How it works
From one request to a finished job, with proof of every step
Tell Claude what needs doing. It plans one phase at a time from what your team actually finds. You approve each phase, plain code sends every step to whoever is free, and people send back photos, measurements and invoices.
Free for up to 3 people. No card.
One request, from Claude to the first step
You, in Claude
“Tidy cabinet A in the machine room.”
Claude, through TaskQ
Proposes phase 1: label and photograph drawers A1–A12.
You, in the console
Check the phase and approve it.
Your team, on their phones
One step each, sent to whoever is free.
01 · The map
Map once, reuse forever
Before any task, TaskQ knows your place: the site, the rooms, cabinets, drawers and boxes inside it, and where each tool is right now. Claude reads this map to plan, and every task leaves it more accurate.
Sites and locations
A site is one address, like your workshop. Locations are the labelled places inside it: rooms, cabinets, drawers, boxes. Add as many as you need.
Labels with a QR code
Print a label for every location: a readable code like A3 plus a QR code. Codes read the same in every language.
Tools that know where they are
Every tool has a current location and, when someone has it, a holder. Consumables keep a quantity and warn you when it is time to restock.
A map that improves with each task
Claude proposes map changes as it works, like new labels after a tidy-up. They apply once you approve them.
Location tree
- WorkshopSite
- Machine roomRoom
- Cabinet ACabinet
- A1–A1212 drawers
- Tray 1–4Staging area
Exclusive · one person at a time
- Current location
- Drawer A3
- Holder
- No one
02 · Phases and decision points
The plan grows from what people find
The plan doesn’t exist up front: each phase depends on the evidence from the one before. Between phases sits a decision point, where Claude reads that evidence and proposes what comes next, or closes the task.
Decision point
- Phase 1
Map
Drawers not yet on the map get a label, and each one is photographed.
Photos
Decision point - Phase 2
Collect
People empty, photograph and measure. AI Assist names what is in each photo; they confirm.
Photos · Measurements
Decision point - Phase 3
Plan
Claude reads the evidence and proposes where everything goes, with a screen of the cabinet.
A proposal for you
Decision point - Phase 4
Execute
Moves, purchases and operations, side by side wherever it is safe.
Photos · Invoices
Decision point - Phase 5
Verify
Final photos are compared with the plan. Claude corrects, or closes the task with a summary.
Photos · Summary
At every decision point
You get a ready-to-send prompt for Claude, like “Continue the task Tidy cabinet A in TaskQ”. Or a webhook wakes your own agent runner. Either way, the next phase waits for your approval.
Not every job needs five phases: a simple task can be a single step.
03 · Approvals
Nothing moves until you approve it
Every phase Claude proposes lands in your approvals inbox first. You see exactly what will happen, approve or reject it with a comment Claude reads, and only then does work reach anyone.
The steps, in order
Each step with its place, tools and required evidence, plus what runs in parallel and what has to wait.
Step screens with real data
Preview the screen people will see, already filled with the step’s real data.
Spending under control
Purchases above your limit need their own approval. A proposal over the task budget goes back to Claude before it reaches you.
Rules the server enforces
Spending limits, access and safety rules are checked by TaskQ itself, never left to the AI.
On Premium, low-risk phases can be approved automatically by rules you set. It stays off until you switch it on.
Phase 4 · Tidy cabinet A
Proposed by Claude (agent)
5 steps1 purchase
Steps in order (5)
3 waves · up to 2 steps at the same time
- 1Move hand tools to drawer A1
- 2Move fasteners to drawers A4–A6
- 3Measure drawers A7–A9
- 4Purchase drawer dividers
- 5Fit the dividers in A7–A9
Preview with the step’s real data
Step 1 · Cabinet A, drawer A1
Above the limit: needs a separate approval after the phase.
Once approved, TaskQ assigns the steps to people by availability and workload.
04 · Assignment
Assignment you can read
No AI decides who does what. Plain code does, and tells you why.
Once a phase is approved, the dispatcher sends each step to a person. It is deterministic: the same situation always gives the same answer, and every assignment comes with its reason.
- Time estimates are corrected per type of step across the workspace, never per person.
- Prefer to choose? People in pick mode see the steps they can do and take one.
Who can do it?
Only people with the right qualifications, access to the site, time available now, and a free tool and place.
Who has the most room?
Least loaded first: minutes already assigned against the minutes in their schedule.
Who is already there?
Ties go to continuity (the same block or cabinet), then proximity (the same site as their previous step).
Why this person
Measure drawers A7–A9
Assigned to Rita
“has access to Workshop, caliper free, free until 18:00”
What it never uses
- Scores or rankings of people
- Individual times
- Exceptions someone raised
- Anyone’s level of detail
05 · Parallel work
Many hands, no collisions.
Several people work on the same task at once, and never two on the same drawer or tool. Claude declares what each step needs; TaskQ works out what can run side by side.
The diagram in words
- Rita and João empty different columns of cabinet A into the staging area at the same time.
