A clearer way
to work.

Get access and sign in

Choose Try free on Tarca or open account setup. Create your own email/password login, confirm your email and review the account agreements. Passwords are case-sensitive; email matching is not. You do not need an administrator to create your workspace. Existing users can use Log in.

After verification, enter your Display name so people can recognize you. Get started has three choices. Choose personal use or a team and its people count below the access choice:

• Start a 14-day free trial — when available to your account, select Start free trial to open your workspace. No card is required and nothing is charged automatically. Your exact end date appears during setup and in Settings → Plan & billing. Trials issued under the October 12, 2026 terms last at least 14 days and, during the launch offer, through November 1, 2026 in Central Time if that is later. See When a trial ends below for access and recovery.
• Pay monthly — $19 per person — select Continue to billing to review the monthly subscription. Payment is possible only when checkout is available and you deliberately authorize it. If checkout is unavailable, signup says so; it does not charge you or silently start a trial.
• Use a promo code — enter the required code and select Apply code and open space. Select the workspace type and people count covered by the offer. An invalid code does not start a trial or a payment.

An invitation for complimentary personal access is recognized under the trial choice for its verified email and shows Accept complimentary access. A code or complimentary invitation does not add you to someone else's workspace or charge you. Existing workspace owners can use Have a promotional code? in Plan & billing. New complimentary offers have no scheduled access expiry; an authorized platform administrator can suspend or revoke them under the offer terms. The deadline to redeem a code is separate from the duration of access. Older offers retain their displayed terms. You can also request a walkthrough.

Choose Forgot password? to request a reset email, then open its link and save a new password. For an invalid or expired link, cancel and request a new one. Do not share reset or invitation links.

A useful first day

For a small client launch:

1. Import tasks, review your checklist, and confirm it into Backlog.
2. Choose three tasks and Add to Active. Set one task's Scheduled date to Today; add real deadlines where needed.
3. Open “Confirm launch instructions,” add notes, and attach a file. Keep reusable references in Library, connected to the task.
4. Create a private person in Contacts → People and link the task. Check the task’s Visibility separately; linking a private person never changes the task audience.
5. Use Email contact for an outside answer. Review the sharing preview, then send.
6. Return through the bell or search, use the answer, and mark the task Done when finished.

A project, diagram, form, or team is optional.

Make room for your work

Use the panel button beside the page title to toggle between the full sidebar and a compact icon rail. The rail keeps the Tarca circle logo and navigation icons. Your desktop choice is remembered for your account in this browser; tablets and phones start with icons. On phones, expanding the menu opens it over your work. Choose a section, tap outside, or press Escape to return to the icon rail. Collapsing navigation keeps your current work open.

Know where you are working

My work brings your tasks together across the workspaces you can access. Inbox, opened from the header bell, brings your permitted notifications together in the same way. Both hide the workspace name and switcher in the header; use their View menus to narrow the list when needed.

Projects, Contacts, Forms, Tables, Flowcharts, Library and workspace settings use the selected workspace shown in the header. When you have several spaces, choose one from the top-right switcher; with one space, its name appears without a picker. Click away or press Escape to close the switcher. The header's workspace search stays within that selected workspace; Inbox has its own search across your permitted notifications.

Your first visit starts in Personal, when available. After you deliberately choose another workspace, Tarca remembers it for your account in this browser. A valid link to a particular workspace opens that space. Opening a task from another workspace in My work does not replace your remembered browsing choice.

Your personal space stays separate when you create or join a team. In Settings → Workspace → Your spaces, open your personal space or create a separate team where your account permits it.

Understand the audience

Connecting records does not share them. Someone may see a task without its private contact, response, or Library item. Outside respondents and contacts do not automatically become accounts or members.

Create and edit a task

In My work, enter a title and choose Add task, or use New task for detail. Quick capture creates Active work; projects and deadlines are optional. If you have more than one workspace, Add to chooses where the new task belongs. With one workspace, no destination choice is shown. Changing the destination asks before leaving an unfinished title or selected contact; cancel to keep the draft.

New ordinary tasks start as Only me. Choose Workspace when teammates should be able to read the task; you must share it before assigning another member. The creator can change Visibility in Task details and save. Existing tasks retain their current visibility, and legacy shared tasks without a recorded owner cannot be made private. A shared commitment or task with shared review history must remain shared. A task linked to shared automation must be unlinked and its active automation versions revoked before changing it to Only me. Making a task private cannot retract information someone already saw or downloaded. Share a task with the workspace before sending an outside update request; private comments do not offer teammate mentions.

Choose Help (?) at the top right whenever you need a hand. Its side panel offers FAQs for the area you are using, optional Getting started steps, and the full User Guide. Getting started covers Plan my work, Collect information, and Join team work; available actions follow your workspace permissions. Close Help to return to your work and reopen it whenever useful. It never opens automatically or adds instructions to your working views.

Open a task to see Task details in a right-hand panel on desktop or a full-screen panel on narrow screens. Edit the title, notes, project, assignee, priority, deadline, and checklist, then choose Save task details. For a new task, choose Create task. Unsaved task edits remain separate from the planning, comments, and files below; cancelling task edits does not undo changes already saved through those controls.

Conversation starts open. Your private My plan sits above it; additional task tools use compact, expandable sections. Expand Attachments or Related items when you need them. The task menu opens the requested section: Details & notes goes to the task fields, Attachments opens files, and People & comments opens Conversation.

Priorities are Low, Normal, High, and Urgent. Statuses are To do, In progress, Blocked, and Done. Choosing Blocked does not create dependencies or reschedule work.

Checklist steps are small pieces of one task, without separate assignment. Optional tags such as manuals or launch group responsibilities and use lowercase.

The @ picker in quick capture links a contact or assigns a teammate. Conversation mentions are separate.

Plan your own work

A saved task's My plan — Only you section holds your private Scheduled date and Remind me choices. Changing Scheduled, choosing Today, or choosing Clear saves that choice immediately. Your Scheduled date never changes the shared deadline.

Use Remind me or Change, choose a time, and select Save reminder. Cancel reminder removes it. Only you receive the reminder; completed or archived tasks will not send one. Scheduled dates and reminders save independently of Save task details.

Quick capture is also available inside a project's task list. Tasks keep their workspace and project while you plan them in My work; viewing several workspaces together does not copy or move them.

Choose the right view

Today and Scheduled can include Backlog tasks; a date does not move a task to Active. Past Scheduled dates stay as entered until you change them. These views show the same tasks. Your private planning does not rearrange a teammate's day. Status, deadlines, shared comments and files remain connected to the original task.

See your schedule on a calendar

Open My work → Scheduled, then choose Calendar or List. In calendar mode, View → Dates lets you choose Scheduled, Deadlines, or Both. Both is the default: tasks appear on each date, once if the dates happen to match. The dates remain independent. This includes your private tasks and shared tasks assigned to you across accessible workspaces. Select a day to see its tasks below, with the usual task controls. Filters apply to the calendar and task list; day counts include all matching tasks, even before you load every row.

Use the arrows to change months or Today to return to today. Red task counts mark unfinished work from a past day. No scheduled date gathers tasks that have a deadline but no personal Scheduled date; those tasks also appear on their deadlines in the calendar. Calendar navigation never moves a task or changes its dates. On a keyboard, use arrow keys between dates and Page Up / Page Down between months.

The question mark in the header opens short answers for Scheduled or Calendar, depending on the view you have open.

Use View to narrow My work by workspace, project or tags. When you have several workspaces, choose one before selecting a project; No project finds ungrouped tasks. Search task titles, notes and tags. Filters change what you see, not where a task belongs. Within a project's task list, Assigned to me and Everyone control whose permitted work appears.

Click a task's status in its row to choose To do, In progress, Blocked, or Done. The row responds immediately while the change saves. Source-managed or read-only statuses cannot be changed here.

Scheduled and Deadline use the same compact calendar control. Pick a date, choose Today, or Clear it; ordinary changes save automatically. When typing a date, press Enter or click away to save the completed date; Escape cancels the unfinished edit. Scheduled is your personal plan, while Deadline is when the task is due. If a deadline requires review, your change opens a proposal.

Past Scheduled and Deadline dates appear in muted red on unfinished tasks. Completed and archived tasks keep their normal date styling.

