Use cases

How teams use Taskmei

One workspace for product owners, project managers, scrum masters, teams, and executives. These scenarios show how teams combine Taskmei features to solve common delivery problems.

Agile delivery

Run two-week Scrum sprints end to end

Who: Scrum master, product owner and development team
Challenge: Ceremonies happen, but planning, tracking and retrospective outcomes live in different places and velocity is calculated by hand.
How Taskmei helps: Groom the backlog, move items into a sprint in bulk and work on the sprint board. Closing the sprint captures the retrospective note and documents, records velocity and returns unfinished work to the backlog.
Outcome: A repeatable sprint rhythm with velocity history and a downloadable report for every sprint.

Scrum for software teams

Turn a feature idea into a backlog in minutes

Who: Product owner
Challenge: Writing well-formed user stories and acceptance criteria for a new epic takes hours.
How Taskmei helps: Describe the feature in the AI generator, review and edit the drafts, and import them into the backlog or a sprint.
Outcome: A first-draft backlog the team refines instead of writing from scratch.

Try the free AI story generator

Move an existing backlog off spreadsheets

Who: Project manager onboarding a team
Challenge: Hundreds of requirements sit in a spreadsheet and retyping them is slow and error-prone.
How Taskmei helps: Fill in the Excel import template and upload it. Row-level validation points to anything that needs fixing before it is saved.
Outcome: The team starts on day one with its full backlog and automatic item keys.

Product backlog management

Mix planned and reactive work in one project

Who: Teams with feature work plus a stream of requests
Challenge: Feature work suits sprints, but incoming requests keep breaking the sprint plan.
How Taskmei helps: Use a Hybrid project: a Kanban board handles continuous work, while sprints can still be used for planned features.
Outcome: One project and one view for both kinds of work.

See all features

Kanban and service teams

Run an IT support desk with Kanban

Who: Service delivery manager and operations team
Challenge: Tickets pile up, urgent incidents get buried and nobody agrees what 'done' means.
How Taskmei helps: Create separate boards for incidents and requests, set WIP limits, add an Expedite class of service, define Ready and Done, and set lead and cycle time targets.
Outcome: Visible flow limits, a fast lane for emergencies and a searchable history of resolved work.

Kanban for IT helpdesks

Make team working agreements explicit

Who: Kanban team lead and new joiners
Challenge: Working hours, escalation paths and column rules live only in people's heads.
How Taskmei helps: Record the team charter and column entry and exit criteria in each board's governance panel.
Outcome: Faster onboarding and fewer disputes about when work can move.

Definition of Done template

Give every contributor one task list

Who: Team members working across several boards
Challenge: People miss work because they check one board at a time.
How Taskmei helps: My Tasks gathers every assigned item across boards, while notifications flag new assignments, comments and status changes.
Outcome: Nothing falls through the cracks, and overdue items stand out.

Boards and notifications

Management and governance

Report portfolio health to leadership

Who: Executives, PMO and program managers
Challenge: Leadership asks for status across many projects and gets inconsistent slide decks.
How Taskmei helps: Group projects into programs and portfolios. The executive dashboard shows red projects, average SPI and CPI and top risks.
Outcome: A live, consistent view of schedule and cost performance.

Project delivery tracking

Catch sprints that have slipped

Who: Scrum master and delivery manager
Challenge: A sprint's dates have passed but it was never started or closed, so reports mislead.
How Taskmei helps: The sprint health chart flags these as needing attention, separately from healthy, at-risk and blocked sprints.
Outcome: Process gaps are spotted early rather than at quarter end.

Sprint velocity calculator

Manage risks and releases

Who: Project manager
Challenge: Risks sit in side spreadsheets and it is unclear what went into each release.
How Taskmei helps: Log risks with severity, owner and mitigation, and record releases with versions, notes and status linked to work items.
Outcome: Traceable risk handling and a clear record of what shipped.

Risk governance

Keep an audit trail

Who: PMOs, auditors and regulated industries
Challenge: Teams must show who changed what, when, and why work was closed.
How Taskmei helps: Field-level history on every item, closure notes and evidence on every sprint, and archived projects and sprints with reports.
Outcome: Evidence for audits and post-mortems without extra tooling.

Security and audit

Produce weekly stakeholder reports

Who: Project manager
Challenge: Writing the weekly status update takes an afternoon.
How Taskmei helps: Fill in the structured weekly report and share it from Taskmei.
Outcome: Consistent weekly reporting saved per project.

Risk register template

Getting started securely

Onboard a new organisation

Who: Organisation admin
Challenge: Getting a team started must be quick, but access needs to be controlled.
How Taskmei helps: Sign up, verify your email, create projects and invite people with the right role. Project membership decides what each person sees.
Outcome: Least-privilege access from day one without IT involvement.

Getting started guide

Use AI with your company's own key

Who: Organisation admin and security team
Challenge: The company wants AI help but must control which provider and account is used.
How Taskmei helps: Add your own OpenAI, Gemini or Claude key in AI settings. Keys are encrypted at rest and token usage is tracked per organisation.
Outcome: AI features under your own provider contract and billing.

How keys are protected