Details page
Task title, status & bookmark
The top section contains the essential information for the task.
Title
Enter a short, descriptive title that clearly identifies the task.
Status
Tap the status icon on the left to change the current state of the task.
Available states:
Open — The task is active and waiting to be completed.
Closed — The task has been completed.
Closed & visible — The task has been completed but remains visible in the current list.
In progress — Work on the task has started but is not yet finished.
Canceled / not attended — The task will not be completed and is kept only as a record.
Description
The description is actually the task’s first text attachment.
When no description has been added, a placeholder is displayed inviting you to create one.
Once you enter text, the first few lines are shown directly below the title, giving you a quick preview without opening the attachment.
For longer notes, simply open the text attachment to continue reading or editing.
Bookmark
The bookmark icon lets you pin a task to the My ideas & to-dos section on the My day screen.
Bookmarked tasks remain easily accessible, even if they aren’t scheduled for today, making them ideal for ideas, reminders, shopping lists, or anything you want to keep close at hand.
Outlined bookmark — The task behaves like a normal task and does not appear in My ideas & to-dos.
Red bookmark — The task appears in My ideas & to-dos for quick access.
Calendar & scheduling
A task can exist independently or be linked to your calendar.
Tasks that aren’t associated with a calendar event simply display an Add Event button, allowing you to schedule them whenever you choose.
Once a task is linked to a calendar event, this section displays its scheduling information.
The section can be collapsed for a compact view or expanded to edit all scheduling details.
Event date & duration
Choose when the task is scheduled and its expected duration.
This information is synchronized with the associated calendar event.
Event time
When expanded, you can edit the event’s start and end date and time.
Changes made here are immediately reflected in the linked calendar event.
You can also remove the calendar association at any time without deleting the task itself.
Recurring events
If the calendar event repeats, the recurrence icon indicates that the task belongs to a recurring schedule.
Tapping it lets you configure or modify the recurrence settings.
Deadline
A task can optionally have a deadline that is independent of its scheduled event.
This is useful when the work can be done at any time before a specific date.
Count in Life Model
This setting determines whether the time spent on the task contributes to your Life Model.
By default, CROSSNote decides this automatically based on the task type, but you can override the behavior whenever needed.
For example, you may choose to exclude waiting periods, passive events, or other activities that shouldn’t be considered meaningful time investment in your Life Model.
List
Every task belongs to a List.
Lists help organize your tasks by project, context, or purpose. They also play an important role in building your Life Model, as each list belongs to one of your Life Areas.
Assigning List
Tap the arrow on the right to choose a different list.
A menu displays your existing lists, allowing you to quickly assign the task to the most appropriate one.
AI suggestions
When CROSSNote can confidently determine which list best matches the task, it automatically suggests one.
Suggested lists are displayed in blue.
This is only a suggestion—you can always keep it, select a different list, or leave the task unassigned.
Once you manually choose a list, its name is displayed in black, indicating that it is now your explicit choice.
Creating new lists
You can also create new lists directly from the list selection menu.
When possible, CROSSNote automatically assigns the new list to the most appropriate Life Area, helping keep your Life Model organized from the very beginning.
You can change the assigned Life Area later at any time.
No list
Tasks can also exist without belonging to any list.
Although perfectly valid, assigning tasks to lists helps CROSSNote better understand how your time is distributed across the different areas of your life, resulting in more meaningful insights and a richer Life Model.
Importance & urgency
These two settings allow you to prioritize your tasks using the Eisenhower Matrix, helping you focus on what truly deserves your attention.
Both values are optional and can be enabled independently.
Importance
Mark a task as Important when it contributes to your long-term goals, values, or meaningful progress.
Important tasks are worth doing well, even if they don’t require immediate attention.
Urgency
Mark a task as Urgent when it requires prompt action or has an approaching deadline.
Urgent tasks demand attention now, but they are not necessarily the most important ones.
The Eisenhower Matrix
When either Importance or Urgency is enabled, the task automatically appears in the My Priority tab.
Tasks are organized into one of the four Eisenhower quadrants:
Important & Urgent — Critical tasks that should be addressed as soon as possible.
Important — Valuable tasks that deserve dedicated planning and focused time.
Urgent — Time-sensitive tasks that require attention but may not significantly contribute to your long-term goals.
Neither — Tasks that don’t require immediate attention and have limited long-term impact.
Reviewing your priorities regularly helps you spend more time on meaningful work instead of constantly reacting to urgent demands.
Attachments
Attachments let you keep all the information related to a task in one place.
You can add:
Photos — Capture or select images.
Notes — Create one or more rich text notes.
Drawings — Sketch ideas or handwritten notes.
Files — Attach documents from your device or cloud storage.
Audio — Record voice notes directly from the task.
A task can contain any number of attachments, allowing you to collect everything you need without leaving CROSSNote.
Subtasks
Subtasks let you break a larger task into smaller, actionable steps while keeping everything together in a single place.
They are ideal for checklists, multi-step activities, shopping lists, travel preparations, or any task that naturally consists of several smaller actions.
Each subtask can be completed independently without affecting the status of the main task, giving you a clear picture of your progress as work advances.
Showing completed subtasks
By default, completed subtasks remain visible so you can easily track what has already been done.
If you prefer a cleaner view, tap the visibility button to hide completed subtasks and display only the remaining work.
You can switch between both views at any time.
Reordering subtasks
Tap the reorder button to open the Reorder Subtasks screen.
This dedicated view displays all subtasks in a numbered list, allowing you to reorganize them by dragging the handle on the right side of each row.
Tap Done to save the new order and return to the task.
Converting a subtask into a task
Sometimes a subtask grows beyond its original purpose.
Any subtask can be converted into a standalone task with a single action.
The new task becomes a fully independent task while preserving a reference to its original parent, making it easy to expand simple checklists into larger projects without losing context.
Linking existing tasks
You can also link any existing task as a subtask instead of creating a new one.
This allows the same task to appear as a subtask in one or more parent tasks while remaining a single, shared task. Any changes made to the linked task are immediately reflected everywhere it appears, avoiding duplicate copies and keeping all related work synchronized.
Opening linked tasks
Whenever a subtask represents a linked task, tapping it opens the corresponding task directly.
This makes it easy to move seamlessly between the parent task and the more detailed work it references.
Completion progress
Completed subtasks are visually distinguished from pending ones, making it easy to track progress at a glance while keeping the overall task organized.
Category tags
Category tags provide a quick visual way to identify what a task is about.
Unlike Lists, which organize your work, Category tags are intended only as lightweight labels that help you recognize tasks at a glance.
For this reason, the number of available tags is intentionally limited. Having a small, stable set makes them easy to recognize instantly and avoids turning them into another complex organizational system.
Assigning a Category tag
A task can have at most one Category tag.
Simply tap the desired tag to assign it. Tap it again to remove it.
When a tag is selected, it is highlighted while the remaining tags are visually de-emphasized, making the current category immediately recognizable.
Customizing Category tags
Category tags are configured from the Category Tags section of Settings.
You can rename them, change their colors, decide which ones are visible, and adapt them to the way you naturally classify your tasks.
Because they are fully customizable, the same feature can represent very different concepts depending on your workflow—for example clients, contexts, work types, priorities, or any other lightweight classification that helps you recognize tasks quickly.