Bring your workspaces together

My work already gathers your tasks across accessible workspace memberships. Open View to choose My tasks, Following, or Collaborating; optionally filter by workspace, project and tags, sort by deadline, priority or title, and group by project or workspace. Save a view to reuse those choices in this browser and account. Clear a filter with its visible chip to return to the broader list.

Select a task's checkbox to show its actions. Select several tasks to change their status, move them between your Active list and Backlog, or archive and restore them together. The heading checkbox selects the editable tasks currently loaded, up to 250. Selecting a checkbox does not complete the task; choose Change status → Done to complete it. Connected tasks keep their source's status rules. Import tasks is always available above the list.

For tasks from one workspace, Edit selected opens their shared editing controls, including project, assignment and supported fields. No project removes the grouping while keeping each task and its information. Cross-workspace selections keep the actions that can safely apply across those spaces.

Each row opens the original task. A shared update made from its project appears here too; there is no second copy to maintain. A manager’s team view never includes another person’s private workspace or private planning. Lists refresh while open and after returning to the tab. Unsaved edits stay in place; if the saved task changed, review the current version before saving.

Add supporting files

Save the task, expand Attachments, and choose Attach file. Readers can download active files; editors can upload, remove, or restore them. The section shows its file count and summary while closed; upload problems, recovery controls, and deletion confirmations remain visible. File changes save separately from task details.

Supported types are PDF, PNG, JPEG, TXT, CSV, DOCX, XLSX, and ZIP packages of supported documents or photos. Task files allow up to 100 MB each and 20 active or reserved files per task. Upload progress is followed by a file check before the original is available. Task files are separate from Library content search; all retained files count toward the billing account’s shared storage allowance.

Remove puts a file in Removed files. Restore it there if needed. Permanent deletion is a separate action requiring recent authenticator verification. A task in Trash hides its files; restoring it does not restore files removed individually.

Review before importing

1. Open My work → Import tasks. Choose a file or paste your list. An optional spreadsheet template is available.
2. For spreadsheets, select the sheet and match columns to fields. Resolve ambiguous dates, unknown owners, and proposed projects. A source email does not invite someone.
3. Review every candidate. Correct titles, notes, dates, status, and tags; exclude headings, duplicates, or lines that are not tasks.
4. Review Visibility; imports start as Only me. Private tasks can only be assigned to you or left unassigned and can link existing projects. Clear new project names or create the projects separately. Choose Workspace deliberately to share the imported tasks. Confirm the import; unfinished tasks enter Backlog, even if they have dates.
5. Choose a small set and Add to Active.

CSV, XLSX, and pasted spreadsheet rows are parsed in your browser. TXT, Markdown, and pasted notes work best with one action per line. PDF and DOCX use document-text extraction. PDF import needs a text layer; it does not read scanned pages.

PNG/JPEG note reading, when enabled, requires processing confirmation and uses a transcription provider. Check handwriting and suggested tags before confirming tasks.

Review partial-extraction and duplicate warnings. Formulas are not executed; legacy XLS, encrypted workbooks, and source synchronization are unavailable.

Bring Monday work into Tarca

Open Settings → Connections → Monday.com to connect your own account. Choose a reviewed one-time import or keep matching work up to date with one-way sync.

Connection rows start collapsed. Select a name or its arrow to open the details; close it again to tidy the page. Closing a row does not disconnect it or discard your setup.

1. Have a Monday account administrator install the Sumongo app (the existing integration listing) in your organization's Monday account. Enterprise accounts may delegate installation to an app-admin role. Then choose Connect in Tarca, sign in to Monday and authorize your own connection. Your Monday password stays with Monday; installation does not connect everyone automatically.
2. Choose Choose work. Eligible boards are selected initially, up to 100 per review. Load more boards if needed and select them deliberately. Only the selected boards belong to this rule; newly created boards are not added automatically.
3. Open Scope & filters to choose your assignment role, a year, a group or actual client/company fields. Assigned to me is the default; Any matching work I can access is an explicit broader choice. Any People field also checks each subitem's own People fields. Selected roles require matching field names and types. Common filters apply only to unambiguous matching fields; each board's Field mapping allows exceptions. Choose All or Any rules and select status/deadline columns. Under Status mapping, map actual Monday labels into To do, In progress, Blocked or Done. Without an explicit mapping, Monday's completed states become Done and other states become To do.
4. Choose Review tasks and use Continue scan until complete. Review titles, dates, notes and warnings. Edit source returns to your choices. Completed work is excluded from new matches unless Include completed work is selected.
5. Choose Backlog or Active, and optionally an existing project. New tasks start as Only me; a project does not share them. Choose Workspace only after reviewing the audience.
6. For a one-time copy, select up to 250 new tasks and choose Import tasks. Already imported items are marked and skipped. For ongoing updates, choose Sync all matching tasks, review the ownership notice, choose Every hour, Every 4 hours, Every day, Every week or Manually, and select Enable sync. This rule covers all matching work, including future matches and eligible existing imports. The one-time import checkboxes do not limit it.

With sync enabled, Monday controls the title, mapped status and mapped deadline. Your notes, files, project, sharing, assignee, tags, Backlog/Active choices and personal Scheduled date stay in Tarca. Task details identifies the source-managed fields. A previously committed deadline keeps its review protection. Unreadable source values do not erase saved values; clearing a readable Monday date can clear an ordinary imported deadline. Source client/company filters do not create contacts or companies, and a board does not automatically become a project.

Sync now queues another check. Pause stops future checks; Resume starts them again. These are scheduled updates, not instant realtime changes. The status area shows the last completed run and next check when scheduled. Provider limits, large boards, access changes or errors can delay work; review any Needs attention message. You can keep working during a scan.

Existing synced tasks are retained when their source stops matching, becomes inaccessible or disappears. Tasks still found on selected boards can receive Monday's source-owned changes, including completion after they stop matching the original filter. Tarca never deletes them because a source item vanished. Choose Stop syncing this task in task details to edit it independently; later checks will not overwrite or recreate that task. Restore a deleted imported task from Trash rather than importing it again.

A preview expires after 30 minutes. If a review reaches its limit, reduce the selected source. If a result is unconfirmed, use Retry unchanged request before starting over. One saved rule is supported per personal connection. Editing the rule requires another complete source preview. Existing task notes, audience, project and planning are not reset when the rule changes.

Disconnect Monday removes Tarca's saved credentials, pauses syncing and retains imported tasks. Disconnecting does not uninstall the app from Monday. Reconnecting the same account requires Resume; connecting a different account requires a fresh source review. Workspace editing access is required, and Monday permissions can limit boards. See Monday's app installation permissions if approval is needed. Tarca does not write changes back to Monday.

Keep the original separately

After a supported file import, choose Save original to Library to retain one Only me file tagged Imported source. Check it with Open in Library. A file-save failure does not undo or repeat imported tasks.

Originals are not saved automatically; pasted input and Markdown have no retention action. Add useful task connections in Library yourself.

Undo an import

Choose Settings → Workspace → Import history → Undo import. Unchanged tasks are archived; subsequently edited tasks and projects remain. Check the counts and restore through My work → Archived if needed.

Choose a connection

Open Settings → Connections to bring work into Tarca:

The Outlook add-in is available now. Broader Microsoft 365 connections, Teams, OneNote, Slack, Zapier and Microsoft sign-in remain planned.

Create a task from Outlook

1. Open Settings → Connections → Outlook → Set up Outlook, or follow the Outlook installation guide.
2. In Outlook, open a received email and choose Add to Tarca. Sign in with your existing Tarca account when prompted.
3. Review the task title and email body. Choose your workspace and, optionally, an existing project or contact.
4. Choose Add task. Open the saved task in Tarca, or find it in My work → Backlog. It starts Only me.

Your organization may restrict personal add-in installation; ask its Microsoft 365 administrator if custom add-ins are unavailable. A linked project or contact does not share the task. Capturing the same email again returns its existing task.

The add-in copies the text you review. It does not copy attachments, synchronize your mailbox, send email or create contacts automatically. To capture by sending or forwarding an email instead, use Email to Task below.

Create a task from email

1. Open Settings → Connections → Email to Task. Your short, unique address is assigned automatically and ready to use.
2. Copy your address. From any email address, send or forward an email there, or include it in CC or BCC.
3. Find the new task in My work → Backlog. It starts Only me: the subject is its title and the message is its description.

