Contents
How the section works
The Tasks tab has two screens, and you switch between them at the bottom. The app remembers where you were last time and opens the same screen.
Main
A calendar strip at the top, the selected day’s tasks below it. This is where you come in the morning to get through the day.
Lists
Your lists with sections inside. Open this screen when you add new things to do or sort out a backlog.
Lists and sections
A list holds things from one area: “Work”, “Home”, “Study”. Inside a list, tasks are grouped into sections, and the lists themselves sit in groups.
- List groups: “Main” and “Projects”, plus “Shared” if someone invited you to their list. You can collapse a group.
- “Inbox” 📥: a system list that can’t be deleted. Drop quick notes here and sort them out later.
- The counter and ring on the right show how many tasks are still open and what share is already done. Tasks in archived sections don’t count.
- Order is changed by dragging, including between groups.
- A long press on a list opens a menu: edit, “Share”, “Productivity”, “Pin to widget”, “Archive”, delete.
- The “⋯” menu next to + in the first group’s header: “Show archive (N)” and “Sort groups”.
- Swipe left deletes a list along with its tasks.
Sections inside a list
A new list has one section, “Main”. From there, split the list however you like, for example by project stage or by status: “To do / In progress / Done”.
- The list’s “⋯” menu in the top right corner: new section, name and emoji, “Display”, section sorting, “Productivity” and deleting the list.
- The section’s “⋯” menu by its header: add a task, rename, archive, delete. The last remaining section can’t be deleted.
- Sections can be collapsed: the tasks hide, the header stays in place.
- Tasks can be dragged within a section and between sections. Swipe left to delete a task.
Archive
Instead of deleting a finished project, you can archive it: “Archive” is in the list menu and the section menu. You can’t archive “Inbox” or the last non-archived section.
- The archive is hidden. “Show archive (N)” in the “⋯” menu of the Lists screen shows archived lists, and “Show archived sections (N)” in the list menu shows archived sections. Leave the screen and the archive hides again.
- Archived tasks disappear from Main, the Home screen, the calendar and widgets, and their reminders are removed. They stay in Productivity and Life Areas.
- “Restore from archive” in the same menu brings everything back as it was, reminders included.
Creating a task
The new task form slides up from the bottom and keeps you on the same screen. Type a name and tap “Save”. Everything else is set with the chips below the input field.
- Name
Phrase it as an action: “Call the repair shop”, “Gather documents for the visa”. A name like that tells you right away where to start.
- Where it goes
The first chip opens a picker with two tabs: “Lists” (list and section) and “Goals” (goal and stage). A task inside a goal is still a regular task and shows up in Tasks. The search at the top looks through list, goal and section names.
- Due date and reminder
The due date sets the day or the repeat, and the reminder sets the notification time. The reminder follows the task’s time: an empty one takes the task’s time, and one set to the old time moves along with it. A reminder set separately, say an hour before, stays as it is.
- Priority, label, life area
Priority moves the task higher in the day’s list. Labels let you pull together tasks of one type later, and a life area puts the task on the balance radar in your profile.
Due date and repeats
The due date screen sets the task’s day, repeat and time. They decide whether the task shows up on a day and whether it goes into the calendar.
At the top there are three quick buttons: Today Tomorrow In a week. Below are five repeat types.
- 📌One-off
Specific day
A one-off: the task appears once, on the date you pick.
- 🔁Repeat
Every day
A daily task from the start date until the end date, if you set one.
- 📅Repeat
Every week
Pick the weekdays you need: for example, only Monday, Wednesday and Friday.
- 🗓️Repeat
Every month
Pick days of the month: the 1st and the 15th, only the 5th, or as many as you need.
- 🎂Repeat
Every year
Repeats on the same day and month as the start date. Good for birthdays and yearly checkups.
- Start date and end date. You can skip the end date: then the repeat goes on indefinitely.
- Time puts the task on the day grid in the Calendar, next to regular events.
- Duration says how long the task will take and sets the height of its card in the calendar.
- “Without repeat” clears the due date entirely: the task stays in the list but disappears from days.
The task screen
Tap a task to open its card. You can edit the title right there, and of the other fields only the filled ones are shown.
- The list name above the title works as a button: tap it to move the task to another list or to a goal.
- The rows at the top show only what’s filled in: life area, priority, labels, due date, reminder. Tap a row to edit it.
- Description takes plain text: a link, an order number, an address.
