Three ways to add
The floating button opens Smart Add, the inline field at the top of any list adds a task without leaving it, and every empty list has its own "add" button.
Feature reference
Everything TaskFlow does
A complete walkthrough of the Android app — capture, organisation, the five planning views, focus tools, reminders, analytics and the privacy model. Nothing here is aspirational: every item on this page ships in version 1.0.
Capture
Smart Add: one line, fully filed
The capture sheet parses your sentence as you type and shows every match as a chip you can remove with a tap. Whatever it recognises is stripped from the title, so what you save is clean.
Examples of what parses
| You type | TaskFlow files it as |
|---|---|
Submit report today 3pm | Title "Submit report" · due today 15:00 |
Call the dentist tomorrow | Title "Call the dentist" · due tomorrow |
Standup every weekday at 9am | Repeats Monday–Friday at 09:00 |
Pay rent on the 1st of every month | Repeats monthly on day 1 |
Gym every other day | Repeats every 2 days |
Review PR #Website !high | Project "Website" · priority P2 |
Deploy @release @backend | Two labels, created if new |
Water the plants in 2 hours | Due two hours from now |
The full grammar
| Pattern | Recognised forms |
|---|---|
| Dates | today, tomorrow, yesterday, Monday, next Monday, this Friday, last week, January 15, 15 Jan, 15 January 2026 |
| Times | at 3pm, 3:30pm, 15:00, at 9am |
| Day parts | morning → 09:00 · afternoon → 14:00 · evening → 18:00 · night → 21:00 |
| Offsets | in 30 minutes, in 2 hours, in 3 days, in 2 weeks, in 6 months |
| Repeats | every day, every other day, every 3 days, every week, every Monday, every Mon, Wed & Fri, every weekday, every weekend, every 3rd Wednesday, every last Friday, on the 1st of every month, every January 1st |
| Projects | #Website or #"Client work" — fuzzy matched against existing projects |
| Labels | @backend or @"deep work" — new labels are created on save |
| Priority | !p1–!p4, !1–!4, !urgent, !high, !medium, !low |
Never loses your typing
Drafts survive re-composition, the button disables while saving, and double submits are rejected — so a slow save can never create two tasks.
Or turn parsing off
If you would rather type literally, switch Smart Add off in Settings and the capture box becomes plain text. Your choice is remembered.
Task detail
Every field a task can hold
The detail sheet opens from any list. Simple tasks never see half of this — it is all progressive disclosure, one scroll away when you need it.
The essentials
- Title edited in place, with the cursor exactly where you left it.
- Description with a Markdown editor and a Preview toggle — headings, lists, bold, italic and inline code.
- Due date set, changed or cleared; clearing the date also clears the orphaned time.
- Priority P1 urgent, P2 high, P3 medium or P4 none.
- Task type chips — Important, Urgent and Habit — which drive the matrix, filters and habits.
- Estimate in minutes, so a day's plan can be measured, not guessed.
- Repeat stored as a real RFC 5545 rule, shown in plain English, with a raw RRULE field for power users.
Recurrence that behaves
Completing a repeating task spawns the next occurrence and decrements the remaining count, so a series ends exactly when it should. Undo removes the generated occurrence and its history entry in a single database transaction.
FREQ=DAILY
FREQ=WEEKLY;BYDAY=MO,WE,FR
FREQ=WEEKLY;INTERVAL=2
FREQ=MONTHLY;BYDAY=3WE
FREQ=YEARLY
Subtasking, links and context
- Subtasks with their own checkbox that toggles both ways, and a tap opens the subtask's own detail sheet.
- Dependencies — "blocked by" and "blocking" lists. TaskFlow rejects self-links and cycles, so a plan cannot deadlock itself.
- Attachments — up to five files per task, 5 MB each, copied into app-private storage. Image thumbnails render inline.
- Comments with timestamps, for notes that belong to the task rather than the title.
- Activity log — the last 30 events: created, updated, completed, uncompleted, deleted, restored, due-date, priority and label changes, reminders and dependency edits.
- Labels added as chips, with a "New label" shortcut right there.
- Reminders — add as many date-and-time reminders as a task needs; sent ones stay marked so you can see what already fired.
Built for real editing
Field updates that change nothing are short-circuited, so the activity log is not flooded with noise — and typing a recurrence rule no longer resets the field under your cursor.
Organise
Projects, folders, sections, labels, filters
Start with the Inbox every account would give you — except here it is just a local project that cannot be deleted by accident. Add structure only when a list gets unwieldy.
Projects & folders
- Unlimited projects with a colour swatch chosen from a preset row.
- Collapsible folders on the Home screen, so six clients do not crowd out the rest.