Email to Task needs no sending-address setup, mailbox connection or Outlook add-in. Anyone you share your task address with can send new tasks into your private Backlog. Your organization’s rules on forwarding still apply.

Supported files up to 25 MB each become task attachments and count toward storage. Your email provider may impose a lower total message limit. Direct uploads in Tarca still support 100 MB per file. Check More options → Email history if a task or attachment is missing. Paused receiving, failed email authentication, unavailable editing access and storage limits can prevent capture.

Visible To/CC recipients link to matching contacts you can access in the chosen workspace. Choose Open contact to see an existing person.

For someone new, open the task’s Related items → From email → Add to contacts. It uses the normal contact fields. Review their full name and prefilled email, then add any other details you have, such as job title, phone, website, LinkedIn or company. A name included with the original email recipient is filled in for you; you can edit it before selecting Save contact. Only the name is required beyond the recipient’s email. The contact starts Only me, and saving sends no invitation. The company label stays on the person’s profile; this does not create a separate company.

Existing matching contacts are reused without replacing their details. Their Activity timeline receives an Email captured as a task entry with the subject, date received and Open task. For a new person, the same entry appears after Save contact. It starts Only me, even if your usual activity default is shared. You can edit, share or move the activity to Trash like other entries; sharing it does not share the task, message body or attachments. Open task is available only to people who can access that task. Retrying the same email or save does not add another entry. Hidden BCC recipients and addresses inside a forwarded message are not matched automatically.

Tasks go to your personal workspace by default, or your only available workspace. If you have several team workspaces and no available personal workspace, choose a destination once. Your destination stays the same when you browse another workspace. More options contains destination and receiving settings; you can pause receiving or replace an address if necessary. Your address has 10 random letters and numbers before @tarca.app, with no task- prefix. It stays the same as Tarca grows. Previously issued longer address tokens remain recognized on the current Tarca receiving domain until you choose Replace address. Use the exact address shown in Connections and update saved Sumongo addresses: the old @auth.sumongo.com receiving domain no longer accepts mail. Existing tasks remain unchanged.

Each email creates its own task. Subsequent replies are captured only if they also include your receiving address; there is no automatic thread sync or email-reply capture in Tarca Inbox.

Create a task from a text

Link your phone in Settings → Connections → Text to Task. Tarca's shared receiving number is +1 (844) 467-3355.

1. Enter your US or Canadian mobile number with +1. Choose a destination if asked. Connecting authorizes texts from that phone to create private tasks.
2. Choose Connect phone. From that phone, send the exact LINK message shown to Tarca’s number within 10 minutes. Open Messages prepares the message; you still choose Send. On a computer, copy the number and message to your phone.
3. Wait for Connected, or choose Refresh. Save Tarca’s number to your contacts.
4. Text a task to that number. Find it in My work → Backlog, visible only to you.

Plain text, up to 160 characters. No emoji or attachments. Use a direct message, not a group conversation. Each accepted text creates one task. Tarca sends no automatic linking, task or error replies by SMS; confirm linking in Connections and check My work → Backlog for the task before sending it again. No project, contact or date is guessed from your message. Add those details in Tarca when useful.

Some symbols count as two characters. Use straight quotation marks; smart quotes and other unsupported characters are not accepted.

Tarca uses one receiving number and recognizes your linked phone. Your saved destination stays the same when you browse other workspaces. Messages from unlinked phones do not create tasks. If you change phones, use More options → Disconnect phone, then link again. Existing tasks stay in Tarca.

Message and data rates may apply. Text STOP to pause capture. To resume, text START, then link your phone again in Connections. STOP, START and HELP never become tasks; the carrier may still send its standard control response. If Text to Task is being set up appears, receiving is temporarily unavailable; use Email to Task meanwhile.

Connect your tools with the API — beta preview

The API beta lets your tools read tasks and projects, or create and update tasks, within one workspace. Read the API documentation for the quickstart and supported operations. No separate documentation account is needed.

Open Settings → Connections → API. Choose one workspace, name your key, and select only the permissions your tool needs: Read tasks, Read projects, or Create and update tasks. Choose an expiry of 30, 90, or 365 days, then Create key. Copy the key when it is shown and save it in your tool's private secret storage. You cannot reveal it again; revoke it and create another if it is lost or exposed.

The first beta reads permitted workspaces, projects, and tasks, and creates or updates tasks. A task created with only a title starts Only me in My work → Backlog. Your key cannot access another person's private work or do more than your account is allowed to do. Shared tasks created through the API may also appear in your notifications as incoming work, even when your own key created them.

Use API documentation in Connections for request examples and retry instructions. The API address is https://app.sumongo.com/api/v1. Keep keys out of shared documents, screenshots, and messages. Revoke a key from the same API section when its tool no longer needs access. Other modules, webhooks, Zapier, and assistant connections remain planned.

Give related work a home

Open Projects → New project and enter a name. The summary, brief, owner, status and target date are optional context; you can add them when useful. A project is optional, and an ungrouped task remains an ordinary task in My Work.

Projects opens as a compact list. Search and filter the list, or choose Cards if you prefer that view. Pin frequently used projects and use manual ordering to arrange them, with a keyboard alternative to dragging. These display preferences belong to you in this browser and workspace; they do not rearrange a teammate's view or sync between devices.

Click a project to open Tasks first. The familiar task list keeps quick capture, filtering, personal planning and task details. Updates holds short dated progress notes and optional health. Brief holds the description, Library connections, recent activity and related pages. Edit brief updates it; Brief history keeps previous revisions. Tables contains connected tables, and Decisions holds date-change proposals and their outcomes. Use the project menu for rename and lifecycle actions.

See the team’s work

Use the view bar in Projects:

Choose a project scope and date range to keep these views focused; your view preferences stay in this browser. Overview also shows recent shared changes with links back to their work. These team views use shared work in the selected workspace. Counts include the complete permitted result. Personal tasks remain outside shared reporting. Unknown estimates and unscheduled tasks are shown separately; a missing estimate is not zero effort. Availability is an explicit weekly planning value, not a productivity score.

Open a project’s Updates tab, choose optional health, write a short note and post it. Use Mention for teammates or Attach from Library for supporting files. A link does not expand a file’s sharing permissions. Its author and date stay with the update. A health update is a person’s assessment; task completion counts are shown separately.

Edit several tasks

Select tasks and choose Edit selected to assign a person, change ordinary deadlines, or set a reusable property. Review changes before applying them. Committed deadlines still use their review flow, and Monday-managed dates remain controlled by Monday. Move and tag actions stay available in the same menu.

Add planning when it helps

Open a task’s Schedule & effort section to add a start date, estimated hours, a milestone marker or dependencies. These fields are optional and save separately from task details. Dependencies cannot form a cycle. Dates do not automatically move when another task changes; committed deadlines retain their review requirement.

Use Details & subtasks for collaborators, separately assigned child tasks and reusable task properties. A collaborator does not gain access to private work simply by being listed. Subtasks are ordinary tasks with their own status and assignee; completing the parent does not silently finish its children. Use the existing checklist for small steps that do not need their own task.

Request an approval

In a shared task, expand Approvals → Request approval. Name the decision, choose a reviewer and add context if useful. The request captures the current task version. The reviewer chooses Approve or Request changes; a changes request requires a note. The requester can withdraw a pending request or request fresh approval after revisions.

An approval of an earlier version does not approve later edits. Decisions and earlier requests remain visible in the task. Approval itself does not mark the task Done. A table automation may request an approval and use Approval decided to trigger a separately configured next step. External responses remain feedback, not verified internal sign-off.

Move work without recreating it

Use a task's ⋯ → Move to project, or select tasks in My Work or a project and choose Move to project. Pick an active project in this workspace or No project, then confirm. You can select up to 250 tasks per operation. The task keeps its identity, notes, contacts, comments, attachments, dates, progress and personal Scheduled date. Archived projects are shown distinctly and are not new destinations.

Archive or remove projects safely

Use the project menu or select several projects for a bulk action. Review the impact before confirming.

