Organize

Manage your tasks with Board (Kanban), Swimlane, and List views. Tags, pins, linked notes, card images, due dates, priorities, recurring tasks, and more.

Views

The Organize tab gives you three ways to see your tasks. Switch between them anytime — each preserves its own state.

Board

Tasks arranged in Kanban columns by status: Backlog, In Progress, Pending, Done, Archive. Drag cards between columns to change status instantly.

  • Reorder cards within a column by dragging them up or down. The order you set sticks — it survives a reload, and cards no longer jump around when you edit them. Works with both mouse and touch.
  • Resize columns by dragging the borders between them — the widths persist across sessions
  • Collapse columns (like Done or Archive) to focus on active work. A collapsed column shrinks to a thin, status-tinted strip you can click to expand again.
  • Create tasks inline — each column has a quick-add card at the bottom

Swimlane

The board grouped by tags — a single, aligned grid rather than stacked mini-boards. Toggle it from the toolbar when you have more than one tag: one sticky status header runs across the top, and each tag gets its own horizontal lane whose cells line up under the same status columns (tinted to match the flat board). You see both status and category at once — great when you’re juggling multiple projects or areas of responsibility.

Because every cell is a status × tag intersection, dropping a card into a cell sets both at once — its status and its tag change in a single move. Column widths and collapsed columns are shared with the flat board, so the layout you set carries over between the two.

Lanes group by membership: a todo carrying several tags appears in every one of its lanes. The copies are the same record — edit or move any of them and all update — and lane counts match the tag counts you see in the Library. Dragging a card between lanes swaps just that membership: it leaves the source lane’s tag and joins the target’s, keeping its other tags. Dropping a card on Untagged clears all its tags.

Swimlanes come with their own controls:

  • Collapse a lane — click a lane’s header to fold it to a single row; click again to expand
  • Reorder lanes by dragging a lane’s header up or down (when tag order is set to custom)
  • Sort modes — a toolbar toggle cycles the lane order between custom (drag to reorder), A→Z, and Z→A
  • Recolor a tag directly from its lane header — click the tag label to open the color picker

List

Tasks arranged chronologically, newest first. Good for scanning recent activity, seeing what was created or updated recently, and reviewing your work over time.

On wide screens the list is a resizable sidebar next to the editor, which is now the main pane: click a row and it opens right there. Drag the divider to resize the sidebar — the width persists — and use the sidebar toggle above it to hide the list entirely for a full-width writing view (your choice persists per tab). The + button starts a new task as a draft directly in the editor. On narrow screens and mobile, tapping a row opens the full-screen editor instead. Notes and calendar events use the same list-plus-editor pattern in their own tabs.

Working with todos

Each todo has:

  • Title — what needs to be done
  • Status — Backlog, In Progress, Pending, Done, or Archive
  • Checklist — break work into subtasks, each with an optional time estimate (15m, 30m, 1h, etc.). Progress shows as “3/5 done” on the card.
  • Due date — an optional deadline. On the card it shows as a small date chip that turns red when overdue and highlights when it’s due today or tomorrow (done and archived tasks never read as overdue).
  • Priority — Low, Medium, High, or Urgent, shown as a small flag chip on the card.
  • Tags — color-coded labels for categorization. A todo can carry several; the first one is its primary tag.
  • Notes — the todo’s own writing: details, links, a brief for an agent. It is a real note, listed in Notes under the task’s name, searchable and versioned, and it is trashed and restored together with the task. Open the task and start typing below the subtasks; the note is created the first time you write something.
  • Linked notes — any number of other notes attached to the todo as references. A todo created from a note starts with that note linked, and you can link more from the task page.

Due dates and priority

Give a task a deadline and a priority to make what matters most stand out at a glance. Both show as compact chips in the card’s metadata row — a due chip (with overdue and due-soon styling) and a priority flag.

To set them, expand a card (click it, or tap the chevron) or open the task page. Both show the same property line under the title — status, due date, priority, tag and the agent field, each a small capsule when set and quiet text when not. Click Due date to pick a day (the readout then says Due today, Due tomorrow or the date); click Priority for a menu of the four levels, with No priority to clear. On a phone the menus open as bottom sheets.

You can also just tell the coach — “make the proposal review high priority and due Friday” — and it will set both for you.

Linked notes

A task has one note of its own and can refer to as many others as it needs — meeting notes, research, the brief it came from.

The task’s notes are written on the task page, in the space below the subtasks. That writing is a note in its own right: it appears in the Notes list under the task’s name with a small check glyph, opening it from there lands you on the task, and Open as note at the foot of the page opens it in the note editor when you want the full toolset. Rename the task and the note follows; trash the task and the note goes with it; restore either and both come back.

Linked notes are references. On the task page each one is a row — title, a line of preview — with an open button that jumps to it in the note editor and an unlink button that detaches it without deleting anything. Unlinking is reversible: link the note again whenever you want. Click Link a note at the foot of the page to search for one or create it on the spot.

On the board, cards with notes show a count badge. Expand the card and you see the task’s notes as a preview — click it to open the task and write — and the linked notes as the same reference rows, so the board and the task page always say the same thing.

