Admin and System

This page covers Truetask's admin-only features for monitoring, auditing, and maintaining the workspace. Most regular users never need to open these sections — but when something goes wrong or compliance comes knocking, this is where you go.

Admin only

Every feature on this page requires the site Owner or Admin role. Some features additionally require a Pro or Enterprise license.

Health

Settings → Site → Health gives you a real-time status page for the services Truetask depends on:

Service	What it checks
Database	PocketBase connection — the primary data store
API	FastAPI service — core business logic and data access
MCP	Model Context Protocol server — only when enabled

When to check it

• After an update, to verify everything came back online
• When users report slowness or errors, to rule out service issues
• Periodically, as part of your ops routine

Status indicators

Each service shows green (healthy), yellow (degraded), or red (down). Expand the entry for diagnostic details, including error messages and response times.

Updates

Settings → Site → Updates shows the currently installed version of Truetask and links to upgrade instructions.

• Current version — your installed build
• Latest available — when this instance can reach the internet, shows the newest release
• Update window expires — when you lose access to new releases under your current license (pair this with the License page)

Actually performing an update is a server-side operation — see the Admin Guide for step-by-step upgrade instructions.

Audit Log

Settings → Audit & Security → Audit Log is an append-only record of every significant action taken in the workspace. Nothing is ever deleted from the audit log — it's a complete, tamper-evident history.

What gets logged

Action	Examples
create	New tasks, lists, boards, tags
update	Any edit to a tracked entity
delete	Removals
move	Tasks moved between lists or boards
archive	Boards or tasks archived
export	Data exported from the system
import	Data imported into the system
ldap_sync	LDAP synchronization events
ldap_auth	LDAP authentication events

Each entry records:

• Date and time (UTC)
• Actor — the user who performed the action
• Board — which board the action affected (if applicable)
• Entity — the specific task, list, board, etc.
• Action — what was done
• Change summary — human-readable diff of old vs new values

Filtering

Filter the log by user, board, entity type (card, list, board, tags, system), action, and date range. Every column is sortable.

Chain Integrity

Each audit entry is linked to the previous one via a SHA-256 hash — the entry's hash includes the previous hash plus the actor, board, entity, action, and metadata. This makes the log tamper-evident: you can detect whether any entry has been altered or removed.

The genesis hash (truetask_genesis_v1) seeds the chain for the first entry on each board.

Click Verify integrity to re-run the chain check on demand.

Exports

The audit log can be exported in five formats:

Format	Use case
CSV	Import into spreadsheets or BI tools
JSON	Programmatic processing
Excel	Share with non-technical stakeholders
SOC 2 Report (HTML)	Compliance audits with SOC 2 Type II mapping
ISO 27001 Report (HTML)	Compliance audits with ISO 27001 Annex A mapping

The SOC 2 and ISO 27001 reports include:

• An activity summary table
• The detailed audit trail
• Chain integrity attestation stating that logs are immutable and that integrity can be verified via hash
• For ISO 27001: a control mapping (A.5 Organizational Controls, A.8 Asset Management)

Active Sessions

Settings → Audit & Security → Active Sessions shows every active session across every user on the workspace.

For each session you see:

Field	Description
User	Who the session belongs to
Browser	Parsed from the user agent
IP address	Where the session was opened from
Last activity	When that session was last used

Click Revoke on any session to force-sign-out on that device. Useful for:

• A user reports a lost or stolen laptop
• An employee leaves and you want to ensure they're signed out everywhere
• Investigating a suspicious login

Individual users can also manage their own sessions from Profile → Sessions — see Profile.

Backups

Settings → Server → Backups configures automated workspace backups.

Schedule

• Frequency — daily, weekly, or a custom schedule (e.g. every day at 4:00 AM)
• Retention — how many backups to keep (e.g. the last 7 daily backups)

Older backups are automatically pruned as newer ones take their place.

Manual Backups

Click Backup Now to create an immediate backup. Useful before any risky operation — major upgrade, bulk import, configuration change.

Restore

Click Restore on any backup to roll the workspace back to that point. Restoration is immediate and replaces the current state.

Restore replaces everything

Restoring from a backup overwrites all current data with the backup's contents. Anything created or changed since the backup was taken will be lost. Consider using Workspace Export (below) to save a snapshot of the current state before restoring.

Workspace Export

Settings → Server → Export creates a portable JSON export of everything in the workspace:

• All boards, lists, tasks, tags, and members
• Custom fields and their values
• Automations
• Comments and attachments metadata

Use it for:

• Migration to another Truetask instance
• Full audits where you need an offline copy of the data
• Pre-restore snapshots as a safety net before any restore

Very large workspaces can take a few minutes to export. The download starts automatically when the export is ready.

Data Retention

Settings → Server → Data Retention configures automatic cleanup of operational data:

Data	Default	Configurable
Audit logs	Keep all	Days to retain
Notifications	Keep all	Days to retain
Sessions	Keep all	Days to retain
Webhook logs	Keep all	Days to retain
Error logs	Keep all	Days to retain

Retention runs automatically — data older than the configured period is permanently deleted. Set retention policies in consultation with your organization's data policies.

Tips

• Check Health after every upgrade — it's the fastest way to catch a service that didn't start correctly
• Run Verify integrity on the audit log periodically in regulated environments — quarterly is a good cadence
• Test restores in a staging environment before needing them in production
• Compliance exports (SOC 2, ISO 27001) are designed to be handed to auditors as-is — they include the attestation language auditors expect
• Set reasonable retention — too short and you lose context for investigations; too long and you waste storage