Help Guide

Tasks
  • Create a task by typing into the input bar located at the top of the Agenda view, Calendar View or List view. Quickly assign a due date or schedule a time to work on a task by specifying a date and time in the task input bar. It is also possible to link a task to a specific list by writing a list name before the task name in the input bar.
  • Manually assign a due date to a task by clicking on the due icon located to the right of the task name, and selecting a date from the calendar dropdown menu.
  • Set a task to recur every day, week, month or year by clicking the due icon located to the right of the task name. Then select a date on the popup calendar and a frequency for the task to occur.
  • To move a task to another list, drag and drop it to the preferred list on the left side of the screen.
  • To sort the tasks in a list by due date, or by their scheduled time, click the sort tasks icon at the top of the list view. Or, drag and drop tasks to a preferred custom order.
  • Click on a task to open the task notes dropdown window. Add free form notes or subtasks here. Highlight any text in the task notes window to access different headers, ordered and bulleted lists, and custom hyperlinks.
  • Click on a task to open the task notes dropdown window. Add free form notes here or type a "-" followed by text to create a sub-task. Sub-tasks can be scheduled into the calendar just like a regular task, and can be crossed off when completed.
  • To assign a task to a team members, click on the plus icon that appears on the right hand side of a task. Then select a team members from the dropdown menu to assign them that task. Only tasks from team lists can be assigned to a team members.
  • All the tasks that have been completed in a particular list can be found by clicking "Tasks Completed" at the bottom of the list view. Revisit the notes, subtasks, and time spent on any completed task by simply clicking on a task in the completed tasks page.
  • Click on a task to open the task details pane. On the right side of the screen, all the activity of that task will be displayed, including its creation date, completion date and the total time spent working on that task.
  • Plan not only accounts for the total time spent working on a particular task, it also allows you to easily export this data as a CSV file. To do so, click on a task to open the task details pane. Click on the ellipsis next to the task name and select "Export Time Sheet."
  • Tasks scheduled into the Plan calendar will be automatically assigned an estimated completion time. To change the default estimated time for tasks, click the settings icon in the bottom left corner of Plan. Click "Preferences", then select a length of time from the Default Estimated Time popup menu. Tasks will now occupy the new default estimated time when scheduled into the calendar.
Meetings
  • You can create a meeting in 2 ways:
    1. Type the name of your meeting in the Day View "Add a Task" Bar, and then click the circle on the left.
    2. Click anywhere on the calendar interface and enter more detailed information.
  • To edit the name, location, attendees, calendar, or description of a particular meeting, click on it in the calendar interface. A popup menu will appear, in which you can edit the meeting details.
  • To link a meeting to a list, type the name of the desired list anywhere into the meeting’s title.
  • To view all the meetings tied to a particular list, click on the show meetings icon located at the top of the list view.
Lists
  • Create a list in your personal hub or team hubs by clicking "+ New List" in the bottom left of the screen.
  • To edit the color or name of a list, hover the cursor over the desired list in the list sidebar, and click the pencil icon that appears. Choose a new color or change the name of the list from the pop up menu.
  • To delete a list, hover the cursor over the desired list in the list sidebar, and click the pencil icon that appears. Then click the trash icon in the list popup menu. Note: the default list cannot be deleted!
  • To archive a list, hover the cursor over the desired list in the list sidebar, and click the pencil icon that appears. Then click the filing cabinet icon in the list popup menu. Only lists that no longer contain any uncompleted tasks can be archived. Archived lists can be accessed by clicking the archive icon at the bottom of the list sidebar.
  • To change the default list, click the settings icon in the bottom left corner of Plan. Click "Preferences" and then select a list from the "Default List" dropdown menu. All tasks created in the agenda view will be automatically linked to the default list.
  • To switch from the list view to kanban view, click the kanban icon located at the top of the list view. Kanban view can be used to better visualize the flow of work from one project to another. Drag and drop tasks between projects in kanban view just like in the list view.
  • To add another team member to a list, click on the people icon located at the top left of the list view. In the menu that appears, simply select the desired team members to add them to the list. Only people who have already been invited to the team can be added to a list.
Projects
  • To create a project, click "+ Add Project" at the top of the list view. Projects can be used to further organize the tasks in a list, either by sorting tasks into different levels of urgency or into sub-categories.
  • Add tasks directly to a project by clicking the plus icon next to the desired project’s name. Drag and drop tasks between projects if a task has been added to the incorrect project.
  • To delete a project, click on the sign post icon next to the project’s name and select "Delete" from the dropdown menu that will appear. All uncompleted tasks linked to a deleted project will be automatically moved to “no project” in the list view.
  • To archive a project, click on the sign post icon next to the project’s name and select "Archive" from the dropdown menu that will appear. A project cannot be archived until all of its tasks have been completed.
  • To rename a project, hover over the name of the desired project and click the pencil icon that appears.
  • To assign a due date to a project, click "+ Due" on the right side of the project header. Then select any date from the calendar dropdown menu.
  • To toggle the visibility of the projects within a list, first click on the name of the desired list in the list sidebar. The project names will appear in the sidebar under the list name. Click on any project name to hide that project and its tasks from the list view. Click on the project name again and it will reappear.
  • To reorder the projects within a list, first click on the name of the desired list in the list sidebar. The project names will appear in the sidebar under the list name. Drag and drop the project names in the sidebar to reorder the projects in the corresponding list view.
Calendars
  • To toggle the visibility of a particular calendar, click "+ Visible Calendars" at the bottom of the agenda view, calendar view, or list view. A pop up menu will appear displaying all of the calendars linked to your Plan account. Clicking on a calendar will hide all of its events in Plan. Click on a hidden calendar and its events will reappear in the Plan calendar.
  • The Plan calendar defaults to a 7 day week view. To change the calendar to a 4-day view or month view, click "Week" in the top right corner of the screen. Then select Week, 4 Days, or Month from the dropdown menu that appears.
  • By default, the calendar week view begins on Sunday and ends on Saturday. To change the day on which the calendar week view begins, click the settings icon in the bottom left corner of Plan. Click "Preferences" and then select a new day from "Week Start" in the menu that appears.
  • To change the default calendar, click the settings icon in the bottom left corner of Plan, then click "Preferences", and select a new default calendar under the Calendar section of the preferences menu. Anytime a meeting is created in Plan, it will automatically sync to the default calendar.
  • To sync the tasks scheduled in a Plan calendar to your Google Calendar, first click the settings icon in the bottom left corner of Plan. Click "Preferences", then "Notifications", and enable "Sync Tasks to Calendar". Now the Google Calendar linked to your Plan account will include all tasks scheduled into the Plan calendar.
  • If you are experiencing any sync issues between Google Calendar and Plan, click the settings icon in the bottom left corner of Plan. Click "Preferences", then "Resync".
Teams
  • To create a team in Plan, click the settings icon, and click "+ Create a Team". Name your team, choose a team color, and then build out your team by inviting members through a simple email invitation. You can later add or remove team members at any time.
  • To add another team member to a list, click on the people icon located at the top left of the list view. In the menu that appears, simply select the desired team members to add them to the list. Only people who have already been invited to the team can be added to a list.
  • To rename a team, or to edit a team’s color, click on the desired team name, click "Settings" and select a color and name.
  • Additional team members can be invited to a team at any time. To do so, click on a team, then click "Invite", and add the email addresses of the desired invitees.
  • The team dashboard provides a glimpse into the status of each team member, week by week, and month by month. Here you can view all your team members’ active tasks (tasks scheduled into the calendar), completed tasks, and upcoming meetings. Simply click on any team hub icon to visit that team's dashboard.
  • To assign a task to a team member, click on the plus icon that appears on the right hand side of a task. Then select a team member from the dropdown menu to assign them that task. Only tasks from team lists can be assigned to a team member.
  • Toggle the visibility of assigned or unassigned tasks in a team list by clicking the team assignee icon at the top of the list view. In the popup menu, choose to filter out all unassigned tasks, all tasks assigned to you, or all tasks assigned to other team members. Filtering tasks by assignee can expedite the navigation of team lists.
Dashboards
  • The personal dashboard displays all of your personal tasks that have been assigned due dates (To Do), scheduled into the calendar (Doing), or completed (Done) over a given period. Quickly change the status of a task on your dashboard by dragging it between the three columns.

