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, left to right as work moves: Backlog, In Progress, Agent, Pending, Done, Archive. Drag cards between columns to change status instantly.

The Agent column holds what you’ve handed to your agent — see Hand a task to your agent. While it’s empty it stays a slim strip and opens into a drop zone as soon as you start dragging.
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 on that device
Collapse columns to focus on active work. A collapsed column shrinks to a thin, status-tinted strip that still shows how many cards it holds; click it to open the column again. Backlog and Archive start folded, so the board opens on the work in motion.
Done reads as a log — one line per finished task, most recently finished first. Click a line to see the whole card.
Create tasks inline — click the + in a column’s header (or the + that appears in a lane cell). See Creating tasks.

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.

Each lane’s header sums up what it still asks of you — how many cards are open, the nearest deadline (red when overdue) and how many are with the agent (amber when one needs you) — so a folded lane still tells you whether to open it.

Lanes group by membership: a todo carrying several tags belongs to every one of its lanes. It shows in full once, in the lane of its primary tag, and as a one-line pointer (”↗ … in lanzamiento”) in its other lanes — click the pointer to jump to the card. 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.

Subtask hyperlinks

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.

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.

Filters and search

Use the toolbar to narrow your view:

Tag bar and tag filter — one click on a chip shows only that tag; the filter menu has every tag plus 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

Opening, selecting and the keyboard

Click a card to expand it in place — subtasks, properties, notes — and click again to fold it.
Open a task with a double-click, Enter, or the ↗ button that appears when you hover a card. On a wide board it opens in a side panel next to the board, so you never lose your place; Full page expands it and × or Esc closes it. On narrower screens it opens as the full page.
Check off subtasks and drag cards right on the board.
Select several cards with X or ⌘/Ctrl-click: a bar at the bottom moves them all to any column. Esc clears the selection.
Drive the board from the keyboard — J/K/H/L or the arrows move between cards, ⇧H/⇧L move the card a column, E renames, A hands it to the agent, 1–4 set priority, C adds a task. The full list is in Keyboard Shortcuts.
Undo (⌘Z) puts a moved card back in its old column and its old place, and also reverses handing a task to the agent.

Your board layout follows your account: lane order, folded columns and lanes, and pinned cards are the same on your laptop and your phone. Column widths stay per device.

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. The board gives the agent its own column, between In Progress and Pending, so you can see at a glance what’s yours, what’s the agent’s and what’s waiting for your review.

Hand it over — drag a card onto the Agent column, press A on a focused card, or click the small sparkle on a card. On the task page, the status menu has With the agent in the same place the column sits on the board. You can also write a task straight into the Agent column: click the empty column (or its +) and type.
Start the work from your agent — nothing starts by itself. In the agent you already use, run /coachkeeper (the CoachKeeper skill in Claude Code) or My agent tasks (/mcp__coachkeeper__agent_tasks in Claude Code; CoachKeeper’s prompts in Claude Desktop), or just ask “show me my CoachKeeper agent tasks”. It lists what needs you, what’s queued, what’s running and what’s waiting for your review, and you say what to do: work one, work a few, answer a question, accept, revise or discard. It runs in your own session, on your own subscription, with nothing to install. A queued card shows the command, plus a Copy button with a plain sentence for agents that don’t support it.
The column, top to bottom — what needs you first, then what the agent is working on, then the queue. Each card says where it stands:
- Waiting for the agent — queued. Add instructions writes extra context into the task under Instructions for the agent, and the card quotes what you’ve told it so far. Instructions aren’t a separate note: they live in the task, where the agent reads them.
- Agent working · 3 min ago — it has read the task, written its plan into the task’s notes and is on it. If it goes quiet for over an hour the card says The agent stopped, with Take it back and Queue again.
- The agent needs your answer — its question is printed on the card with an answer box. Answer, press Enter, and the task goes back to the agent’s queue; the answer is saved in the task under Your answer. The column header shows how many need you.
Finished work comes back to Pending for your review, with a receipt on the card: who did it, its summary, its proof (before → after: tests, the line that changed, or screenshots — click one to enlarge), and what changed — each note it created or rewrote, subtasks added or ticked — one line each, with a link. Accept marks it done, Revise sends it back with a note on what to change, and Discard undoes what the run changed in CoachKeeper (it asks first and lists it). Anything you changed after the agent is kept, never overwritten. Every run is listed under Agent runs on the task page (See the whole run ↗ on the card), where Compare shows a note before and after the agent.
Folders — if a tag has an Agent folder (set it on the tag in the Library), an agent with file access — Claude Code, or Claude Desktop with a folder — works inside that folder. Give the folder’s name (like Code): the agent finds it on each computer whether you open it in that folder, in the one above it, or in one below it. The folder can be one repository or a project folder holding several; in each repository it touches, it works in a separate copy, so your checkout and unsaved work are never touched, and leaves one branch per task that it never pushes; the receipt lists the files, the branch and whether the tests pass. You never manage the branch: Accept merges it into your branch and Discard removes it, the next time your agent runs on that computer — the card says which (“Merges into main next time your agent runs”, then “Merged into main · not pushed”). If your own changes since get in the way, the card says so and Revise has the agent redo it on top.
On the task page the status reads With the agent · queued, · working or · needs you while the agent holds it. Its menu lists the same places as the board — pick a column to take the task back there.
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. In the List view, a small roll-up pill above the list (2 queued · 1 running · 1 needs input) filters to each group.
Take it back — drag the card out of the Agent column into any column, or pick a column from the task’s status menu. ⌘Z undoes a hand-over too. 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:

Inline — click + in a column’s header (or in a lane cell) and type. The new card looks like the card it will become; Enter adds it and keeps the composer open for the next one, so you can type a list in one go. Esc closes it; clicking away adds what you typed. If the board is filtered to a tag or you’re in a lane, the composer shows the tag the task will get.
New Todo button in the toolbar
Quick Capture — press Alt+I (or Cmd+I) and type naturally
From a note — select text and click the sparkle button to extract tasks
From chat — tell the AI “Create a task to review the proposal”

Tips

Keep Backlog folded and open it when you’re choosing what’s next — the board stays about the work in motion.
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.