Use tasks

Create a task

Tasks are private to the owner; collaborators, public-link visitors, and embed viewers cannot access them. Assign flexible work to a weekday, or use Add → Event to reserve a time block.

1. Open Tasks in the Builder toolbar, or More if it is hidden. On mobile web, use Schedule tools → Planning → Tasks. With Android’s bottom toolbar, use Schedule tools → View → Tasks.

2. Choose Create task at the end of the list. To skip opening the list, use desktop Add (+) → Task or mobile Schedule tools → Add → Task.

3. Enter a Title of 1 to 200 characters. Keep the preselected Schedule day, or choose another single weekday.

4. Optionally set Deadline time, choose Repeats and Color, and add task Notes of up to 4,000 characters.

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5. Choose Save task in the footer. The task appears in its weekday group.

Deadline time is a time of day on that weekday, not a separate due date. It does not reserve time or enable a reminder by itself.

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Select a task’s title to edit it. Closing an unsaved edit offers Keep editing or Discard changes. Keep editing returns to the draft without saving; Discard changes leaves without saving it.

Complete, reopen, and reorder tasks

• Select a task’s checkbox to mark it done. On desktop, hover over or focus the row to reveal the checkbox; on touch screens it stays visible.
• One-off completed tasks move into Completed. Expand that section and clear a checkbox to reopen a task. Undo can reverse a recent checkoff while the notice is shown.
• Reorder active tasks within the same weekday using the drag handle. You can also focus the handle and press ArrowUp or ArrowDown.
• To move a task to another weekday, open its title, change Schedule day, and choose Save task.

Repeat a task each week

Open the task, set Repeats → Repeats weekly, then choose Save task.

• A weekly task stays in its weekday group after checkoff. Only that day in the viewed schedule week is completed; an uncompleted occurrence in a later week is open again.
• Choose Does not repeat for a one-off task. Once completed, it stays completed until you reopen it.

Archive, restore, or delete a task

• Open a saved task and choose Archive task to remove it from the active list without deleting it.
• Expand Archived and choose Restore task to make a task active again.
• For a task you no longer need, choose Delete permanently in Archived and confirm. Permanent deletion cannot be undone.

Remove several tasks together

1. Choose desktop Select (accessible name Select items) or mobile web/Android Schedule tools → Select items.

2. Select tasks in the grid’s all-day area or the private Tasks panel, then choose Remove. This archives each whole task, including weekly tasks; it does not delete just one week’s occurrence.

3. Leave selection mode to edit, complete, or drag tasks. Restore removed tasks from Archived → Restore task, or use schedule Undo while available to restore selected events and tasks together, including task completion history.

Show or hide tasks on the schedule

1. Open Settings → General and change Show tasks on schedule. It is on by default.

2. In Grid view, select a task in the all-day area to edit it, or use its checkbox to change completion. All non-archived tasks can appear there, including completed tasks.

This changes your private Builder view only, not export inclusion. Tasks do not become all-day events or public content. Schedule List view is event-only; use the private Tasks panel there.

Export or back up tasks

Choose Export → PNG or Export → PDF, then review Tasks in the output dialog. It starts at None unless you previously saved another choice by completing an export.

Use Task placement to choose List, On schedule, or Both. The list includes all seven weekdays; the schedule placement follows your visible days.

Choose Export → JSON for an editable backup without an output dialog.

• Tasks loading or saving: the JSON download waits, then starts automatically when tasks are available.
• Task error or conflict: no backup is downloaded. Resolve the problem, then choose Export → JSON again.
• Need an event-only file now? Choose Tasks → None in PNG/PDF output while tasks are unavailable.

Direct Print is event-only, even when tasks are visible in the Builder. To print tasks, export a task-inclusive PNG or PDF and print that file. The separate scratchpad Notes is never included in PNG/PDF or direct print.

Public links, embeds, and exports made by collaborators or shared-schedule viewers, including shared-schedule JSON, exclude owner-private tasks and scratchpad Notes. Duplicating a schedule does not copy its tasks; use JSON to back them up.

Restore tasks from a JSON backup

1. Open Import (mobile: Schedule tools → Import schedule). If source options appear, choose From a file, then select your JSON backup.

2. Review the add-or-replace choice before confirming. Cancel and back up the existing schedule first if replacing it would lose work.

• A valid backup restores its tasks with the imported schedule, including archived records and saved completion data. Older backups without tasks still open, but cannot restore tasks they never contained.
• If the app reports that the schedule imported but its tasks could not be restored, the imported schedule remains. Keep the original JSON file and check the Tasks panel before relying on the restore. Contact support if the error persists; repeating the whole import may add another schedule or replace work.
• Calendar imports and sync read events, not tasks. They do not import Google Tasks, Microsoft To Do, Apple Reminders, or iCalendar to-dos.

Review JSON import and replacement safeguards

Recover offline or failed task changes

• Guest tasks stay in this browser profile or app on this device. Keep storage available; clearing browser or app data can remove them.
• Offline account edits can be saved on this device before reaching the cloud. Reconnect in the same account and let task syncing finish. The schedule header’s Saved indicator is not confirmation that separate task edits reached the cloud.
• Loading or saving failed: choose Tasks in the failure notice if the panel is closed. Keep the panel open, check your connection and available storage, then choose Try again. A draft that could not be stored may exist only on the current page; do not reload or clear data to try to fix it.
• Tasks changed elsewhere: stop editing. Load latest version offers to reload stored tasks, but refuses while task edits are queued. Try again does not force an overwrite. If blocked, keep the current page and contact support; there is no dedicated task-conflict recovery download.

A JSON backup is a snapshot of available task records, not a backup of pending sync operations or conflicts, and downloading it does not confirm cloud delivery.

Get help with task changes that remain blocked

Set a task reminder

Task reminders require a signed-in Pro account, a Deadline time, an enabled reminder choice, and successful notification setup on the receiving browser or Android device. A deadline alone does not send a reminder.

1. Complete device setup in Settings → Reminders. Set the Tasks default separately from Events if you want tasks to inherit it. Enable each receiving browser profile or Android device separately.

2. Open a task, set Deadline time, and select the bell beside it. Choose Use schedule default, Off, At deadline, or 5, 10, 15, 30, or 60 minutes before.

3. Choose Save task to keep the choice. Eligible upcoming deadlines can then receive reminders; archived tasks and completed one-off tasks are skipped, as are completed weekly occurrence dates.

• Tasks use Settings → Reminders → Reminder time zone, shared with events; there is no separate task time zone.
• For Android reminders, open each schedule whose tasks need reminders and let them load. Reopen or resume the Builder after changes on another device. Native reminders follow upcoming weekdays, not a selected-week restriction; turn a reminder off in the task editor to stop it.

Set up notifications and troubleshoot missing reminders