asking to create or update a task.
2. The agent gathers any missing details (if needed) and then calls the task tool.
3. An interactive approval card appears in chat showing all the proposed fields.
4. You can edit any field inline directly on the card before approving.
5. Click Create Task (or Update Task) to confirm, or Cancel to dismiss.
6. Only after you approve does the task get created or changed.
7. The agent confirms briefly once the action is executed: “Done — task created.”

Note: The agent will never announce the proposed task details in its message text — the approval card itself shows everything. This keeps the chat clean and makes the card the single source of truth for what will be created.

Approval cards expire after 24 hours. If you don’t act on a card and it expires, simply ask the agent to propose it again.

Task fields#Copy link

Every task in Agency Hero has the following fields, all of which you can set via chat:

Title (required)#Copy link

A short, clear summary of the work. Maximum 500 characters.

Example: “Review the Q4 budget proposal”

Description (optional)#Copy link

Detailed context written in markdown. Useful for background, acceptance criteria, or links.

Example: “Compare against the draft shared in the Aug 12 meeting. Focus on the headcount assumptions.”

Priority (optional, default: medium)#Copy link

How urgent the task is:

Example chat: “Make it urgent.” or “Low priority for now.”

Pipeline Stage (optional, default: backlog)#Copy link

Where the task sits in your workflow:

Moving a task to Done automatically marks its execution status as completed. Moving it back to Backlog or To Do from Done resets the status to not_started.

Example chat: “Move it to doing.” or “Put it in the backlog for now.”

Execution Status (optional)#Copy link

A more granular view of where work stands:

Pipeline stage and execution status stay in sync automatically:

• Setting status to in_progress, blocked, or on_hold moves the stage to Doing.
• Setting status to completed moves the stage to Done.
• Setting status to not_started while in Doing moves the stage back to To Do.

Example chat: “Mark it as blocked — waiting on legal review.”

Assignee (optional)#Copy link

The team member responsible for the task. The agent looks up the correct user ID from your workspace member list automatically when you mention someone by name.

Example chat: “Assign it to Sarah.” or “Unassign it.”

Due Date (optional)#Copy link

When the task needs to be completed. Use natural language — the agent converts it to the correct date format (YYYY-MM-DD).

Example chat: “Due this Friday.” or “Set the deadline to March 15.”

Meeting action items → tasks#Copy link

Agency Hero’s post-meeting workflow can automatically surface action items from meeting transcripts and propose them as tasks.

How it works#Copy link

1. After a meeting, the post-meeting-extract skill analyzes the transcript and identifies action items — things explicitly assigned to people or implied by the discussion.
2. The post-meeting-tasks skill takes those extracted items and prepares task proposals, mapping each one to an owner (based on attendee context) and a due date (if mentioned).
3. A batch approval flow presents all proposed tasks for your review — approve, edit, or reject each one individually.
4. Approved tasks are created in Agency Hero (and optionally synced to connected PM tools like Linear).

Triggering it in chat#Copy link

You can start this flow manually:

• “Create tasks from the action items in today’s standup.”
• “Turn the meeting action items into workspace tasks.”
• “Sync the action items from the Acme kickoff call to Linear.”

Deduplication#Copy link

Before creating tasks, the agent checks for existing open tasks that match. If a near-duplicate is found, it asks whether you want to merge or create a new task — preventing clutter from meetings that revisit the same topics.

If no PM tool is connected#Copy link

If you haven’t connected an external project management tool (like Linear), tasks are created as internal Agency Hero tasks only. You can connect integrations in Settings → Integrations.

Cross-workspace task management#Copy link

If you have access to multiple workspaces, you can manage tasks across all of them from a single chat.

From an org-level or cross-workspace chat#Copy link

You can scope any request to a specific workspace by name:

• “Show me all tasks in the Vertice Labs workspace.”
• “Create a task in the Acme Corp workspace: finalize the proposal.”
• “What’s blocked across all my workspaces?”

When you ask to see tasks “across all workspaces” or “everywhere,” the agent queries each workspace you have access to, aggregates the results, and sorts them by due date and priority.

From a workspace-scoped chat#Copy link

When you’re inside a specific workspace, task operations default to that workspace. You can still explicitly target another workspace by name if needed.

Permissions#Copy link

Task creation and updates require at least member role in the target workspace. Viewers can list and search tasks but cannot create or modify them.

Tips and examples#Copy link

Create a task with full details at once#Copy link

“Create a high-priority task for Marcus: finalize the pricing deck by next Thursday. Description: include competitor analysis from the Notion doc.”

The agent will extract all of this — title, assignee, priority, due date, and description — and present a single approval card.

Update multiple fields at once#Copy link

“Change the ‘Update docs’ task to urgent priority, assign it to Alex, and set the due date to Friday.”

All changes are batched into a single tasks_update call and shown in one approval card.

Find and complete a task by name#Copy link

“Mark the pricing review task as done.”

If the task ID isn’t known, the agent searches your workspace by title and confirms it found the right task before presenting the approval card.

Create tasks one at a time#Copy link

When creating multiple tasks, the agent handles them one at a time to ensure each approval is deliberate. You won’t get a single bulk-create card for multiple distinct tasks.

Internal tasks vs. external PM tools#Copy link

The task-manage skill creates and updates tasks inside Agency Hero. If you want to create tickets in Linear, Jira, or another connected tool, mention the tool explicitly or use the post-meeting workflow, which handles syncing to connected PM tools with approval.

Common questions#Copy link

Can the agent create tasks without asking me first?
No. Every task creation and update requires your explicit approval via the card in chat. The agent cannot bypass this step.

What if I want to edit the task details before approving?
You can edit any field directly on the approval card before clicking confirm. Your edits are saved — the agent executes from your final version, not the original proposal.

Can I cancel a proposed action?
Yes. Click Cancel on the approval card to dismiss it. The task will not be created or modified.

What if the agent can’t find the task I’m referring to?
If a task can’t be identified by name, the agent will use tasks_list to search and will confirm the match with you before proposing any changes.

Can I use chat to delete tasks?
Task deletion via chat is not currently supported through the task-manage skill. You can cancel a task (set status to cancelled) or mark it done instead.