Deleting a project also reassigns direct page, intake, diagram and table grouping to the chosen destination. Their own sharing permissions do not change. Library references and historical records are preserved. Read the impact preview for related workflows and date reviews. While a project is deleted, existing published workflows and routines use its replacement destination; restoring the project may direct future runs back to that original project. Already-created tasks are not moved back.

Use the Projects lifecycle controls for project restoration; Settings → Trash directs project actions there. Permanent project deletion is not offered. A task never needs a project to remain usable.

Change a commitment deliberately

An ordinary task deadline can be edited directly in its row or task details. For a Workspace task with a date in a project, selecting Shared commitment makes later deadline changes subject to review. Moving that task or deleting its project does not remove this protection.

For one task, click its deadline, select a date or clear it, and choose Propose change. Add a reason and submit the proposal. The current date stays unchanged until an authorized reviewer approves it. This works even when the task is now under No project; its original review context remains in the history. Approval of a cleared date releases that commitment. To review a project target and several deadlines together:

1. Open the project and choose Propose date change.
2. Name the decision and explain why the date should change.
3. Review the project target and select only the tasks whose deadlines should change.
4. Submit for review. Dates stay unchanged until approval.
5. The authorized reviewer opens the proposal from Decisions, its Inbox notice, or Inbox → Ideas, reviews the proposed dates and Move/Keep choices, and approves or declines.

A declined proposal requires a reason. If the project or an affected task changed after a proposal was created, approval pauses. Choose Review updated proposal to compare the current dates with the intended change, adjust the dates or reason if needed, and choose Create new proposal. The new proposal still needs approval; the original record remains unchanged and can be declined with a note. If an affected task is unavailable or its deadline is managed by a connected source, resolve that first; it will not be silently removed from the proposal.

Talk beside the task

A saved task's Conversation is open by default. Add a comment, or edit or remove your own comments. Comments save separately from task details. Viewers can comment without task-edit permission.

Type @ and select a current teammate to notify them. The selected mention chips identify recipients; typing a name or email alone does not send a notification or invitation. Choose Follow to receive eligible task activity, or Mute task notifications to quiet that task for yourself.

Use Waiting on for a person or party, the missing information, and an optional follow-up time. You can link an existing external request from that task. Waiting details save separately and do not automatically change status or contact anyone. Use My plan → Remind me for your own reminder on unfinished work.

Work through Inbox

Open the header bell. Select an item to read it in the panel, or choose Expand Inbox for a list and reading pane. Both views use the same notifications and filters across your permitted workspaces. Inbox has no sidebar entry.

For you gathers direct requests such as assignments, mentions, reviews, outside replies and reminders. Updates holds general activity such as followed comments, form submissions and automation notices. Search the notification text, or use View to choose Unread, Snoozed, Archived, a source, or a workspace. The bell's unread count covers your active unread notifications, regardless of these filters.

For a task notification, read its context and conversation, add a reply where permitted, or choose Add to Today. Today plans the existing task for you; it does not create a copy or change its shared deadline. Use the source button to open the task, submission, table item, file review or exact project change. Approvals still require their normal review.

• Snooze returns an item in one hour, tomorrow morning, or at your chosen time within 30 days. Opening a snoozed item keeps its reminder; Return to Inbox brings it back early.
• Archive notification clears it from Inbox without changing the work. Use Undo immediately, or find it in View → Archived and restore it.
• Mark read/unread changes its attention state. Marking a snoozed item read or unread returns it to Inbox. View → Mark visible read affects only the currently loaded rows; choose Load more to include further pages.

Choose Ideas in the expanded Inbox for the selected workspace's captured ideas, requests, feedback, notes and project decisions. This remains workspace-specific, separate from the notification filters. With multiple workspaces, use the header selector to choose one. You can connect an idea to a project or dismiss it.

In Settings → Notifications, set your timezone, quiet hours, and optional daily email. Daily email is off by default. Your verified account email is also shown here; it is read-only. A form or table’s Email me action uses that address separately from the daily summary. These emails contain a link, not private task text, form answers or table values. Quiet hours defer reminders, waiting follow-ups, summary emails and automation emails. They do not delay an external message you explicitly send.

Ask someone outside the workspace

1. Choose Save task details before sending changes to someone else, then choose Email contact in Conversation or Update requests → Request an update. Requests use the saved task. The /email composer action opens the same workflow.
2. Enter one recipient email and write the message. Select whether they may comment, update status, change/propose a deadline, or attach files.
3. Review the preview. It always includes the saved task title and workspace name, plus your chosen message, context, and fields.
4. Choose Send email. The recipient uses a focused reply form without an account.
5. Review the response in the task. Resolve any conflict or committed-date proposal before treating the requested change as applied.

Internal conversations, private Scheduled dates, and unselected details are not forwarded. Replies and attachments sent by email do not enter Tarca; recipients must use the form.

Request links last seven days. Anyone holding a forwarded link may respond; an email address on a response is not verified identity. Cancel an open request or revoke its link after submission. A revision request preserves the earlier response and sends a fresh request. Closing a request does not itself finish the task.

If a permitted ordinary field is unchanged internally since sending, a changed response can apply directly. Conflicts wait for review, and committed deadlines use the project review process. Responses and attachments remain available while changes await a decision. Outside task-update responses support up to three files of 100 MB each when attachments are enabled. Forms also offer a File upload question.

Keep relationship context

Open Contacts, which starts on People, or choose Companies to create a company profile. Only a name is required, and a company does not need a connected person. Add useful details such as email, phone, role, website, tags, bio, or links, then Save profile.

For a person, expand First and last name to keep those parts separately. Full name controls the displayed name; changing the separate parts does not rewrite it. Imported names and biographies remain editable in the profile.

Profiles start private unless you changed future-sharing defaults. They do not send messages or verify identity. Owner-only notes remain private when you share a new profile; biography and activity follow their own audience.

Connect a person and company with a role, start/end dates, and optional primary-company designation. Connections do not share either record. Company timelines can show authorized person activity within the recorded affiliation dates.

Suggestions matches person email domains to saved company domains. Accept or dismiss after review; a match does not verify employment or merge records.

Keep an opportunity with its company

Open a company to keep opportunities and activity together, with company information and people alongside. Choose New opportunity, give it a clear name and use Opportunity description to explain the possible work. Add value, currency, owner and contact links when useful. Use the Timing date picker for the anticipated close. More customer context holds optional situation, challenge, business impact, decision details and a separate Customer milestone date.

Use Open, Closed won or Closed lost to record the commercial state. Closed opportunities can be archived and later restored from the archive without reopening them. Move to Trash removes an opportunity and its activity from company views; restore it in Settings → Trash. Closing an opportunity as won does not create a project or mark customer outcomes complete.

Opportunities start private to their creator and assigned owner, even when the company is shared. New activity starts private to its author. Use Share opportunity deliberately; sharing the opportunity does not reveal earlier private notes. Activity has its own audience, and recipients also need access to the opportunity and company. Linking a contact sends no message and does not change that person's sharing.

Keep notes, calls, meetings and other interactions in the opportunity's activity timeline. Record when the interaction happened and link relevant contacts if helpful. This records history; it does not send an invitation or create a reminder. Use ordinary tasks for work you want to plan or complete. Open opportunity value is grouped by currency, with unvalued opportunities called out separately.

Map the people around a company

From a company, choose Create organization map or Open organization map. The same document opens in Flowcharts and appears there as a Private company map. You can also choose the Organization map template in Flowcharts and optionally select a company. A company-linked map is private to its creator; access also depends on being able to read that company.

Enter a Role, optionally choose Reports to, and select Add role. The map arranges roles as you add or change reporting lines; Tidy organization map arranges them again. Select a role to edit Role name, Reports to or Contact. Leave Unassigned role until you know the person, or choose an accessible contact connected to the company. The purple contact link opens that person's profile.

Use Save explicitly and Undo when needed. Roles and reporting lines do not change contact affiliations. PNG/SVG exports include the contact names visible to you, so review them before sharing. Diagram JSON omits company/contact links; importing it creates a role graph without those connections.

