10.3 Email Tasks
Email Tasks is for follow-ups from real email conversations (Business and above for full workspace users). Open it from makeo Agent → Tasks. Use Team access there to manage invites.
Tasks are grouped by due date. Search, filter, and sort from the toolbar, or create standalone tasks with +. Mention teammates with @ and set deadlines the same way as in Email Agent.
Users can:
- Create a task from an internal comment.
- Assign a mail as a task by choosing one or more people in Email Agent Assign to me; the task is created when the first assignee is selected and removed when all assignees are cleared. Set the deadline with the clock icon next to it. The same controls also appear in makeo Agent's focus dock as Assign to and Deadline when a mail is focused, so you can assign or set a deadline without leaving the agent. Focused mail in the agent also shows Forward, which opens the forward compose panel inside the focus dock (same compose fields as Email Agent — To, subject, body, send).
- Set a task deadline from Email Agent or the makeo Agent focus dock with the Deadline control: a searchable menu with In time shortcuts (Later today, This afternoon, Tomorrow, This weekend, Next week), In X time rows where you enter day/weekday/week/month counts, and No deadline at the top. Each option shows the calculated due time on the right. (Older tasks may still use the legacy ASAP preset internally; it is treated like Later today.)
- Track open, overdue, assigned, completed, and all tasks across connected mail accounts.
- Share an individual task with an external guest — see §10.5.1 Guest task links.
- Open the related mail snapshot from the task.
- Read and add internal comments on the task.
- Set task status to To do, In progress, or Closed from the task list.
- Mark a task as done or reopen it (same as setting status to Closed or To do).
- Delete tasks when they are no longer needed.
Only tasks with at least one assigned user are shown in the Email Tasks list. This keeps the task view focused on work that has a clear owner.
For connected accounts that have granted task access, new Email Tasks are automatically synced to the connected provider task list. makeo syncs the task title, deadline, priority, and done/open status. Internal comments, assignees, workspace access, and the saved mail snapshot stay inside makeo only.
If an existing mailbox was connected before task permissions were added, the user may need to reconnect the mailbox before Email Tasks can sync externally. makeo shows a reconnect or sync error state on the task instead of deleting or blocking the internal makeo task.
10.4 Task Deadlines And Priority
Email tasks can have a deadline when they are created or edited in Email Agent, Email Tasks, or the create-task modal.
The Deadline control is a searchable menu with:
- No deadline at the top.
- In time shortcuts: Later today, This afternoon, Tomorrow, This weekend, Next week.
- In X time: enter a number of days, weekdays, weeks, or months — each row shows the calculated due time on the right.
Older tasks may still show legacy presets such as ASAP, 24 hours, or 2–7 days internally; ASAP is treated like Later today in the task list.
makeo stores both the selected deadline preset and the calculated due date.
The Email Tasks view sorts tasks by deadline so urgent work appears first. Deadline badges can show labels such as Later today, Due tomorrow, and Overdue. Tasks due soon or marked ASAP are treated as urgent priority.
10.5 Task Sharing And Limited Email Tasks Access
makeo supports two sharing paths for email tasks:
- Guest task link — external recipient, no makeo login. See §10.5.1.
- Team access invite — collaborator signs in with limited Email Tasks workspace access. See §10.5.2.
10.5.1 Guest Task Links (External Sharing)
Full workspace users (not limited Email Tasks collaborators) can share an open task with an external guest — for example the original email sender or another contact — without giving them access to the inbox or makeo account.
Where to share: Open a task in Email Tasks → task drawer → Share with guest, or focus a task in makeo Agent (Brief → Tasks) and use Share with guest / ask makeo to send the link.
Share with guest card:
- Copy link — creates or refreshes a secure link on your makeo domain and copies it to the clipboard. Works without a connected mailbox.
- Send link — emails the link to the address you enter in To (field starts empty; you type or paste the recipient). Requires a connected mail account; From shows the active mailbox in the workspace top bar. Sent from your connected mailbox like contract quote emails.
- Subtitle on the card: Read-only task link with comments.
What the guest sees (public task page, no login):
- Task title, deadline badge, and short summary from the sharing user.
- Saved email preview from when the task was created (subject, sender, body preview, attachment names where saved).
- Messages panel — guest can write to the team immediately; no activation toggle and no makeo account required.
- Mobile-friendly layout aligned with the public contract quote page.
What stays private:
- Internal team comments in the task drawer are not shown on the guest page.
- The full inbox, other tasks, billing, settings, and the rest of the workspace remain inaccessible.
Team side — Comments thread:
- Guest messages appear in the same Comments area as team notes, sorted by time, with a Guest badge.
- Team replies use the normal comment composer and stay private (not copied to the guest page unless you share updates via email or a new link flow).
- When a guest posts, assignees get unread counts on the task (same pattern as internal task comments).
Links and security:
- Guest links expire after about 90 days (refreshed when you copy or send again).
- Links always use your live makeo domain.
- Revoked or expired links show an error on the public page.
Who cannot use guest sharing: Users on limited Email Tasks access do not see Share with guest — they work on assigned tasks only.
Customer-friendly explanation:
"Send a customer a link to one follow-up task. They can read the related email and reply in chat — without logging into makeo — while your team's private notes stay inside the task."
10.5.2 Team Access Invites (Limited Collaborators)
Team access invite: From Tasks → Team access, invite a collaborator who should sign in and work inside the limited Email Tasks workspace (assigned tasks, internal comments, mail snapshots). The same Team access view lists who currently has that access.
Limited task access (team invites) does not give access to:
- The full inbox.
- Billing or Stripe checkout.
- Settings, except where explicitly allowed for normal full users.
- Dashboard modules.
- Other makeo areas outside Email Tasks.
A limited Email Tasks user is not the same as a paid makeo account user. They do not need to choose a paid plan or complete Stripe checkout just to work on assigned email tasks.
When a limited Email Tasks user logs in, makeo should keep them inside the Email Tasks view. When they log out, they should be sent back to sign in or to the relevant task access flow, not to the paid Start Flow.
Shared links and invitations can expire or be revoked. Revoked users should lose access to the assigned workspace task data that depended on that grant.
10.6 Team Invites For Email Tasks
Owners or permitted workspace users can invite collaborators from the Team access menu inside Tasks.
The invite flow can:
- Send an invitation to a teammate's email address.
- Let the teammate accept the invite.
- Create or connect an authenticated user profile.
- Add the teammate to the owner's email workspace with limited access.
- Let the owner assign email tasks to that teammate.
- Let the owner view pending or accepted invite status.
- Let the owner remove or revoke access later.
This feature is intended for practical collaboration, such as asking an assistant, colleague, supplier contact, or internal team member to handle a specific email follow-up without giving them the owner's full makeo account.