Spreadsheets and group chats vs TaskQ
Outgrown the spreadsheet and the group chat?
Most makerspaces, associations and small teams run on two tools: an inventory spreadsheet that is never quite up to date, and a group chat where jobs, photos and receipts scroll out of sight.
TaskQ replaces both for hands-on work. Tools and drawers live on a labelled map, each person gets one step at a time on their phone, and every step comes back with proof. Looking for a task app for volunteers or a better way to manage makerspace tools? Here's how they compare.
Free for up to 3 people. No card.
Side by side
Spreadsheet, group chat or TaskQ
The questions every shared workshop and volunteer team ends up asking, and how each tool answers them.
Where are the tools?
- TaskQ
- Every tool has a current place and holder on a labelled map, with printed QR labels on the drawers.
- Spreadsheet
- A list typed by hand, out of date by the next session.
- Group chat
- “Who has the caliper?” Then wait for someone to answer.
Who's doing what?
- TaskQ
- Each step goes to someone who is free, has access and has the tool, and says why. Everyone sees one step at a time.
- Spreadsheet
- Names in a rota; changes go unseen until someone opens the file.
- Group chat
- Two people take the same job, or nobody does.
Proof a job was done
- TaskQ
- A step closes with the evidence it asks for: a photo, a measurement, a document or a note, kept with the step.
- Spreadsheet
- A tick in a cell.
- Group chat
- A photo somewhere up the thread, if anyone sent one.
Receipts
- TaskQ
- The invoice is uploaded at the counter. With AI Assist on, its tax ID and total are checked against your workspace and the approved amount before the person leaves the shop.
- Spreadsheet
- Typed in later; the paper ends up in a drawer.
- Group chat
- A blurry photo, days after the purchase.
Volunteer hours
- TaskQ
- Attendance per session, exported to CSV for volunteer certificates and funder reports.
- Spreadsheet
- A sign-in sheet someone has to add up.
- Group chat
- Rebuilt from old messages when the report is due.
Two people on the same drawer
- TaskQ
- Exclusive drawers and tools work as locks: one person at a time, and the next person gets a different step.
- Spreadsheet
- Nothing stops it.
- Group chat
- You find out when you both open it.
Spending
- TaskQ
- Purchases above your limit wait for approval. TaskQ records requests and invoices and never moves money.
- Spreadsheet
- Totals checked at the end of the month.
- Group chat
- A request lost between messages, waiting for a reply.
What happens next
- TaskQ
- Claude reads the evidence and proposes the next phase. You approve it before anyone gets a step.
- Spreadsheet
- Someone has to work it out.
- Group chat
- A long message that few people read to the end.
Scroll sideways to see every column.
| Question | Spreadsheet | Group chat | TaskQ |
|---|---|---|---|
| Where are the tools? | A list typed by hand, out of date by the next session. | “Who has the caliper?” Then wait for someone to answer. | Every tool has a current place and holder on a labelled map, with printed QR labels on the drawers. |
| Who's doing what? | Names in a rota; changes go unseen until someone opens the file. | Two people take the same job, or nobody does. | Each step goes to someone who is free, has access and has the tool, and says why. Everyone sees one step at a time. |
| Proof a job was done | A tick in a cell. | A photo somewhere up the thread, if anyone sent one. | A step closes with the evidence it asks for: a photo, a measurement, a document or a note, kept with the step. |
| Receipts | Typed in later; the paper ends up in a drawer. | A blurry photo, days after the purchase. | The invoice is uploaded at the counter. With AI Assist on, its tax ID and total are checked against your workspace and the approved amount before the person leaves the shop. |
| Volunteer hours | A sign-in sheet someone has to add up. | Rebuilt from old messages when the report is due. | Attendance per session, exported to CSV for volunteer certificates and funder reports. |
| Two people on the same drawer | Nothing stops it. | You find out when you both open it. | Exclusive drawers and tools work as locks: one person at a time, and the next person gets a different step. |
| Spending | Totals checked at the end of the month. | A request lost between messages, waiting for a reply. | Purchases above your limit wait for approval. TaskQ records requests and invoices and never moves money. |
| What happens next | Someone has to work it out. | A long message that few people read to the end. | Claude reads the evidence and proposes the next phase. You approve it before anyone gets a step. |
Switching over
Start with one cabinet
You don't have to move everything on day one. Keep the spreadsheet while you try it.
Create a free workspace
Free for up to 3 people at one site, with unlimited locations on the map. No card.
Label one cabinet
Add its drawers to the map and print labels with a readable code and a QR code.
Send the first step
Ask Claude to plan the job, approve the first phase, and the steps reach your team's phones.
FAQ
Questions from teams switching over
Do volunteers need to install an app?
No app store needed. TaskQ is a web app they open from a link and can add to their home screen, in English or Portuguese, with notifications for new steps.
Can we keep our group chat?
Of course. Keep it for conversation. TaskQ takes care of the jobs: who does what, where things are and the proof that it got done.
Does it work without AI?
Yes. TaskQ also works as a task manager between people. Claude adds planning in phases, and AI Assist adds checks on photos and receipts; both are optional.
How much does it cost for a volunteer team?
Free for up to 3 people, volunteers and pending invites included. On Premium, volunteers who only do steps are free, up to 10 per paid seat, and registered nonprofits get 30% off every paid seat. The first 50 founding teams get Premium free during early access.
Fewer messages, more jobs done with proof.
Map one cabinet this week and see the difference on the next work day.
Free for up to 3 people. No card.