Import a contact list

1. Open Contacts → People → Import contacts. Use your own CSV, TSV or Excel .xlsx file, or download a blank CSV or Excel template.
2. Add your contacts below the header row. Import up to 250 contacts and 40 columns in a file no larger than 5 MB. The template has no sample contact to remove.
3. Choose the file and, for a workbook with several visible sheets, the worksheet. Expand Match columns to review or change the matches; unfamiliar columns are left out until you map them.
4. Open a row’s Details to correct mapped values and review warnings. Clear its checkbox to exclude it. Each contact needs a first name, last name or full name. A supplied full name stays intact; when it is blank, Tarca joins the supplied first and last names.
5. Optionally select Connect company profiles. Tarca reuses a uniquely matching private company you own or creates a new private company. More than one matching company leaves the company name as text for you to connect later.
6. Select Review import. Check the counts and duplicate decisions, then choose Import [count] contacts.

The template columns are First name, Last name, Full name, Email, Phone, Role, Company, Website, LinkedIn, Address, Bio, Notes, Tags. Optional fields may stay blank. Separate tags with commas or semicolons. The Excel template keeps phone values as text, including leading zeroes and international + prefixes. Spreadsheet formulas must be replaced with their values before importing.

Every imported contact and newly created company is Only me, regardless of your sharing defaults. The import sends no emails or invitations. Duplicate emails are checked against contacts you own, including archived contacts and Trash, and skipped without changing them. Contacts without email addresses are added as new, so review them before repeating a file.

If the result is uncertain, keep the review open and use Retry same import. That checks the same request without adding another copy. If you leave the review, check Contacts before starting over. Your original file stays unchanged.

Record an interaction or next action

Use Log activity for a note, call, meeting, email, message, or other interaction. Set when it happened and its outcome. This records context; it sends no email or calendar invitation. Selected teammate mentions require that the recipient can access both the profile and activity.

Use New task or follow-up or Link existing task for actionable work. Review the new title and notes, optional assignment, project, deadline, or scheduled activity time. New tasks start as Only me. Choose Workspace and acknowledge that audience if you want to share the task. The resulting task appears in My work. Unlinking a profile does not delete that task.

Share only the context you intend

1. Open Share on a profile you own.
2. Choose Only me, selected members, or the workspace, and view/edit permission where available.
3. Choose profile details only, selected activity, or all eligible activity.
4. Select Review changes, inspect the affected records, then Apply sharing.

Profile and activity access are separate: recipients need both to read an entry. Sharing profile details only leaves existing activity audiences unchanged. Task and form-response permissions also remain separate.

My sharing defaults controls future profiles and activity independently. Turning it off does not revoke earlier shares. Archive inactive relationships or use Trash for recoverable removal.

Tables offers private blank lists, typed fields and optional automations. Start with a simple list and connect forms or follow-up actions when useful.

Start from a blank table

Open Tables → New table → Blank table, or start from a project's Tables section. Give it a name and choose Create table. It starts with a Title column and an Only you audience. Project and sharing choices are available when you need them.

Type into Add a row at the bottom of the grid and press Enter to save. Tab saves the row and moves into its next editable field when the row belongs in your current view. Click any ordinary cell to edit; Enter saves, Tab saves and continues, and Escape cancels that edit. Save and cancel buttons are also available. Selectors keep their normal keyboard controls. If a save fails, your draft stays available to correct or retry.

Open Record details for notes, links and change history. Connecting an existing task, contact, company, file, member or project does not share it or create a copy. A link marked unavailable stays intact when you edit something else.

New tables are private. The owner can deliberately change the audience in Table options → Table settings. Workspace members can read shared tables; current Owners/Editors can edit them. A Viewer can own and edit a private table, but that does not grant shared-work, automation or Forms administration rights.

Choose the fields and view you need

Choose Add column in the grid header, give the field a name and select its type. Common types appear first; search the other types when needed. Click a column's heading to edit its name, type or choices. Columns → Edit columns also provides reordering and removal. The built-in Title column keeps its name.

Fields include text, numbers, currency, percentages, choices, checkboxes, dates, email, phone, URLs and authorized links. Calculated fields add, subtract, multiply or divide two numeric columns. They are read-only results, not general spreadsheet formulas. Missing inputs or division by zero leave a result blank. Table date-and-time fields are instants; the editor labels their UTC values.

Use the Columns checkboxes to hide fields from your view without deleting their data. Removing a field is different: fields with stored values or references cannot be removed until those uses are resolved.

Use Search table and Filter & sort to narrow the list. In Table options, give the current view a name and choose Save view. Saved filters, sort and visible columns are private to you. Select All records to return to the default view. Pages show portions of the authorized list; a filter can hide a record without deleting it. After an edit or new row is saved, the current view is refreshed. A new row outside your filters is still saved.

Click outside a table menu or press Escape to close it without clearing your filters or selections. Escape returns focus to the menu's control; Tab lets you continue to the next control.

Import a reviewed spreadsheet

To start a table from a file, choose New table → Import spreadsheet. Select CSV, TSV or Excel .xlsx, review the suggested column names and types, and create the table. Then review the mapped rows and choose Import rows. Creating the table and importing the rows are separate steps, so an empty table may remain if you stop before importing.

For an existing table, choose Import and match the source columns to your table fields. Paste rows accepts copied spreadsheet cells, and pasting a block into the grid opens the same review. Ordinary paragraph text pasted while editing notes stays in that field. Import adds new rows; it does not overwrite existing rows. Check populated columns left out of the mapping before continuing.

Use up to 250 records, 100 source columns and a 5 MiB file. Excel requires one populated visible sheet. Replace spreadsheet formulas with their calculated values before importing. Link people, tasks and files afterward using the authorized selectors; raw identifiers cannot create relationships through import. The source file is parsed in your browser and is not automatically retained. This is a one-time import, not synchronization with the workbook.

Export a table

Choose Export, then Excel .xlsx or CSV. Current view includes all rows matching your search and filters, in the current sort order, with your displayed columns—even when those rows span several pages. Entire table includes all active rows and columns you can access, without the current filters. Neither option includes rows in Trash.

The export checks for changes while preparing the file. If the table changes or a request fails, retry; an incomplete file is not offered as a successful export. You can cancel preparation. Exports are limited to 20,000 rows and a bounded amount of data; narrow your view if it is too large.

Related records export their accessible names instead of internal IDs. Unavailable links remain marked unavailable. Decimal values and date-and-time text keep their precision; Excel stores those values as text, and calculated fields export their results. Notes, activity history and original attachments are not bundled into the spreadsheet. Download those files from their original items.

Add a reviewed automation when useful

A table owner with current workspace Owner/Editor access can open Automations. Start with a draft and set When → Only if → Then. Triggers cover a created row, a changed field, a submission connected through an active form-intake mapping, or a date on the row. Conditions compare supported field values; the first matching branch selects its ordered actions.

Choose one or more actions in the order they should run: update a field, create or reuse a linked task, notify you in Inbox, Email me, Create a contact, request task approval, or request an outside update and wait for its response. A linked task is ordinary workspace work. It does not become private because its source table is private, and an automation does not complete it automatically.

For Create a contact, map Name and Email from table fields or written text; expand More contact details for Phone, Company, Website and Notes. New contacts are private to the person who activates the automation. Choose Use my existing contact to link one of your private contacts with the exact same email, without changing its details, or Pause for review to handle duplicates yourself. Shared, ambiguous or unavailable matches need review.

Email me sends a generic link to your verified account email. It contains no row values or files. Email delivery runs separately from the other actions: Queued means waiting to send; Sent means the email provider accepted it, not that it reached the inbox or was read. Check run history for failures or cancellations.

Save the draft and test with a sample record before activation. Tests show a simulation without changing records or sending email. Review the saved version, any task audience and any mapped recipient address, then activate deliberately. Saving a later draft does not replace the active version. Sample workspaces support local drafts and simulations only.

Run history shows completed, skipped, waiting or blocked work. Pause new runs stops new runs; already queued work may continue. Hold all execution stops pending work. Resume active version uses the captured active version. Revoke existing versions invalidates existing authority. After resolving a retryable blocked run, retry its remaining work; completed steps keep their results rather than creating another task or request. An expired, closed or no-longer-matching update request cannot resume that run; review the record before requesting new information.

Follow up on a date

Choose When → A date is reached, select a Date or Date and time column, and choose on, before or after it. A Date column also needs a time and named timezone. A Date and time column already identifies an instant; its offset is measured in 24-hour days.