    By default, the personal dashboard will display the current week. To view the dashboard over a monthlong period, click "Week" at the top right corner of Plan and select "Month". The arrow icons at the top of the screen will cycle the dashboard backwards and forwards in time and the sun icon will return you to the current period.
  • The team dashboard provides a glimpse into the status of each team member, week by week, and month by month. Here you can view all your team members’ active tasks (tasks scheduled into the calendar), completed tasks, and upcoming meetings. Simply click on any team hub icon to visit the team dashboard.
Integrations
  • To enable integrations for a personal or team hub in Plan, click on the hub name, select "Integrations", and choose an app with which to integrate. Integrations must be enabled in a hub before you can link external apps to specific tasks or entire lists in that hub.
  • Once an integration with an external app has been enabled in your personal or team hub, any task in that hub can be linked to relevant files, pull requests, or issues. To do so, click on "+link" to the right of a task, and search for the desired file in the menu that appears.
  • Integrate a list in Plan with a Github repository to automatically import Pull Requests and Issues as tasks in Plan. Any updates made to these tasks will be reflected in the corresponding Github Pull Requests and issues.

    To do so, first ensure that you have enabled integration with Github in the hub containing the relevant list. Then click the integrations icon directly below the list name, and choose your preferred method of integration in the menu that appears.
Misc
  • The default temperature, date, and time format can be changed by clicking the settings icon in the bottom left corner of Plan. Click "Preferences" and choose a preferred temperature, date, and time format from the menu that appears.
  • Use keyboard shortcuts to quickly navigate Plan. To view the extensive list of Plan’s keyboard shortcuts, type "?".
  • To link another Google account to your Plan account, click the settings icon in the bottom left corner of Plan. In the popup menu that appears, click "+Add An Account." After authorizing Plan to sync with the new Google account, two-way sync between Plan and the new Google Calendar will be enabled.