Everything bagai does, area by area

Every task has a code, for example T-142, which bagai assigns automatically. It never changes and is never reused, even if the task is deleted: so “T-142” always means the same thing, even when you say it out loud.

• Title and formatted description, with pasted images.
• Priority: urgent, high, normal, low.
• Project optional. Without a project, the company is required: a task always says which of your companies it’s for.
• Start and due date, with or without a time.
• Estimated time, written the way you’d say it: 4h 50m.
• Assignees, zero or more: there’s no single “owner”. Plus watchers, who follow the task.
• An activity type (installation, support, site visit…) and free-form tags.

You can move from any status to any other: there’s no fixed path. There are just two rules, and they apply to everyone, administrators included.

• You can’t close a task that still has open subtasks or blocking dependencies.
• You can’t start a task that’s still waiting on a dependency.
• “Blocked” can always be set: it’s the right way to say a task is waiting.
• When bagai refuses a status change, it tells you what’s in the way.

There are three ways to split up work, depending on how big the job is.

Several people often work on the same task. bagai keeps track of who’s following it and what’s been said.

• Watchers, just like in ClickUp: you start following a task automatically when you create it, when it’s assigned to you, and when you comment on it or edit it.
• Formatted comments. Everyone can edit and delete only their own; administrators moderate.
• Attachments on tasks, projects and clients: pick them right in the creation form or drag them onto the detail page.
• Attachments are always downloaded through bagai, never via a direct link.
• Visual editor with pasted images. You can switch to Markdown, and pasted Markdown is recognised. The same goes for project and client notes.

An appointment is a task with a start and end time: a meeting, a site visit, a call-out. It has a code, statuses and assignees like any other task, and on top of that it runs itself.

• Each automatic step can be switched off on a single appointment.
• Move the appointment to tomorrow, and the reminder, start and close move with it.
• Time is logged only once. Automatic entries are marked as such, and can be deleted like any other.
• If it has open subtasks it won’t close: it waits for the last one to be closed, then closes itself.
• bagai checks once a minute: an automatic step may happen up to a minute late.

List, Gantt and board look at the same tasks from three angles. From any view, a task opens in a window over the page, or as a full page.

Delivered tasks stay hidden until you choose “Delivered” in the filter.

The filter bar works like ClickUp’s: the main filters always in view, the rest under “Filter”.

• Several values per filter: two people, three tags.
• “Me” always means whoever is looking: the same filter shows each person their own tasks.
• Due date: overdue, today, this week, next seven days, no due date.
• Keyword search, including project and client names.
• Your latest filters are remembered on your account. The ones you use often, you save with a name.

In bagai, a project is the unit of client work: it says who you’re working for, with whom and on what budget.

• Code, company, optional client (internal work doesn’t have one), dates, project manager and team.
• Project status: draft, in progress, on hold, completed, cancelled.
• Financials: billable or not, budget in money and in hours, hourly rate.
• You can still work on a closed project: drop-down lists offer it at the bottom, with its status beside it.
• Nested folders inside the project. A task’s project is decided by its folder; filtering on a folder includes its subfolders.
• Before deleting a folder that isn’t empty, you choose whether to move its contents or delete them.
• Folders start collapsed, with the number of tasks beside them. The ones you open stay open next time.

The client is the customer you do the work for. The company is your own business, the one that carries it out: a group can have more than one.

• A client can be a company or an individual, with details that work for any country: VAT, UID or EIN number, region or state instead of province.
• Each company declares the country or region for its public holidays: 155 countries and regions, plus its own closures.
• A currency per company: budgets and rates in your company’s currency, with any currency code (CHF, EUR, USD, GBP…).
• A time zone per person: “today”, the timesheet and the calendar follow the local time of whoever is looking.
• Projects and clients have a detail page; you create and edit them in a window over the list.
• Summary for any period you choose: open and overdue tasks, estimated and logged hours, people involved. For clients, also the breakdown by project.

They look like the same thing, but they answer two different questions.

An activity type can be retired: it disappears from the choices but stays on the tasks that already have it, so no history is lost.

Time is logged with a timer or manually, on a task or as a standalone activity.

• Timer: start it on the task and stop it when you’re done.
• Direct entry: a duration (1h 30m) or a from–to range, with date and time.
• You can enter hours while you’re still creating the task.
• Standalone activity, for anything that isn’t a task: a meeting, a phone call, internal work. With a title and, if needed, project, client, company and type.

You can run one timer per task, even several at once. Overlapping time is split between the running timers, in equal parts for now.

• If you start a timer while another is running, bagai asks whether to keep both or stop the other one. It never stops anything without telling you.
• Running timers are visible on every screen, each with its own “Stop”.
• When you start and stop a timer, bagai asks whether to move the task to In progress or Done.

