Overview
GAIA’s todo management system helps you organize tasks, track progress, and stay productive. You can create todos manually or let GAIA create them for you through natural language commands.Creating todos
Manual creation
Fill in details
Enter the todo information:
- Title: A clear, concise description of the task
- Description: Additional details or notes (optional)
- Due date: When the task should be completed
- Priority: High, medium, or low
- Project: Assign to a project for better organization
- Labels: Add tags for categorization
Create with AI
You can create todos by chatting with GAIA:- “Add a task to review the quarterly report by Friday”
- “Create a todo for team meeting preparation”
- “Remind me to call the client tomorrow afternoon”
Organizing todos
Projects
Group related todos into projects for better organization:Create a project
Click the Projects section and select Add Project. Give it a meaningful name like “Q1 Marketing” or “Website Redesign.”
Labels
Use labels to categorize todos across projects:- Add multiple labels to a single todo
- Filter todos by label to find related tasks
- Popular labels include:
urgent,follow-up,waiting,review
The system tracks label usage and shows you the most frequently used labels for quick access from
apps/web/src/features/todo/api/todoApi.ts:204.Priority levels
Set priorities to focus on what matters most:- High: Urgent tasks that need immediate attention (shown in red)
- Medium: Important but not urgent (shown in yellow)
- Low: Tasks that can wait (shown in blue)
Todo views
Inbox
The default view for new, unorganized todos. Tasks appear here until you assign them to a project or schedule them.Today
Shows all todos due today. This view helps you focus on what needs to be done right now.Upcoming
Displays tasks scheduled for the future, organized by due date. Use this to plan ahead and prepare for upcoming work.Completed
View your finished tasks. This is great for:- Reviewing what you’ve accomplished
- Finding information from past tasks
- Tracking productivity over time
Overdue
Highlights tasks that are past their due date. These appear in red to draw attention.Working with todos
Completing tasks
Mark todos as complete in several ways:- Click the checkbox next to the todo title
- Open the todo details and click Mark Complete
- Tell GAIA: “Mark the quarterly report task as done”
Editing todos
Modify details
Update any field including title, description, due date, priority, project, or labels.
Bulk operations
Manage multiple todos at once:- Select multiple todos using checkboxes
- Choose a bulk action:
- Complete: Mark all selected as done
- Move: Assign to a different project
- Delete: Remove selected todos
apps/web/src/features/todo/api/todoApi.ts:122.
Search and filter
Find specific todos quickly:- Text search: Type in the search box to find todos by title or description
- Semantic search: Use natural language to find related todos (e.g., “tasks about the client presentation”)
- Filters: Combine project, label, priority, and completion status
Todo workflows
Generate workflow from todo
GAIA can create automated workflows for complex tasks:Review workflow
GAIA analyzes the todo and creates a multi-step workflow with appropriate actions and automation.
Workflow generation uses AI to break down complex tasks into manageable steps. The status is tracked via
apps/web/src/features/todo/api/todoApi.ts:345.Advanced features
Smart due dates
GAIA understands various date formats:- Natural language: “tomorrow”, “next Monday”, “in 2 weeks”
- Relative dates: “in 3 days”, “2 weeks from now”
- Specific dates: “March 15”, “3/15/2026”
- Time-aware: “tomorrow at 2pm”, “next Friday afternoon”
Recurring todos
Set up tasks that repeat automatically:- Daily, weekly, monthly, or custom intervals
- Automatically creates a new instance when marked complete
- Great for regular check-ins, reviews, or maintenance tasks
Todo counts and statistics
Track your productivity with built-in statistics:- View counts by category (inbox, today, upcoming, completed, overdue)
- See completion trends over time
- Identify bottlenecks and overdue patterns
apps/web/src/features/todo/api/todoApi.ts:192.
Integration with other features
Calendar integration
Todos with due dates automatically appear on your calendar, helping you visualize your workload alongside meetings and events.Email integration
Create todos from emails:- GAIA can suggest todos based on email content
- Convert action items from emails into tracked tasks
- Link todos back to original emails for context
Chat integration
Manage todos conversationally:- “What’s on my todo list for today?”
- “Move the client presentation task to next week”
- “Show me all high-priority tasks”
Tips for effective todo management
Keep titles clear
Use action verbs and be specific. “Review Q1 report” is better than “Report.”
Use projects consistently
Group related work together. It’s easier to focus when tasks are organized by context.
Set realistic due dates
Be honest about when you can complete tasks. Adjust dates as priorities change.
Review regularly
Check your todo list daily. Move tasks between views as priorities shift.
Use labels strategically
Don’t over-label. Stick to a consistent set of labels that help you find tasks quickly.
Clean up completed tasks
Archive or delete old completed tasks periodically to keep your list focused.
Next steps
Workflow Creation
Learn how to automate repetitive tasks with workflows.
Calendar Automation
Integrate todos with your calendar for better time management.