The connection is visible from the other side too: the full todo editor shows a Referenced by panel listing the notes that mention the todo — see Capture for how backlinks work. A task’s own scheduled time isn’t a backlink: it belongs to the task itself, and lives on the Calendar.

Images on cards

Drag an image file onto any card to attach it — PNG, JPEG, GIF, or WebP, up to 10 images per todo. A single image displays large on the card; two show side by side; more collapse into a compact thumbnail strip. You can switch between these layouts per card, and the carousel view includes an inline caption field, so a screenshot can carry its own one-line explanation.

Checklist items can hold links. Select some text in a subtask, paste a URL over it, and the selection becomes a clickable hyperlink — no markdown syntax to remember. Handy for “review the spec” subtasks that should point straight at the spec.

Tags

Tags are color-coded labels that help you categorize and filter your work. Notes and todos can carry multiple tags, and the order matters: the first tag is the primary one — it drives the card’s main color and which swimlane the card calls home. On cards, the current view’s own tag stays implicit and up to two other tags show as named chips; anything beyond that collapses into a +N pill.

The tag picker manages the whole set in one place: an “On this item” list shows the tags already applied (with the primary marked), each row has a make primary star and a remove button, and the same input adds an existing tag or creates a new one — with a full color palette to pick from.

Use the tag filter in the toolbar to slice any view by tag — it matches any of an item’s tags, not just the primary. Only see tasks tagged “Project Alpha” or “Personal” — your choice. Everything that shares a tag also gathers on that tag’s page in the Library.

Pinning

Pin frequently accessed tasks to the top of any view. Pinned items stay visible regardless of sorting or filtering, so your most important work is always within reach.

Recurring tasks

Set a task to repeat daily, weekly, or monthly. Recurring tasks show a repeat icon on their card.

Mark individual occurrences as complete without breaking the recurrence pattern. The task keeps generating new occurrences on schedule — great for habits, weekly reviews, or regular check-ins.

Use the toolbar to narrow your view:

  • Tag filter — show only tasks with a specific tag. The dropdown also has an Untagged entry for everything that carries no tag yet — the same entry exists on the notes list.
  • Card order — a toolbar menu switches how each column is ordered: manual (drag to arrange), by priority, by due date, recently updated, or recently added. The activity sorts are handy for surfacing what an agent just wrote or touched.
  • Search — find tasks by title
  • Combine filters to zero in on exactly what you need

Quick actions

  • Click a card to open the full detail view with editor, checklist, and metadata
  • Click the status badge on any card to cycle through statuses
  • Check off subtasks directly from the card to track progress
  • Drag cards between board columns to change status

Editing the same task in two places

The board and the full todo editor stay in sync live. Change a due date or drag a card on the board and an open editor for that task updates instantly — and vice versa. The only time CoachKeeper pauses is when you have unsaved edits in the editor and the same task changes elsewhere: a small Updated elsewhere banner appears so you can choose Reload (take the other version) or Keep mine (your next save wins), instead of silently losing either side. A clean editor with nothing pending just updates on its own.

Hand a task to your agent

Any task on the board can be handed to an AI agent you have connected over MCP — Claude, ChatGPT, Cursor, or anything else that speaks the protocol. You never write a prompt; the task is the brief.

  • Hand it over — hover a card and click the small sparkle button (or use the Agent row in the task editor). The card gets a Queued for agent badge. That is the whole handshake: your agent picks up queued tasks the next time you ask it to “work my CoachKeeper queue” (in Claude Desktop the /work_queue slash command does exactly that).
  • What the badges mean — Queued for agent: waiting to be picked up. Agent working: it has read the task, written its plan into the task’s notes and is on it. Agent needs input: it stopped to ask you something — open the task, read Agent questions in its notes, answer right there (or in a linked note), and click the sparkle again to re-queue it. Agent done: finished; the task moves to Pending for you to review, with the result summarised in its notes and any research in a new linked note.
  • The roll-up bar — when anything is on the agent track, a small pill above the board reads 2 queued · 1 running · 1 needs input. Each segment is a filter: click needs input to see only the cards waiting on you, click again (or ×) to see everything.
  • The nav pill — an amber count on the Todos icon in the sidebar means an agent is waiting on your answer, even while you are somewhere else in the app.
  • Take it back — clicking the sparkle on any badged card removes it from the agent track. The agent never queues tasks itself and never changes a task’s column except to hand a finished one to Pending; the board stays yours.

Nothing here runs by itself: CoachKeeper doesn’t start agents. Queued tasks wait — for hours or days — until an agent you invited comes by. See Run the queue on a schedule if you want that to happen automatically.

Creating tasks

Multiple ways:

  1. Inline — click the quick-add card at the bottom of any board column
  2. New Todo button in the toolbar
  3. Quick Capture — press Alt+I (or Cmd+I) and type naturally
  4. From a note — select text and click the sparkle button to extract tasks
  5. From chat — tell the AI “Create a task to review the proposal”

Tips

  • Collapse Done and Archive on the board to reduce noise and keep your focus on active work.
  • Use the swimlane view when you have tasks across multiple projects — it gives you the best of Kanban plus category awareness.
  • Estimate subtask durations. Even rough estimates help the AI give better scheduling suggestions when it plans your week.
  • Pin your current priority so it’s always the first thing you see when you open the tab.