- Star a project to keep it in the drawer's Favorites group.
- Deleting a project is undoable: it and its tasks go to Trash with a snacking Undo, and the Inbox is protected.
Sections
- Group tasks inside a project and collapse what you are not working on.
- Every section becomes a column on the Kanban board automatically.
- Rename, reorder and delete — with a quick-add field inside each section.
- Optional work-in-progress limit per section for the board.
Labels
- Many-to-many: a task can wear as many labels as it needs.
- Each label has a colour dot and its own task list, reachable straight from the drawer.
- That list is fully actionable — complete, delete and undo, with an empty state that offers to add a task.
Saved filters
- Combine rules with AND/OR: status, priority, important, urgent, habit, project, section, labels, due-date range, no due date, and title text.
- Save a filter, name it, star it, and it appears in the drawer next to your projects.
- Invalid input never silently closes the editor — you stay put with the error visible.
Honest note: you can build, save and star filters, and the query engine behind them is implemented — but version 1.0 has no dedicated results screen yet. Tapping a saved filter opens its editor. Filters are best treated as a organising tool in this release.
Views
One dataset, many angles
The bottom bar holds the five screens you touch most: Tasks, Matrix, Calendar, Search and Settings. Everything else lives in the drawer. Switching tabs keeps your scroll position and selection.
Today
Overdue tasks first, under a red header, then today's work. The tab badge shows how many tasks are overdue or due today, so you know before you open it.
Upcoming
The next seven days, grouped under day headers. Nothing due? It says so instead of showing an empty void.
Home & projects
A project chip row across the top, then your task list. Empty projects explain themselves and offer the one action that helps.
Completed
Your history, newest first. The checkbox is not a trophy — tick it to restore a task to where it came from.
Search
Full-text search over titles and descriptions using SQLite FTS4, with a 300 ms debounce and per-token prefix matching, so it stays responsive as you type.
Trash
Deleted tasks wait here for 30 days with "expires in n days" warnings, then a daily cleanup removes them for good. Restore individually, or empty it all.
Eisenhower matrix
Do First, Schedule, Delegate and Eliminate, filled automatically from priority, importance and urgency. Move any card between quadrants from its menu.
Kanban board
Long-press and drag to reorder inside a column, with edge auto-scroll and persistent ordering. Cross-column moves use the card menu; WIP limits apply.
Month, week and day calendar
A six-week month grid with task dots, a week overview with per-day counts, and a day timeline of hourly slots that scrolls itself to the current hour.
Drawer navigation
Home, smart lists, views, productivity screens, favourites, folders, projects, the Inbox and labels — all one gesture away, with the Inbox and folders always in reach.
Focus & habits
Tools for the moment you actually start
Focus mode
One task, front and centre: title, description, priority flag, due date and a Complete button. TaskFlow picks the most urgent task for you and lets you change it from a picker listing every active task.
Pomodoro timer
A circular countdown with five phases — Ready, Focus, Paused, Break and Long Break — linked to a task. Work, short break, long break and the number of sessions before a long break are all configurable (1–120 minutes for work).
- Runs in a foreground service, so it survives backgrounding and screen lock
- Pause, resume and stop from the notification
- Completed minutes feed the Focus time metric in analytics
Habits & streaks
Flag any recurring task as a habit and you get a GitHub-style heatmap of the last year, plus current streak, best streak and total active days. Toggling a habit is undoable.
Analytics
Numbers that come from your own history
Computed on the device, over 7, 30 or 90 days. No upload, no comparison with strangers, no gamification you did not ask for.
Four headline metrics
- Completed in the period, with the average per day.
- Completion rate — completed work against completed plus still-open tasks that had come due.
- Focus time — the total minutes you actually ran the Pomodoro timer.
- Current streak, with your best streak beside it for context.
Four charts
- Completion trend — a zero-filled line chart with a dated axis, so gaps are visible rather than hidden.
- Best day of the week — seven bars, Monday to Sunday, with your strongest day highlighted.
- Project distribution — a donut chart with a legend that collapses to "+n more".
- Habit heatmap — the same year view as the Habits screen, right in the dashboard.
Until there is enough history, the dashboard says "Not enough data yet" rather than drawing misleading charts.
Reminders
Nudges that respect your attention
Three channels
Reminders for individual tasks, Daily summary for the morning rollup and Pomodoro for the running timer. You can mute any channel from Android's own settings.
Snooze from the shade
Every reminder notification offers Snooze 10 minutes and Snooze 1 hour without opening the app. Tapping the notification deep-links straight to that task's detail sheet.
Quiet hours
Set a window (22:00–08:00 by default, overnight-aware) and reminders inside it are held back until the window ends. Identical start and end times are flagged as a window that would suppress nothing.
