Firetask — Project Oriented GTD Task Management for Mac, iPhone and iPad

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FAQ for Firetask 3 Legacy Apps

Get answers to frequently asked questions
as well as useful tips & tricks. Read

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Firetask for Mac Cheat Sheet

Comprehensive list of shortcuts and tips
to get the most out of Firetask. Download


Why does my newly entered task not appear on “Today”?

Your task will only appear on today when it really becomes relevant to you. A task becomes relevant when it is either due today or already overdue, or if the task in question is marked as starred.

What is “Waiting For” all about?

The “Waiting For” view is a concept we borrowed from David Allen’s “Getting Things Done® - GTD®” way of managing tasks. Basically, you use this view to keep track of tasks you are not doing yourself, but delegate them by assigning them to other people.

What are "Checklists" and how do I use them?

You can save one or more tasks, or whole projects or categories as a new checklist by selecting the tasks, the project, or category and then using the "Save as Checklist..." menu item from the "Tasks" menu on the Mac. On iOS you can use the "Share" button in the project and category details to save project and category task lists as a new checklist.

You can insert the tasks from a checklist into a task list by using the "Paste from Checklist" sub-menu in the "Edit" menu on macOS. On iOS you use a long-press on the "+" button for creating new tasks.

Can I convert an action into a task?

Yes, you can convert an action into a task. On iOS you can access the "Convert" function by swiping left on an action in the task detail actions list. On the Mac you can use the context menu in both the inline and the detail actions list.

What is the “Inbox” for?

The “Inbox” or also called "In-Tray" is a concept for storing your thoughts and ideas, things you do not yet know what to do about. As soon as you have decided what to do with them you can, e.g., make them “Actionable” or you delay them to “Someday” - simply by changing their status.

How is the “Scratchpad” different from the “Inbox”?

While the “Inbox” is a GTD® concept, the “Scratchpad” is our invention. The idea is to have a dedicated place for very short-term “stuff”. Let's say you just wanted to do something when the phone rang and you had to stop what you were just doing and needed a quick place to write this down. In other words, the Scratchpad is your single, big Post-It® for ultra-short tasks that should be done as soon as possible.

How do I delete a portfolio?

On iOS you can delete a portfolio from the portfolio's detail view (tap the "i" button beside the portfolio name). On the Mac you can delete a portfolio via the context menu when pressing the right mouse button over a portfolio section header.

Why do my Firetask reminders only show briefly and without a sound?

You have to explicitly enable "hints" (i.e., sticky notifications) and sounds for notifications for each app in the respective built-in Settings app (section "Notifications") on both macOS and iOS. The default notification style is "banner" without sound.

Firetask for Mac

Firetask on Mac

What are the limitations of the trial version?

The Mac trial version from our website is full-featured and runs for 15 days.

How do I enable the global “Create Task in Firetask” service?

Launch the built-in “System Preferences” app and open the “Keyboard” section. Enable the “Create Task in Firetask” service by checking the respective checkbox in the “Services” subsection which is located on the “Keyboard Shortcuts” tab.

How do I enable the global quick-entry hotkey?

Launch the built-in “System Preferences” app and check the “Enable access for assistive devices” checkbox on the bottom of the “Universal Access” section.

How do I enter a reminder time?

Depending on your region settings you will have to type either "2:25 pm" (or just "2 pm"), or "14:25" (or just "14") for 24-hours settings. You can also omit the space before am/pm (e.g., "2:25pm").

Firetask for Mac

iPhone & iPad

How do I delete a project or category on the iPhone or iPad?

You have to go into the project's or category's detail view and press the red delete button. We do not support swipe-delete in these cases in order to prevent accidental deletes.

How do I change the settings for Firetask on the iPhone or iPad?

As we now have more settings also on iOS we moved from the built-in "Settings" app to our own, in-app "Settings" view (exposed as a separate "tab" on the iPad and by default accessible via the "More" tab on the iPhone).

I tried to restart Firetask on my iPhone or iPad, but it still hangs?

On iPhone or iPad if you just hit the HOME button you do not really quit an app, you are only moving it into the “background”. In order to really quit Firetask do the following: double-click the HOME button, locate the Firetask icon in the appearing task bar on the bottom of the screen, hold it for a few seconds and then tap on the minus (“-”) button that will appear right beside the app icon (starting with iOS 7 swipe the app upwards with your finger to quit it).


How can I sync my Firetask repository across my different devices?

You can use Apple's iCloud to sync your Firetask repository across your devices. You only have to make sure that you are signed into iCloud on all your devices and to enable iCloud syncing on all devices in the Firetask "Prefences" (macOS) and "Settings" (iOS) views respectively.

Additional information about "Syncing" can be found in the Firetask Pro Tutorial.

I am signed into iCloud, but the "iCloud Syncing" switch is still grayed out in Firetask?

Please check if "iCloud Drive" is enabled -- if not, you need to switch it on. Although we do not use iCloud Drive directly, Apple requires iCloud Drive to be turned on for allowing 3rd party apps to access iCloud.


What do the colored triangles in the Dates view mean when I switch on Calendar syncing?

Currently, the only way is to use our firetask://addTask URL scheme. The URL scheme allows you to add a task to the Firetask Inbox.

How can I integrate with Firetask?

The triangle color shows the "event utilization" for a given day based on the events already in your calendar in order to give you an indicator on how much free time you still have for your other tasks. You can set the number of productive hours per day in the Firetask preferences that is used as a "baseline" to calculate the utilization value: green means you still have plenty of time, red means your day is already "overbooked". When you click/tap on a triangle Firetask shows you the list of calendar events for the given day in a popover.

I have switched on Reminders syncing, but no reminders are added to my Firetask Inbox?

Since many users told us that they do not want all reminders to be added to Firetask, we only import reminders in a special reminder list called "Firetask". Once you have created such a list in the Reminders app, Firetask will start importing all reminders you put into this list.

What is the format of the Firetask URL scheme?

The Firetask URL scheme always has the format firetask://addTask?subject=.... The subject parameter is mandatory, all other parameters are optional. The optional parameters include notes, due (ISO date: YYYY-MM-DD, e.g., "2013-02-20"), priority (Highest, High, Medium, Low, Lowest), project (project name), and category (category name). Note that built-in project and category names are matched using their localized names.


Does the iTunes synchronization backup my Firetask data?

Yes, the iTunes synchronization backs up all data of your apps including Firetask’s.

Is there a way to backup my data beside the iTunes backup?

Yes, you can backup your data to Apple's iCloud via enabling iCloud syncing.