- Rita measures drawer A4. The caliper is locked to her while she does.
- João’s next work is block B: measure drawers A7, A8 and A9. It needs the caliper, so it waits until Rita is done.
- Block B then holds the caliper from its first step to its last, so nobody can take it halfway. Meanwhile Rita sorts the trays in the staging area.
- Carrying cabinet A takes two people: the step joins both lanes and starts when Rita and João are both free.
Tools and places act as locks
An exclusive tool, like the caliper, is with one person at a time. So is an exclusive place, like a drawer being emptied.
Blocks
A sequence of steps stays with one person, and its tools are reserved from start to finish: all at once or not at all. Nobody ends up waiting on each other.
Steps for two
Carrying a cabinet takes two people. The step starts when both are free and reserves them together.
A staging area
Swapping the contents of two drawers needs a third place. Claude plans the moves through the staging area on your map.
Shared rooms, like the machine room, take several people up to their capacity.
06 · The step screen
One step at a time, on the phone
People see one step at a time and, with AI Assist on, in their own language. The frame around it never changes, so everyone knows where to look: what to do, where, what to send back, and four clear ways out.
Step 2 of 5 · Tidy cabinet A
Empty drawer A3 into tray 3 in the staging area.
Where Cabinet A · Drawer A3
Cabinet A
To finish, send
- Photo of the empty drawerDone
- Photo of tray 3Needed
1. Context
Where this step sits in the task, so it is never mistaken for the whole job.
2. Instruction and place
What to do and where, with the location from the map.
3. A screen made for the job
Like the cabinet drawn with the active drawer lit. It runs isolated, with no network access; the camera stays with the app.
4. Required evidence
The step closes only when what it needs is in: photos, a measurement, an invoice.
5. Four ways out
Every step has the same four buttons.
Built-in step screens (cabinet diagram, item checklist, purchase receipt) come with every plan. On Premium, Claude also makes custom step screens for the job, which you approve with their phase.
The operator app installs on iPhone and Android, keeps the screen on during a step, sends push notifications and keeps photos on the phone until the signal returns.
07 · AI Assist
AI checks on every step
AI Assist looks at each photo and invoice as it arrives, and the person holding the object confirms. Your team gets a second pair of eyes; you keep every decision.
What it does
- Names the objects in each photo; the operator confirms or corrects them on the spot.
- Asks for a retake when a photo is blurry, incomplete or shows a face.
- Checks that the evidence matches the step.
- Reads the tax ID and total on each invoice and checks them against yours and the approved amount, while the person is still at the shop.
- Translates each step into the language of the person doing it.
- Splits a step into smaller ones when someone asks for More detail.
What it never does
- Never changes the plan.
- Never assigns.
- Never approves purchases or step screens.
- Never changes the map without the operator’s confirmation.
Off until you switch it on, with a monthly cap you set. If credits run out, annotations pause and the work carries on.
Suggested names
- 1. Hex key set
- 2. Tape measure
- 3. Cable ties
Check each name with the object in hand.
Confirm names08 · Files
Files in, files out, filed where you keep them
Evidence comes in from the floor; drawings and materials lists go out with the steps. TaskQ is a transit area, not another drive: your agent files each document where you already keep them.
- On the phonePhotos, invoices, PDFs
- TaskQPrivate files, short-lived links
- ClaudeReads them through the MCP server
- Your archiveFiled where you keep documents, then marked as archived
And the other way: drawings and materials lists from Claude, shown in the step.
Both directions
Each step can carry files from the person to the agent, and from the agent to the person.
Archived, then cleared
Once a file is archived, TaskQ deletes its copy after the period you set and keeps its fingerprint and archive reference. Files not yet archived trigger a reminder.
Private by default
Files are private and shared only through short-lived links. Your database and files are stored in the EU.
Hands-free filing
With a webhook, an invoice can be archived the moment it is submitted.
09 · Time records
Time records for employees, contractors and volunteers
Labour law treats each working relationship differently, so TaskQ records time differently for each. Built for Portuguese labour law, on every plan.
| Regime | Who sets the schedule | What is recorded | Used for |
|---|---|---|---|
| Employees | The orchestrator, or coordinated: the employee requests changes | Clock-in, clock-out and breaks, with daily and weekly totals, kept for five years following article 202 of the Portuguese Labour Code | Payroll and immediate consultation |
| Contractors | Always the contractor | Time spent on each step, ready to export for invoicing. No clocking. | Invoicing |
| Volunteers | Coordinated by default: volunteers request changes | Attendance per session | Volunteer certificates and activity reports |
- Clocking records the site the person chooses, never a GPS position.
- Export each regime as CSV, on any plan. Employee records are always kept five years.
- Time records never go out through the MCP server or webhooks: Claude cannot read them.
See it work on your own cabinet
Start free with up to 3 people and one site. Connect Claude when you are ready, or use TaskQ as a plain task manager between people.
Free for up to 3 people. No card.