Your day at a glance
A daily rollup at 08:00 with due today, overdue and completed yesterday. If all three are zero it stays silent.
Weekly review
Sunday evening: what you finished this week and what is coming next week. It honours your week-start setting.
Survives a reboot
Alarms are re-armed after a restart and after a time-zone or clock change, and re-checked every twelve hours. A reminder set a moment in the past still fires instead of being silently dropped.
Personalise
Settings worth opening
Five tabs, all of them real — no placeholder rows, no settings that do nothing.
Appearance
- Theme: Light, Dark or System.
- Eight accent presets — Blue, Purple, Pink, Red, Orange, Green, Teal, Yellow — or your own hex code (#RRGGBB / #AARRGGBB) with visible validation.
- Font size from 80% to 140% in five steps.
- Animations off, which also switches the app to reduced motion.
General
- Week starts Monday or Sunday.
- Five date formats, from Sep 16, 2026 to 2026-09-16.
- 12- or 24-hour time, applied everywhere including reminders.
- Default priority for new tasks.
- Smart Add on or off.
- Pomodoro durations and sessions before a long break.
Try the accents on this page
These are the app's eight presets. Picking one re-themes the whole site instantly — the same tokens the Android app uses.
Accessibility
Built to be usable, not just pretty
Accessibility work in TaskFlow is concrete and testable. Here is what was actually changed, rather than a badge.
Screen readers
- Task rows merge into one announcement instead of unrelated fragments
- Due dates are spoken as "today", "tomorrow", "Sep 16" — never a raw ISO string
- Chips, heatmaps, charts and the timer ring all carry descriptions
- Section headers on Today are live regions, so counts are announced as they change
Touch & colour
- Every interactive target is at least 44 dp, including accent swatches and move buttons
- Check-mark colour is derived from the accent's relative luminance, so it stays legible on pale yellows
- Text colours were contrast-corrected in both light and dark themes
- Priority is never conveyed by colour alone — flags and labels accompany it
Motion & scale
- Turning animations off forces reduced motion app-wide
- Font scaling from 80% to 140% without breaking layouts
- Edge-to-edge layout and predictive back support
- Onboarding can be stepped backwards and supports system back
Accessibility has not been certified by a third-party audit. If something is unusable with your setup, please tell us — see Help & FAQ.
Data & privacy
Local-first, with a real exit
Everything TaskFlow knows lives in a single on-device database. That is a privacy promise and a durability one — and it means you can always take your data with you.
- Room database, versionedTasks, projects, folders, sections, labels, dependencies, comments, attachments, reminders, filters and activity are stored locally.
- JSON export & importA versioned file with projects, folders, sections, tasks, labels, reminders and saved filters. Import merges or replaces, inside one rollback-safe transaction.
- CSV export & importSixteen task columns for spreadsheets and migrations.
- Delete everything"Delete all data" wipes the database after an explicit confirmation and reseeds a fresh Inbox.
- Files stay privateAttachments are copied into app-private storage; exports go wherever you point the system file picker.
What TaskFlow stores vs. what it sends
| Data | Stored | Sent off device |
|---|---|---|
| Tasks & notes | Local database | Never |
| Projects & labels | Local database | Never |
| Attachments | App-private files | Never |
| Preferences | On-device settings store | Never |
| Usage analytics | Computed locally | Never |
| Crash reports | Not collected | Never |
The app does not request the Android INTERNET permission, so it has no technical means to send anything anywhere.
Knowing the limits
What TaskFlow deliberately does not do
Good software is honest about its edges. If you need any of the following, TaskFlow is not the right app for you yet.
There is no cloud sync, account or team collaboration
No sign-in, no server, no sharing with other people. Moving to a new phone means exporting a file and importing it. This is a deliberate trade: it is why the app is instant and why there is nothing to leak.
Some movements are menu-driven rather than drag-and-drop
On the board you can drag to reorder within a column. Moving a card to a different column, and moving a card between matrix quadrants, both use the card's move menu. Calendar tasks are rescheduled through the task detail sheet.
No home-screen widget, no wearables, no web or iOS version
Version 1.0 is an Android phone and tablet app. There is no widget, no Wear OS app, and no browser version.
Attachments can be added and removed, but not opened from inside the app
Image attachments show a thumbnail; other files are stored and listed with their size, and can be deleted. There is no built-in viewer or "open with" hand-off in this release.
A couple of settings are placeholders in this release
The "Default view" preference is saved but the app always opens on the Tasks screen, and saved filters cannot yet display their results in a dedicated screen. Both are recorded here so you are not surprised.
See it screen by screen
The app tour walks through every surface in the order you would meet it.