Test a saved row to preview its scheduled time and actions. Activation starts with future occurrences only. Blank or past dates do not produce a catch-up batch. Editing or clearing the source date cancels unfinished work for the old occurrence; a new future date can schedule a new occurrence. Completed steps remain recorded. A date rule cannot change, or request edits to, its own trigger date.

Pause or hold cancels dates that have not started. Resume schedules future dates again; it does not catch up on dates that passed while stopped. Already-started work keeps the existing pause-versus-hold rules. These are one-time date occurrences, not daily, weekly or monthly recurring schedules.

Ask for selected information

For a saved row, open Record details → Update requests → Request an update. This requires workspace editing access as well as permission to edit the table.

1. Enter one email address and a message. Select 1–20 editable fields and choose the link expiry.
2. Optionally choose bounded reminders, with at most three reminders.
3. Choose Review request. Check the recipient, record title, message, selected field values, expiry and reminders.
4. Choose Send request. This queues the reviewed email; the status distinguishes delivery from response.

The saved record title is always shared, even if Title is not selected for editing. Internal notes, linked records and unselected fields stay private. Anyone holding the link can view its selected snapshot and respond once without an account; the email address is not verified identity. Links last no more than seven days. These requests accept selected field changes, an optional comment, and up to three files when the sender enables attachments. Signatures and approvals are not included.

A successful response updates the selected fields and returns a receipt. If the record changed since sending, nothing is applied; send a fresh request after review. An automation waiting for that request resumes the same run after a successful response. Under Manage request, the original author can pause/resume a pending request, send an allowed reminder, revoke the link, or close a responded request. Do not treat Email accepted for delivery as proof the person received or answered it.

Connect a form and a table

Start from whichever you already have:

• From a form: save the form, then choose Save to a table below its tabs. Create a private table or select an existing table you manage. Review the questions and destination columns before connecting. The same strip shows existing destinations and their connection status. Tables → New table → From a form also starts this setup, including within a project; a new table keeps that project assignment.
• From a table: choose Collect information. Open an existing connected form, or deliberately create another draft from selected columns. Review its questions and branding, then publish when ready. Existing rows, internal notes and linked records are never copied into the public questions.

You must manage the table and have workspace editing access to set up its form connection. A private table remains private; the generated form's selected question structure is available to workspace editors. If you choose a shared destination table, review who will see the copied answers.

A new accepted response adds a row and preserves the original answers. An unpublished form waits for publication. If questions, columns or the destination audience change, the connection may need review before it can collect more rows. Publishing a form does not by itself prove that its table connection is active; check the connection status.

When connecting a published form, you can also choose to include eligible existing responses from its current published edition. Older editions are counted separately and stay in Forms. These rows are queued for import, so they may not appear immediately. Importing earlier responses does not automatically start row-created or date-triggered follow-ups.

Compatible answers become ordinary table values. File uploads, addresses and unsupported fields remain in the original response rather than being flattened into unsuitable columns. Local date-and-time answers can be retained as text without inventing a timezone. To update an existing row, use an Update request; a form submission adds a new row rather than matching and overwriting another one.

For advanced manual setup, Automations → Form intake → New mapping still lets you select a published edition and review the title, answer mapping and activation separately. Pause intake stops new and pending intake; revocation invalidates its authority. Intake history identifies blocked work and supports a deliberate retry without duplicating the resulting record.

Forms do not need a table. Forms → Follow-up opens optional contact, task, Inbox and email actions directly, including personalized confirmation emails and simple answer conditions. Table actions adds requests, approvals and table rules when you need them. Choosing an action only changes the draft. Review existing rules before adding another because form actions and table rules can both run for the same response. From an intake run, use Open row or Open original response when available. Automation runs offer Open source row, Open contact and Open task when permitted. A row’s Original response returns to the preserved answers; each response also lists its linked rows. These links respect current access and never share private tables.

Find and reconnect work

Use Search workspace (⌘K / Ctrl+K) to find a table or row by title. Row results show their table name. Open a task’s Related context → Table rows to find its linked rows, then return to the same task. Links in typed Task columns also appear here. A response-created task can point back to a mapped row even when the task was created after the row.

Search and related links only include records you can currently access. Trashed tables and rows are omitted. A link never changes sharing, and opening it checks access again.

For a table Update Request, select Allow attachments when preparing the request. In an automation, use the same option on Request an update and wait. The recipient can add up to three files of 100 MB each. Sent requests keep the attachment permission you reviewed; changing a later draft does not change an existing link. Files stay with the accepted response and are available from the row and the request sender’s Received files in Library.

Restore a table or row

Use Record details → Record options to move a row to Trash. Turn on Table options → Records in Trash, open the row and restore it. For a whole table, use Table options → Move table to Trash. In All tables, open the catalogue options, select Tables in Trash and choose Restore. This slice provides recoverable Trash, not permanent deletion of tables or rows.

For an unconfirmed save or send, leave the draft open and use Retry same request. Starting another attempt can lose the ability to identify the original result. For a version conflict, review the newly saved record before applying your changes again.

Build the questions

Open Forms → New form for a blank start, or Browse templates for 25 editable starting points. Search by what you need, or choose Sales & Customer Success, People & HR, Operations, Projects & Product, Finance & Purchasing, Marketing, or General. Blank form remains available above the results. A template creates a draft; it does not publish, send anything or activate workflows.

In Build, enter the title and introduction. Use Add fields, search the component library, then select a question to edit its label, help text, required setting, and answer limits. Reorder with the drag handle or up/down controls. You can duplicate or remove a field.

Forms support up to 100 fields and 50 choices per choice field. A currency question collects a number; it does not collect payment. Date-and-time answers do not convert timezones, so include the expected timezone in help text. Use File upload for documents, photos, or supported ZIP packages.

Collect files with a response

Add File upload from the field library. Set a clear label and make it required only when needed. Each file question accepts up to three files, with ten files across a response and 100 MB per file. Required and conditional questions work with attachments; hidden file questions are excluded from the submitted response.

Respondents select files, wait for Ready, then send the response. Retry an interrupted upload or remove it before sending. A failed upload cannot silently become a completed answer. Preview lets you try file selection but does not upload or retain the selected files. Published forms run verification before opening a private upload session.

Supported files are PDF, PNG, JPEG, TXT, CSV, DOCX, XLSX, and ZIP packages containing supported documents or photos. ZIPs remain intact. Each contained file may expand to at most 25 MB, with 100 MB expanded across the package and up to 512 entries. Encrypted packages, nested ZIPs, executable contents and excessive compression are rejected. Folder upload is not available—compress a folder of supported files first.

Open the received response to download its files. The form owner can also find them under Library → Received files and return to the original response. A linked task or table row shows the connection only to people who can also access that response. This does not copy the files or change sharing.

Show the right follow-up question

Select a field and expand Rules & validation. Under Show this field when or Require an answer when, add a condition using an earlier question. Choose whether all or any conditions must match. Available comparisons depend on the answer type.

For example, ask “Do you need delivery?” before an address question. Show and require the address only when the answer is Yes. Turn off Always required if the requirement should be conditional.

For Dependent choices, connect an earlier dropdown or single-choice question, then tick the options available for each answer. An unmatched answer supplies no choices. Rules use earlier questions only; moving or deleting a source question may require repairing them. Hidden answers are omitted from submission.

Use Preview to test every branch, required field, and page step. Preview does not publish the form.

Set appearance and publish

In the Build inspector's Settings, set the display name, optional public HTTPS logo URL, submit label, thank-you message, receiving person/business, privacy notice URL, and reviewer. Use a logo you control; respondents load it from its host. Operator and platform privacy disclosures remain visible.

Contact suggestions prefills manual contact review; automatic workflows have separate mappings.

1. Choose Save draft.
2. Open Share and select an address using 3–64 lowercase letters, numbers, or hyphens. The address is fixed after first publication.
3. Choose Publish form, then Open form or Copy link.
4. After later edits, choose Publish latest version to update the public form.

Published editions are fixed snapshots. Draft edits stay private until publication; responses retain their original questions. Pause responses preserves the link and history; publish again to reopen. Duplicate an archived form to start a new one.

Share, embed or export a form

For a published form, open Share and choose Copy link or Open published form. Open in my email app prepares an invitation with the public link in your usual email app; you choose recipients and send it. Copy message provides the same text if you prefer to paste it. Tarca does not connect your mailbox or send that invitation itself.

