Tasks

Creating Tasks

Required

  • Task Name: What you need to do
  • Duration: How long you estimate it will take

Optional

  • Project/Stage: Where this task belongs
  • Priority: Urgent, High, Medium, or Low
  • Due Date: When the task needs to be completed
  • Notes: Additional context with rich Markdown formatting (Pro)
  • Subtasks: Break tasks into smaller steps (Pro)

If priority is not manually selected, the task priority will be set to Medium, and the task location will be set to ‘Inbox’ by default if added in today view.

Due Dates

Due dates help you track when tasks need to be completed. When you set a due date on a task:

  • Tasks with due dates automatically appear in your Today view when they’re due
  • Overdue tasks are visually indicated
  • You can combine due dates with repeating tasks for recurring deadlines

To add a due date, tap a task to open the Task Detail sheet, then set the date in the Properties section.

Rich Notes with Markdown (Pro)

Task notes support full Markdown formatting, letting you create structured, detailed notes for each task.

Accessing Notes

  1. Tap any task to open the Task Detail sheet
  2. Scroll to the Notes section
  3. Double-tap the notes area to enter edit mode
  4. Double-tap again to exit and see the formatted preview

Markdown Syntax Guide

Text Formatting:

  • Bold: **bold text** or __bold text__
  • Italic: *italic text* or _italic text_
  • Strikethrough: ~~strikethrough text~~
  • Inline code: `code text`

Headings:

# Heading 1
## Heading 2
### Heading 3

Lists:

Bullet lists (use -, *, or +):

- First item
- Second item
  - Nested item (indent with spaces)

Numbered lists:

1. First item
2. Second item
   1. Nested item

Checklists (interactive - tap to toggle):

- [ ] Unchecked item
- [x] Checked item

Other Elements:

  • Horizontal rule: --- or ***
  • Paragraph breaks: Leave a blank line between paragraphs

Formatting Tools

Use the formatting toolbar above the keyboard to quickly insert:

  • Bold, italic, strikethrough, or code formatting
  • Bullet points, numbered lists, or checklists
  • Headings

The toolbar buttons highlight when your cursor is on formatted text.

Customization

Tap the settings icon in the notes toolbar to customize:

  • Bullet list style (circles, dashes, or stars)
  • Numbering style for lists

Exporting Notes

Export task notes in multiple formats for sharing or printing:

  1. Tap the menu icon (⋯) in the task notes section
  2. Select “Export Notes”
  3. Choose your format:
    • PDF - For sharing/printing
    • HTML - Web-ready format
    • Rich Text - For other apps
    • Markdown - Raw text format
  4. Share via Messages, Mail, Files, or other apps

Subtasks (Pro)

Break down large tasks into smaller, manageable steps. Subtasks reduce overwhelm by giving you clear, actionable next steps.

Adding Subtasks

  1. Tap a task to open the Task Detail sheet
  2. Scroll to the Subtasks section
  3. Tap “Add Subtask” button
  4. Enter the subtask name and set its duration
  5. Repeat to add more subtasks

Working with Subtasks

  • Check off subtasks - Tap the checkbox as you complete each step
  • Track progress - See completion percentage (e.g., “2/5 completed”)
  • Delete subtasks - Swipe left on a subtask to remove it

Duration Calculation

Click the Recalculate button to update the main task duration based on all subtask durations.

Auto Mode: Long-press the Recalculate button to enable automatic mode. When enabled, the main task duration automatically updates whenever you add, remove, or change subtask durations.

Benefits

  • Reduces overwhelm for complex tasks
  • Provides clear next steps
  • Helps track progress visually
  • Supports focus and follow-through by reducing cognitive load

Task Templates (Pro)

Save frequently used tasks as reusable templates. Templates preserve all task details including name, duration, subtasks, notes, and priority.

Using Templates

  1. When creating a new task, leave the task name field empty
  2. Tap the document icon to the right of the task name field
  3. Browse templates by category
  4. Tap a template to load it instantly
  5. Edit any details as needed

Included: Set comes with 20+ preset templates across categories like Daily Routines, Cleaning & Chores, Health & Wellness, and ADHD Support.

Saving Templates

  1. Set up a task with all the details you want (name, duration, subtasks, notes, etc.)
  2. Scroll to the bottom of the Task Detail sheet
  3. Tap the “Save Template” button
  4. Give your template a name
  5. Choose a category (optional)

Managing Template Categories

Organize templates with custom categories:

  1. In the template picker, tap “Edit Categories”
  2. Create new categories with:
    • Custom name
    • SF Symbols icon
    • Color choice
  3. Drag to reorder categories
  4. Assign templates to categories when saving

Repeating Tasks (Pro)

Set tasks to repeat on a schedule and track your consistency over time.

Setting Up Repeating Tasks

  1. Tap a task to open the Task Detail sheet
  2. In the Properties section, enable “Due Date” and set a date
  3. Once a due date is set, the “Repeats” option will appear — enable it
  4. Choose your recurrence pattern:
    • Daily - Every day or every X days
    • Weekly - Select specific days of the week (e.g., Mon, Wed, Fri)
    • Monthly - On a specific day of the month
    • Yearly - On a specific date each year
  5. Set when the recurrence ends (optional):
    • Never
    • On a specific date
    • After X occurrences

Auto-Starring Due Recurring Tasks

Recurring tasks automatically appear in your Today view when they’re due, so you never forget your regular routines.

Tracking Streaks and Stats

The Task Detail sheet shows stats for repeating tasks:

  • Completed - Total number of times you’ve completed this task
  • Last Completed - When you last finished it
  • Completion Rate - Percentage with visual progress bar
  • Current Streak - How many times in a row you’ve completed it
  • Best Streak - Your personal record
  • Next Due - When the task will occur next

These stats help you stay motivated and build lasting habits.

Resetting Stats

If you want to start fresh, tap “Reset Stats” in the stats section. This clears completion count and streak data but keeps the task and its recurrence settings.

Task Priority

🔴 Urgent

Critical and time-sensitive. Drop everything else.

🟠 High

Important and should be done soon.

🔵 Medium

Standard priority. Schedule time for these.

🟣 Low

Nice to have. Do these when you have extra time.

Task Actions

  • Tap: Open the Task Detail sheet to view and edit all task properties
  • Swipe Right: Edit duration (default)
  • Swipe Left: Unstar (default)
  • Drag: Reorder in Today view, Inbox, and projects. Tasks can be dragged into projects from inbox, or into stages from the project view.

Swipe Actions (Pro)

Pro users can customize swipe left and swipe right actions in Settings → Interface → Swipe Actions. Available options:

  • ⏱️ Duration: Edit task duration
  • ⭐ Unstar: Remove task from Today view
  • 🚩 Priority: Change task priority
  • 🗑️ Delete: Delete the task
  • 📁 Move: Move task to a different project or stage
  • 🎮 Select Mode: Enter select mode for bulk actions
  • ▶️ Start Timer: Start the timer for this task

You can also customize the swipe colors in Settings → Interface → Customization.

Free vs Pro

Free users have 20 tasks in Inbox and 20 tasks per project. Pro users have unlimited tasks everywhere and can customize swipe actions.