Use tasks
Plan flexible work by weekday in a private checklist. Tasks are separate from events and do not reserve time in your schedule.
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Before you begin
- Open a schedule you own in the Builder. Signed-in Free accounts can create or change tasks only on their primary schedule.
Create a task
Basic tasks work without an account or Pro. Tasks are private to the owner; collaborators, public-link visitors, and embed viewers cannot access them.
Choose Tasks in the Builder toolbar. On mobile web, open Schedule tools and choose Tasks under Planning. With Android’s bottom toolbar, choose Tasks in the View section of Schedule tools. If a desktop toolbar action is hidden, open More.
Choose Create task at the end of the list. You can also open the task editor directly with desktop Add (+) > Task or mobile Schedule tools > Add > Task.
Enter a Title of 1 to 200 characters. Keep the preselected Schedule day, or choose another single weekday.
Optionally set a Deadline time, choose repetition and a Color, and add Notes of up to 4,000 characters.
Enter the task details, then choose Save task. Choose Save task in the footer. The task appears in its weekday group.
A Deadline time is a time of day on the chosen weekday, not a separate calendar date or a reserved time block. Choose Add > Event instead if you need to set aside time.
Select a task’s title to edit it. Choose Cancel to close. If you have unsaved changes, Keep editing returns to the draft without saving; Discard changes leaves without saving those changes.
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
ArrowUporArrowDown. - 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 to Repeats weekly, and choose Save task. A weekly task stays in its weekday group after checkoff. Its completion applies only to that day in the schedule’s viewed week; 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.
Show or hide tasks on the schedule
Open Settings > General and change Show tasks on schedule. It is on by default and shows all non-archived tasks, including completed tasks, in the editable grid’s all-day area. Select a task there to open its editor without opening the Tasks rail or sheet, or use its checkbox to change completion.
This changes your private Builder view only. It does not publish tasks, turn them into all-day events, or decide what an export includes.
Export or back up tasks
For PNG or PDF, choose Export → PNG or Export → PDF, then set Tasks in the output dialog before downloading.
| Tasks option | Included records |
|---|---|
| None | No tasks. This is the default. |
| Open | Active tasks only. |
| All | Active and completed tasks. Archived tasks are always excluded. |
Use Task placement to choose List, On schedule, or Both. The list includes all seven weekdays; the schedule placement follows your visible days.
For a portable backup, choose Export → JSON. The download starts directly once tasks are available; there is no output dialog.
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.
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.
Complete device setup in Settings > Reminders using the related Push notifications and reminders guide. Set the Tasks default separately from Events if you want tasks to inherit it.
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.
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.