Under Embed on a website, choose a frame height and copy the code into an HTTPS website that permits external embeds. The form stays hosted by Tarca, with its existing branding, questions, upload controls and response handling. Its width follows the surrounding page; the height is fixed and longer forms scroll within it. This is a website embed, not an interactive form inside an email.

Under Export form, Print / save PDF opens a blank copy of the current draft for your browser's print or PDF controls. It includes conditional questions and any unsaved draft edits; it does not submit answers. Download definition saves a JSON backup of the question design without responses or internal contact mappings. Importing that JSON backup is not yet supported.

Sample forms stay on your device and cannot generate a working public share link. Paused forms must be published again before sharing. Publishing or sharing never enrolls a person in marketing emails.

Review responses

Open Responses, filter by New, Reviewed, or Spam, and select a response. Review its original answers. Deliberately save/link a contact or create/link a task if needed, then mark the response reviewed. A response may have one linked contact and one linked task; several responses can refer to the same existing task.

Submitting does not grant marketing consent. Export loaded list exports only loaded response summaries; load more when needed.

Choose what happens after submission

A form saves its submissions in Responses without a table. Save your questions, then open Follow-up. The After submission checkboxes let you combine:

• Notify me in Inbox keeps new submissions close to your work.
• Email me sends a link to your verified account email, shown in Settings → Notifications. Answers and uploaded files stay in Tarca.
• Create a contact saves selected details privately to your Contacts. Expand Match contact fields to check the suggested answers.
• Create a Backlog task adds an unassigned task in this workspace. Expand Task details and use only answers appropriate for that audience.
• Send a confirmation email sends a message to the respondent using an Email question from this form.

Optional Collect contacts, Capture work and Notify me presets select common actions; you can change each checkbox and field match. Presets do not send email or turn actions on. For contact duplicates, choose Link my existing private contact or Pause contact creation for review. Linking uses one active private contact you own with an exact email match and keeps its existing details.

1. Choose your actions and Save actions. You can do this before publishing; saved actions stay off.
2. Publish the matching questions, choose Turn on actions, and acknowledge the reviewed actions and audience.
3. Use Recent activity to check results and open the contact, task or original response.

Expand Only when… to add optional answer conditions. Choose All conditions match or Any condition matches. Hidden questions never match, including “is unanswered”; the form’s usual reviewer notification remains unchanged. Remove the conditions to run for every new submission.

For a confirmation, choose the respondent’s Email question, write the subject and message, and use Insert answer to add answers from this form only. When an answer is blank sets fallback text such as “there” for a missing first name. Preview email uses sample answers. Review the selected questions before sending; unrecognized placeholders must be corrected before saving.

Confirmations come from the saved form operator name via Tarca, using info@auth.tarca.app. New personal forms suggest your display name; new team forms suggest the workspace name. Check the name before publication; existing forms keep their saved identity. Replies go to the operator’s verified reply address shown in the actions editor. Tarca Inbox shows the original submission and activity; it does not capture those email replies. If confirmation delivery is being prepared, you can still save the actions and turn them on when available.

Actions start with new accepted submissions; existing responses are not backfilled. Publishing changed questions requires another review and activation. The usual submission notification is reused where possible, so enabling Inbox does not add a second completion notice. Failures can still produce a separate notice.

Email queued means waiting to send. Email sent means the provider accepted it; it does not prove delivery or that someone read it. Email failures do not undo completed contact or task actions. A receipt may be unavailable if you no longer have access or it belongs to someone else.

To limit repeat messages, a form skips another confirmation to the same address within ten minutes. Other selected actions continue; check Recent activity for the result.

Use Pause actions before editing. It holds queued work; Stop previously authorized runs stops unfinished earlier actions and keeps completed records. Resolve a blocked or partial result, then review its retry; completed actions are not repeated. If a save is unconfirmed, keep the review open and use Retry unchanged request.

The workflow owner or workspace owner manages these actions. Optional Table actions adds approvals, date rules and update requests. Share → Open in my email app prepares an invitation sent by your email app. Confirmation emails acknowledge submissions; neither email action enrolls anyone in marketing.

Draw the process

Open Flowcharts → New flowchart → Blank canvas or template. Choose a simple flow, blank canvas, or mind map; name it and optionally select a project. Search the component palette or browse its categories.

Choose the Organization map template to arrange roles. An optional company link makes the map private to its creator and enables accessible company contacts; see People and companies. It uses this same editor.

Click or drag a component onto the canvas. Double-click a shape to edit its text in the Design panel. Use the inspector for colors, borders, text formatting, dimensions, and other style controls. Drag between connection handles, use the shape's +, or choose Next step or Decision. A selected decision offers Add Yes / No branches.

Label/style connectors or reverse direction. Pan, zoom, fit, or select through the outline. Arrange controls align, distribute, resize, group, and layer selections. Group membership is explicit; overlapping a frame does not join it.

Lock shapes or frames against accidental editing. Layout → Left to right or Top to bottom rearranges the chart; Undo is available. Locks do not change permissions.

Connect a step to work

Select a shape and open Task in the inspector. Link an existing active task in the same workspace, or choose Create and connect. New tasks start as Only me; use Visibility to share deliberately. Linking a private task does not expose it to other diagram viewers. Creation saves the diagram first. Open the linked task to use its normal details and conversation.

Removing a link, shape, or diagram does not delete the task. A line is a visual relationship: it does not enforce dependencies or execute a routine.

Save, export, and import

Choose Save explicitly. Export PNG, SVG, or diagram-data JSON, reviewing labels before sharing. JSON is not a full workspace backup.

Choose New flowchart → Import Tarca JSON. Review the preview, removed links, and title before creating a separate copy without inherited task/project links. Foreign formats are unsupported.

If someone saved a newer diagram, export your draft as JSON before reloading and reconciling. There is no automatic merge. Diagrams allow 300 shapes and 600 connections each, with archive/restore available.

Keep and find useful material

Open Library → Add and choose file, link, or note. Give it a useful title and save. Native items start Only me. Existing project briefs and pages retain their original source and permissions.

Search titles, tags, note/link text, or extracted document text. Matches may identify a page, sheet, row, or section. Organize with pins, tags, and personal saved views under Filters & views. Saved links are not crawled.

Files support PDF, PNG/JPEG, TXT/CSV, DOCX, XLSX, and supported document/photo ZIP packages, up to 100 MB each. ZIPs are download-only and are not unpacked or indexed. After the file check, text extraction runs for originals up to 20 MB. Larger validated files remain available to download and show that text preview is unavailable. Check the extraction status: partial, unsupported, encrypted, or failed content is not a complete searchable document. PDF extraction covers up to 50 pages. Images and scanned PDFs have no Library OCR. Spreadsheet formulas and hidden content are not silently indexed.

Preview does not edit Office files. Originals can remain downloadable after extraction failure. Upload replacements as new versions; the previous version remains until completion. Search follows the current version. Older versions remain readable and consume storage, with up to 100 editions per item.

Received files

Files you receive through Forms and Update Requests appear in a quiet Received files section. Search matches their filenames and source titles. Use Open response or Open task to return to the work that collected them; download uses the original private file.

These entries retain their source permissions and retention rules. They do not gain native Library versions, independent sharing links, tags, or document-content indexing. Removing or losing access to the source also removes access here. A received file is stored and counted once.

Connect and share

Connect an item to a task, project, page, person, company, or diagram. Unlinking removes the connection, not either record.

For teammates, use internal sharing, choose the workspace or selected members, and review view/edit access. Ownership and workspace role both matter. A Library connection does not widen the audience of a private item.

For someone outside Tarca, create an external link to a specific version. Choose its expiry, whether downloading is allowed, and whether to request a review. Copy the link, or explicitly send the prepared email. Creating a link alone sends nothing.

Links expire within 30 days and can be revoked. Anyone holding the link can access its selected content. The link does not expose other versions, private tags, linked people/tasks, or internal review history. Disabling downloads cannot prevent someone copying visible text or taking a screenshot.

Turn a review into a next step

Reviews remain attached to the version the recipient saw, even after you upload a new version. The current authorized item owner can receive an Inbox notice and open that exact review. Respondent names and emails are unverified; approval feedback is not a signature or automatic task completion.