- Subtasks come with a “done of total” counter. Reorder them by dragging, swipe to remove the ones you don’t need.
- Notes are written in the same editor as in the Notes section and stay attached to the task.
- Files and photos: a camera shot, a picture from your gallery or any file, like a contract PDF. Attachments are visible on all your devices and to members of a shared list. Up to 25 MB per file.
- The bottom bar collects whatever isn’t filled in yet. Fill in a field and its chip leaves the bar.
Priority, labels and reminders
Priority helps you decide what to do first, labels help you find tasks of one type, and a reminder arrives at the right moment.
Priority
- 🔴Level 1
High
Goes above other tasks without a time, and you get more XP for completing it.
- 🟠Level 2
Medium
Important, but not urgent.
- 🔵Level 3
Low
Do it if there’s time left.
- ⚪️
No priority
The default: no flag on the card.
Labels
- One shared set. Labels are the same across the whole app: create “Calls” once, and the label is available in any task.
- Name and color: no color, blue, red, yellow, green, purple, orange, pink, teal, indigo, brown, gray. A colored label shows on the task card. On Android, the last six colors are shown as gray for now.
- Search and create on the fly: start typing in the search field, and if the label doesn’t exist yet, you can create it right there.
- The “By labels” report in Productivity shows which types of tasks take up your time.
Reminders
- One-off task: pick the notification date and time.
- Repeating task: pick only the time, and the reminder follows the task’s own schedule.
- Reset: a button in the date picker removes the reminder.
Overdue, today, tomorrow
The Main screen shows what your day is about. At the top is a calendar strip with busy days marked, and the tasks are below it.
- “Overdue” is only visible when today is selected in the calendar. It collects tasks whose day passed without being checked off. For a repeating task, you’ll see the nearest missed day in the past.
- “Tomorrow” appears if something is planned for tomorrow: in the evening you can see what to get ready for.
- Another day opens with a tap on the calendar, and only that day’s tasks stay on screen.
- A completed task leaves the day as soon as you check it off, and the header keeps a counter like 2/5. To bring completed tasks back, use “Show completed” in the “⋯” menu next to the “Today” header. “Show “Tomorrow”” is there too.
- The circle marks the task as done
- Life area of the task
- The list the task is in
- Time and duration (a one-off task on another day shows the date)
- Subtasks: done of total
- Priority flag
The card can also show a repeat icon, a reminder alarm clock and labels, and the first line of the description appears as a subtitle. Swipe left to delete a task, tap to open it.
A long press on a task opens a menu: “Move to today”, “Move to tomorrow”, “Due date…”, “Priority”, “Labels…”, “Move to…”, “Pin to Live Activity” (on iPhone), “Pin to widget”, “Delete”. A repeating task has “End repeat” instead of the move options: the last day becomes today if the task is checked off today, otherwise yesterday. The check-offs stay.
List or board
The view is chosen separately for each list: the “⋯” menu, “Display”.
List
Sections go one after another from top to bottom. Good when there are only a few sections and task order matters.
Board
Each section becomes a column. Swipe between columns and drag cards from one to another.
- “Completed tasks”: a toggle on the same screen. Completed tasks are hidden by default.
- On the board, every column has its own + button, so the task goes straight into the right section.
- Section order is set on a separate screen in the “⋯” menu and works in both views.
- Dragging: hold a task and move your finger right away. A long press without moving opens the same menu as on Main.
Pomodoro iPhone, iPad and Mac only
A timer for a single task: you set aside a block of time and work on that task alone. Open it from the task screen with the 🍅 chip or from the Home screen.
- 25 minutes by default. You can set anywhere from 1 to 90 minutes, and the app remembers it for next time.
- The task can be picked in the timer itself: from “Today” or from any list. Started from a task, the timer fills it in for you.
- The timer runs in the background and sends a notification when it ends. The sound can be turned off with a switch.
- Pause and stop are under the timer, and if you try to leave mid-session, the app asks you to confirm.
- Sessions are saved and shown in Productivity: count and total time.
Productivity iPhone, iPad and Mac only
A report on your tasks over a period. Open it from the Home screen (the “📊 Productivity” chip) for all lists at once, or from a specific list’s “⋯” menu, and then it counts only that list.
Pick the period at the top: today, yesterday, week, month, year, this month and last month, this year and last year, all time, or a custom date range. Next to it is a list filter.