Planned: when you stop a timer, bagai will suggest how to split the time based on the work actually done.

When several timers run at once, every total shows two figures.

One hour with two timers running: 30 minutes net on each task, one hour gross on both.

Both figures appear everywhere: rows, totals, statistics, summaries, dashboard, CSV and API.

Your entries for the week, day by day.

• Collapsible days, so you see only what you need.
• A wrong entry can be corrected.
• People with permission can open a colleague’s timesheet, read-only.
• Nobody logs hours on someone else’s behalf.

In the task list you see at a glance where the time is going.

• Logged hours vs estimated hours, subtasks included.
• Sortable.
• A red dot where a timer is running.

Each type is requested in its own way and uses up something different.

Every request has a code, for example A-57, and three statuses: pending, approved, rejected.

For each person, in days and in hours.

entitlement + carried over + adjustment − taken

• The carry-over is calculated automatically on 1 January.
• Adjustments are entered manually, with a note saying why.
• Entitlement is set on three levels: for the whole instance, per company, per person.

bagai calculates public holidays for the region of the employing company: 155 countries and the 26 Swiss cantons, Easter included.

• Someone employed by a company in Ticino gets Ticino’s public holidays; someone employed by a company in Zurich gets Zurich’s.
• You can add one-off closures, such as a bridge day, or yearly ones, such as the local patron saint’s day.

The list of absences is personal. People who only have permission to see attendance see “Absent” on the calendar, without the type: sickness is health data.

• bagai never writes the type or reason for an absence to external calendars.

Month view and hourly week view, with tasks and appointments, absences and events from connected calendars.

• A click, or dragging across half-hour slots, creates a task or an appointment.
• Drag an item to move it: bagai asks you to confirm and keeps the duration.
• Appointments always appear; other tasks only when set to “Show in calendar”. “Blocks time” makes them count as busy.
• Busy days: overlapping items side by side, “+N” to open the rest, long titles that don’t break the grid.
• A colleague’s busy slots, for people with permission: “Busy · Name”, without the title.

When you assign someone at a time when they already have appointments, tasks that block time, external events or absences, bagai tells you: in the form, on the detail page and when you save.

bagai warns you but doesn’t block anything: it’s your call.

Each person connects one or more mailboxes.

• Exchange on-premises, on the servers specified by your administrator.
• Microsoft 365 and Google, signing in through the browser, on connections set up by your administrator.

bagai reads connected calendars every ten minutes, from one month back to six months ahead.

• For each calendar, you choose whether to read it.
• And you choose whether to show as “busy” to colleagues when you have something on there.

bagai writes to connected calendars almost in real time, calendar by calendar.

• Appointments and tasks you’re assigned to go there.
• Your absences and, if you approve absences, everyone’s.
• Never duplicates.
• Never the type or reason for an absence.

From a meeting read from the external calendar, you create an appointment or a task, or link it to one that already exists. If the meeting moves, the task follows its dates.

Three features for external calendars are planned, not yet available:

• an appointment created automatically in bagai for every event read, with an on/off switch;
• accepting or declining external calendar invitations from within bagai;
• seeing colleagues’ external calendars.

People with permission connect their own phone with a QR code or a pairing code. bagai reads only work chats.

• Chats with colleagues, recognised by their number.
• Chats with a WhatsApp Business label you’ve chosen.
• Chats with clients, once you’ve confirmed them.
• Anything else only if you switch it on manually.

Nothing is kept from other chats.

Voice messages are transcribed, and bagai also reads images and files. Messages are encrypted and deleted after 30 days.

You read a chat through its summary: the current state of things and a diary with a summary for each day. It’s rebuilt overnight, or when you press “Refresh”.

From the messages of the last 24 hours, bagai drafts suggestions of things to record in bagai:

• a new task or appointment, with its project too;
• a change to a task, or to its status;
• a comment;
• new details for a client;
• an absence of your own;
• approving or rejecting an absence;
• a file to attach to a task.

Every suggestion can be corrected before you accept it, and expires after 7 days.

A push notification for every new suggestion, if push is switched on, and a summary email at 8 every morning.

When you open bagai, your day is on one page. Each block appears only to people who can read it.

• Your figures.
• Overdue tasks and tasks due soon.
• Today’s and tomorrow’s agenda.
• Hours this week.
• Absence balance.
• Requests to approve.
• Who’s off today.
• The latest updates on your tasks.

Choose the period and the filters, the same ones as in the task list.

• Summary of the period.
• Tasks by status and by priority.
• Workload per person.
• Estimated and actual hours, project by project.

