Features

Tasks & Lists

Lists hold your tasks. Tasks support subtasks, tags, due dates, recurrence, durations, mentions — and, in shared lists, assignments and comments.

Lists

Every task belongs to a list. Lists live in the space selected in the workspace switcher: your Personal space or a workspace. Each list has a name, an optional category label and a colour, shown in the sidebar and on task badges.

Creating, editing and deleting

Click New list under Lists in the sidebar. Open a list and use the pencil icon in its header to rename it or change its category and colour. Deleting a list deletes all of its tasks — this cannot be undone.

Unique names

Two lists in the same space cannot share a name. The same name can exist in different workspaces.

Shared lists

A list becomes shared as soon as you add members to it (people icon in the list header). In your Personal space you invite contacts; in a workspace you add workspace members. Use New shared list in the sidebar to create one and invite people in the same step.

Contacts & shared lists — roles and invitations

Special views

Option	Description
Today	Tasks due today plus the recurring tasks scheduled today, across your lists.
Recurring	All your recurring tasks in one place.
Analytics	Completed tasks by tag over time — see Analytics.

List tabs

Option	Description
To do	Active tasks.
Achieved	Completed tasks.
Inactive	Recurring tasks that are not scheduled today. They come back on their days.
Trash	Deleted tasks, kept 15 days — see below.

Tasks

Task types

Option	Description
Simple	A one-off task, with an optional due date and auto-delete.
Recurring	Repeats every day or on chosen days of the week. It resets automatically on each scheduled day and is inactive on the others.

Task fields

Option	Description
Title	Required.
Description	Free text with @mentions to link to other tasks.
Due date	Date and time. The task shows up in the calendar at that time, and urgency colours appear as it approaches.
Auto-delete	Moves the task to the trash once its due date has passed.
Tags	System tags (Urgent, Work, Personal, Health, Finance, Learning) and your own custom tags.
Subtasks	Checklist items with their own description, due date, tags and assignees.
Assigned to	In shared lists, the members this task is for (set by the list admin).
List	Where the task lives. Move it to another list anytime.

Completing tasks

Click the checkbox to complete a task. On a task with subtasks, it completes every subtask at once; completing the last subtask completes the task. Unchecking a completed task resets its subtasks.

Subtasks

Add subtasks when creating or editing a task, or edit one directly from the task card. A subtask's due date cannot be later than its task's. A progress bar shows how many are done.

Focus time on tasks and subtasks

The timer icon on a task card — and on each open subtask — opens the focus timer with that task or subtask already selected. Focus time appears right on the card: each subtask shows its own total, and the task shows its own sessions plus all of its subtasks'.

Focus Timer

@Mentions

In a description, type @ and pick a task to create a link to it. If that task is deleted later, the mention turns red.

Trash

Deleted tasks go to the list's Trash tab and are permanently deleted after 15 days. Each one shows how many days are left. Restore or permanently delete them anytime.

In a workspace, only the owner, admins (or a custom role allowed to) can permanently delete tasks. Everyone else can still move tasks to the trash.

In shared lists

Option	Description
Assignments	The list admin can assign tasks and subtasks to list members. New assignees get a notification and an email.
Comments	Members with edit access on Plus or Pro can comment, reply and @mention other members; everyone can like or dislike comments.
Live updates	Changes made by other members appear without refreshing.

Tasks in the calendar

Tasks with a due date appear in your calendars at their due time. Drag a task to another time on the same day to move it; drop it on another day and Flowline asks for the new time. Stretch it to give it a duration — it is saved, and a task never runs past midnight.

Calendar — tasks in the calendar

Urgency indicators

Option	Description
Orange dot	Due within 48 hours.
Red dot	Due within 24 hours or overdue.

Plan limits

The Free plan includes 3 lists, 50 tasks per list, 20 subtasks per task and 10 custom tags. Plus and Pro remove these limits.

Plans & billing