- 📋
Task overview
Total, completed, overdue, created, repeating, and the completion rate. Tap a metric to open a list of those tasks, where you can complete them right away.
- 📊
Completion by day
Bars for each date in the period: you can see the dips and spikes.
- 🚩
By priority
How many tasks of each level got done.
- 🍅
Pomodoro
Number of sessions and total focus time for the period.
- 🏷️PRO
By labels and by lists
Which types of tasks and which projects took the most tasks.
- ↗️PRO
Comparison with the previous period
Trends next to each metric.
Links to other sections
The same task can show up in several sections of the app at once.
- 🎯
Goals
Goals hold the same tasks: a goal’s progress is based on them, and the task itself is also visible in Tasks. About goals
- 🗓
Calendar
A task with a time appears on the day grid next to events, and its duration sets its height. You can check it off in the calendar too. About the calendar
- 🧭
Life Areas
Completed tasks with a life area raise that area’s score on the radar in your profile. About life areas
- 📝
Notes
You can create a note from a task or attach an existing one. About notes
- 📱Widgets: iPhone, iPad and Mac
Widgets and Live Activity
The Tasks widget shows upcoming tasks, and Pinned shows one task or a whole list with check-offs. Live Activity works on iPhone only: it lets you put a task on the lock screen. About widgets
- 🏅
XP in your profile
You get XP for each completed task, more for a high-priority one, and a separate bonus for a fully completed day.
- ☁️
Sync
Lists, sections, tasks, subtasks, labels and attachments are stored in your account and available on all your devices. Edits made offline are sent as soon as you’re back online. Pull down to sync manually.
Shared lists
You can keep a list together with others: groceries with family, packing for a trip. Members can be on any device: iPhone, iPad, Mac, Android or the web app.
- Share
The two-people icon in the list header or “Share” in the long-press menu opens the “List access” screen. You can’t share “Inbox”.
- Send a link
“Create link”, then “Share” sends it to any messenger, and tapping the link itself copies it. The link can be used many times and is valid for 7 days. Next to it are buttons to replace it with a new link or revoke the current one.
- Join
The recipient opens the link, sees who’s inviting them and to which list, and taps “Join”. A MyLife account is required. The list appears in their “Shared” group.
- A member can add, check off and edit tasks. The name, deleting and access stay with the owner, as do life areas and labels: a member doesn’t see them in tasks of someone else’s list.
- The author’s emoji appears on a task card if the task isn’t yours, and a shared list has a badge with members’ emoji.
- Everyone has their own layout: a member can drag a shared list into their own group, archive it and change its view just for themselves.
- Up to 10 people, owner included. The owner sees the members and can remove anyone.
- “Notifications” on the access screen: a push when someone adds tasks or joins the list.
- Tasks can be moved only within their own circle: from a shared list into its own sections, from a personal list into personal ones.
“Stop sharing”: members lose the list, and the owner keeps it as a personal one. “Leave list”: the list disappears from your devices. If the owner deletes a shared list, it disappears for everyone, and the app warns about it.
Limits and PRO
The whole section works for free: lists, sections, repeats, subtasks, priorities, reminders, the board and Pomodoro. There are only limits on quantity and a few extras.
- 🗂️6 free
Lists
Enough for the main areas of life.
- 📌4 free
Sections per list
Counted separately in each list.
- 🏷️1 free
Labels per task
You can create as many labels as you like.
- ⏰PRO
Task time and duration
Needed for a task to go into the calendar.
- 📝PRO
Notes inside a task
Notes created earlier stay available.
- 📎PRO
Files and photos in a task
Also requires signing in. Viewing and deleting works without a subscription.
- 👥PRO
Share a list
Joining someone else’s list is free.
- 📊PRO
Productivity: labels, lists, comparison
Overview, days and priorities are available without a subscription.
FAQ
Why doesn’t a completed task disappear from the list?
How is the Inbox list different from the others?
How do I move a task to another list or a goal?
What does the “Overdue” block show?
Why did a task show up in the calendar?
How many lists and labels are free?
How do I check off a repeating task?
What happens if I delete a list or a section?
Do tasks sync between devices?
Why did a completed task disappear from Main?
How do I share a task list?
Do I need a subscription to join a shared list?
Where did the list I archived go?
Start with one list
Create a list for the area that needs you most right now, move everything from your head into it and set due dates. The app will show today’s tasks on the Main screen.
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