Workload per person is visible only to people with permission to see colleagues’ time.

Semicolon-separated UTF-8 CSV files, which Excel in Europe opens directly (in US or UK Excel: Data → From Text/CSV), generated on the fly even when they’re long.

• Task list, with the filters you’ve set.
• Time entries.
• Summary by project.
• Workload per person.

One page shows what’s happening now and what has happened.

• Who has a timer running right now.
• What happened on tasks, comments, time and attachments, who did it and when.
• Changes bagai makes on its own, like an appointment starting, appear without a name: the system made them.

Everything about one person’s work, in one place.

• Personal details.
• Their work over the period.
• How they spend their time: by project, by client and by activity type.
• Open tasks and projects.
• Absence balance.
• Latest activity and account actions.

“My profile” opens from the user menu.

It does everything the forms do: you just say it.

• 29 commands: tasks (create, edit, status, comment, checklist, time, timer, search, delete), clients, projects, companies, tags, people and absences.
• It’s a conversation: after a search, you refer to a task by its title. At the read-back, you correct one field without saying everything again.
• Every command checks the speaker’s permissions. Deletions have a different read-back, which says “this can’t be undone”.
• English and Italian, in your account’s language.
• Today you can try it in the browser; voice commands are designed for the apps: iPhone in beta in November, Android in beta in December, Apple Watch by the end of 2026.

The connection goes through OAuth consent: you sign in with your account and authorise the assistant.

• It reads tasks and task details, projects, clients, hours, statistics, absences and balance, calendar, pick lists.
• It writes with the same set of commands as voice, deletions included, using the names of clients, projects and people, not internal IDs. A name that doesn’t match exactly one entry writes nothing.
• It needs the ai.connect permission, which no role has to begin with.
• Connected assistants are listed, and can be disconnected, under Settings → AI assistants. After 90 days without use, they disconnect themselves.

An administrator runs the import from the web, in four steps.

Almost everything you have in ClickUp:

• people and tags;
• projects and folders;
• tasks and subtasks, with checklists, comments and attachments;
• logged hours;
• statuses, dependencies and watchers.

No open sign-up. The administrator creates the person and an email invitation goes out; on accepting it, they choose a password, are signed in straight away and can turn on two-factor authentication (2FA) and passkeys.

Each person has exactly one level.

A role is a set of permissions. You start with Administration, Development, Technicians and Systems Engineers, and edit them on the Roles page. A person can have more than one.

• Seeing all tasks or only your own.
• Moving a task’s status forward without being able to rewrite its details.
• Opening colleagues’ timesheets.
• Approving or rejecting absences.
• Connecting an AI assistant.

Two checkboxes per role decide whether people see all tasks and all projects, or only their own: the ones they’re assigned to or follow, or that they manage or are a member of.

The rule applies everywhere: lists, views, calendar, statistics, CSV, voice, activity log.

Three rules that can’t be bypassed:

• nobody can deactivate themselves;
• the last administrator can’t be removed;
• a maintainer can’t grant roles with permissions they don’t have.

Separate first and last names, the companies they belong to, and the employing company, which determines their public holidays.

Today’s sign-in options:

• password;
• two-factor authentication (2FA) with an authenticator app (TOTP), with recovery codes;
• passkeys, on the web;
• password recovery and email verification.

A deactivated account is blocked on every route: password, two-factor authentication (2FA), passkeys, open sessions, app and AI assistant tokens.

From the apps you manage your profile, password, two-factor authentication (2FA) with a QR code, and connected devices. The first is the iPhone app, in beta in November.

Web, email, push notifications, events on connected calendars and voice commands; the apps will do the same when they come out.

• The language belongs to your account: emails and push notifications arrive in the recipient’s language.

German and French are on the way, just like this website.

For iPhone, in beta in November 2026. For Android, in beta in December 2026. For iPad, Mac and Apple Watch, by the end of 2026. On Windows PCs you’ll use the web app, installable as a desktop app, also by the end of 2026.

The apps talk to bagai through an API (/api/v1) that covers all everyday work, administration, and absences with approvals, with the same permissions as the web.

• One token per device.
• Sign-in with two-factor authentication (2FA), in two stages.
• OpenAPI specification published and checked by tests.

About absences, appointment reminders and WhatsApp suggestions, with content kept to a minimum.

Off by default: bagai works just the same without them.

For the technically minded:

• a Kubernetes namespace for each instance;
• network rules (NetworkPolicy) applied and tested in the field;
• configuration entirely through environment variables, and database updates that can be re-run on every release;
• diagnostic commands for each optional module: voice, push, calendars, WhatsApp, AI assistants.