On an eligible review, use Next task → Create task or Link existing. Write the new task title and optional notes yourself and acknowledge Workspace task · Unassigned · Backlog. Private response text is not copied automatically. A review supports one next-task connection; use Open task after saving. The task remains if the source later becomes unavailable.

Trash revokes external access. Restoring an item does not revive revoked links. Ordinary link expiry preserves an already received review; explicit revocation can make its source notice unavailable.

Meeting notes

Where enabled, your Tarca trial includes 600 meeting minutes total, through the trial end date shown in Settings → Plan & billing. This allowance is for your account and does not reset each month or when you change workspaces. The trial ends without an automatic charge.

1. In Library, choose Meeting notes → New meeting.
2. Add a title and optional meeting type or background. Under Related to, connect contacts, companies, projects or tasks. Record with your microphone, share a browser tab with audio, upload audio, or paste a transcript. Confirm everyone has agreed before processing.
3. Review Summary or Transcript. Hover, focus or tap a numbered reference to read the exact transcript passage. Choose Open in transcript for the surrounding conversation.
4. In the summary, edit and select the actions you want, then Add to Backlog. Each task stays linked to its original meeting.

Use Copy summary to copy the headings, decisions, topics and actions in compact email-friendly formatting, without transcript references. Copy transcript keeps the speaker labels and timestamps. A text export is also available. Save preserves your draft text and reviewed action edits; it does not start AI processing or create tasks.

After the trial, Meeting Notes is a separate $15/month subscription plus applicable tax, with 600 meeting minutes each month. When checkout is available, you can subscribe before the trial ends; the paid month starts immediately and unused trial minutes do not carry over. Meetings can be up to three hours, with no automatic overage charges. Repeated failed or unusually intensive processing can pause new AI requests before those minutes are exhausted. Saved notes remain available while your Tarca account has access; contact support to review a processing hold.

Notes are private to you, including when linked to shared work. The linked profile, project or task can show your saved meeting without creating another copy. Temporary audio is removed after processing; this version does not keep a permanent audio library. If processing fails, download the original while its temporary recovery window is available. Browser tab audio must be explicitly shared. Microphone-only capture does not capture another app's audio through headphones; upload that app's recording instead.

Open workspace search with the search control or Cmd+K on Mac / Ctrl+K on Windows. It finds authorized tasks, people, companies, forms, flowcharts, and Library items by name in your current workspace. Use Search document content in Library to carry the query into document search.

In search, use Up/Down to navigate, Enter to open a result, and Escape to close. The shortcut does not interrupt active text editing or an open dialog. Search does not reveal private records you cannot access or search all workspaces at once.

In the diagram canvas, Cmd/Ctrl-click selects multiple elements; Cmd/Ctrl+A selects all. Cmd/Ctrl+C/V copies/pastes inside that editor's temporary clipboard, without cross-diagram or system-clipboard transfer. Undo/redo is also available.

Profile and workspace

Open your avatar or Settings → Profile to update your display name. Settings → Workspace holds workspace details, space actions, import history, and export.

Workspace renaming requires an administrator's approval. Submit the proposed name and wait for approval.

Existing recurring task schedules remain available under Settings → Workspace → Manage scheduled work, including schedule controls and history.

Export workspace data downloads a JSON file containing all tasks you can currently access in this workspace, including completed and archived tasks, plus your private Scheduled dates and Active/Backlog plans. It checks the task list twice and asks you to retry if tasks or access change during preparation. Exports support up to 100,000 tasks and 50 MB of task data; you can cancel while the file is being prepared.

Projects, pages, decisions and other included sections retain their loaded snapshot limits. Trash, inaccessible tasks, older unloaded history and separate content stores are excluded. Download original files separately; this is not a full workspace backup.

Invite and manage teammates

The team workspace owner uses Settings → People to invite an email address with Editor or Viewer access. The recipient opens the invitation, signs in or creates their own account, verifies the matching email, reviews the team and role, then chooses Accept invitation.

Invitations expire after seven days and can be revoked. Personal spaces do not accept team invitations. Changing a teammate's role or removing membership requires an explicit action. Removal unassigns eligible unfinished work; it does not erase completed history.

Under Workspace ownership, choose a current member and Request transfer. Ask them to accept in Settings → People; no email is sent. You become an editor after acceptance. Billing ownership stays separate.

Understand plan and billing status

The monthly price is $19 per person, USD before applicable tax, for personal use or a team of 1–25 editing seats. Enterprise pricing is by contact. Eligible new customers can start a no-card trial when offered at signup. New complimentary invitations and codes have no scheduled access expiry, subject to administrative suspension or revocation. Existing older offers keep their displayed terms.

Settings → Plan & billing shows your actual Free trial, Complimentary access, Early access, paid or read-only status. Temporary access does not renew into a charge. Existing early-access grants are preserved. Paid checkout remains separately gated: if it says unavailable, a monthly subscription cannot yet be purchased. Restricted payment testing is not public purchasing availability. Annual billing is not available yet.

Billing owners/managers can review and save billing name/contact information. Saving that profile collects no payment. Financial users can use Billing under their granted account access; this does not grant workspace-content access. Follow the affected workspace’s access notice or contact its billing owner if access changes. Other workspaces with their own valid access remain available.

When a trial ends

Your recorded end date controls your access. For trials issued under the October 12, 2026 terms, Tarca schedules an email and an Inbox reminder about three days and one day before that date. Check Plan & billing for the deadline even if an email is delayed or filtered. A valid subscription or complimentary grant stops further trial reminders.

After that trial ends, its covered workspace content is locked, including viewing, editing, downloading and exporting. Sign-in, access status, billing recovery and support remain available. Open Plan & billing to choose a subscription when purchasing is available, or apply a valid promotional code. Access returns after payment is confirmed or the new grant is accepted; saving a card alone does not restore it. The trial never charges you automatically and expiry does not itself delete your work.

Trials already issued under the October 11, 2026 terms retain their original promise: editing ends at expiry, while authorized viewing, downloads and available exports remain. Accepting a later agreement does not remove that promise. Paid subscription cancellation has its own terms. Contact support@tarca.app for recovery help or privacy@tarca.app for privacy requests.

Understand file storage

The allowance is 25 GB per funded person, pooled across the workspaces covered by one billing account. During early access, it counts distinct verified active owners and editors, with at least one person. Viewers and outside respondents do not add storage. Separate billing accounts keep separate pools even when they have the same owner.

Library originals and older versions, task files, form uploads, and outside update-request attachments all count. Trash and removed files continue to count until permanent storage cleanup finishes. An unfinished upload temporarily reserves the full 100 MB file allowance; this hold can remain for at least 27 hours while its upload permission expires. A failed upload does not immediately free that reservation.

The interface uses MB and GB for limits of 100 MiB per file and 25 GiB per person. Spreadsheet imports still have their 5 MiB source limit, and document/image task imports their 4 MiB limit; storing a larger original does not enlarge import processing.

Uploads can resume after an interruption. Keep the page open and retry the existing upload with the same file to resume or check the existing attempt; wait for Ready before submitting a response. This applies to Library, task attachments, form file questions and enabled Update Request attachments.

Archive, Trash, and permanent deletion

Archive keeps inactive work recoverable within its module, such as My work → Archived. Trash is a separate removal from normal views. Open Settings → Trash, choose the relevant group, and inspect Deleted items to restore eligible content. Manage items lists eligible active work for removal.

Read deletion's impact preview. Deleting a contact preserves its tasks and original answers. Restored forms return paused; restored tasks do not restart reminders or reopen external links. Project lifecycle actions use Projects and keep tasks; restoring a deleted project does not reattach tasks or undo later moves.

For record types that support permanent deletion, it requires authority over that record and recent authenticator verification. Projects do not offer permanent purge. If files or other retained relationships block deletion, the preview explains what needs attention. No automatic recovery deadline or scheduled purge is promised. Revoking access cannot recall files someone already downloaded.

When something looks wrong

Current operating limits include 100,000 tasks including archived work, 200 projects, and 200 import batches per workspace. These are capacity limits, not unlimited-storage promises. If you need help, use Request a walkthrough and describe the action and visible error without sending passwords, private links, or sensitive document contents.