Time Slots

Open your calendar and design your ideal week using Time Slots. Allocate time for all the activities you need (admin, marketing, fundraising, personal time), and you can later allocate the specific tasks for that activity.

What are Time Slots?

Time Slots are your new best friend in Akiflow. Think of them as containers within your calendar where you can neatly organize your tasks. Whether you're planning your day or setting aside time for specific activities like admin work or fundraising, Time Slots have got you covered.

Open your calendar and design your ideal week using Time Slots. Allocate time for all the activities you need (admin, marketing, fundraising, personal time), and you can later allocate the specific tasks for that activity.

How to create Time Slots

There are 3 ways to create a Slot:

  • Hold Option ⌥ + Click and design the slot in the calendar. You can customize this option in Settings > Shortcuts. Alt on Windows.

  • Right-click on calendar.

  • Click on the calendar to start creating a task/event and switch to Slot.

Projects in Time Slots

There are 2 ways to create a new project-specific Time Slot. Both ways, new tasks added to the slot will inherit the project and its name as the title.

  • From the Menu: Drag and drop a project directly from the menu to the calendar.

  • From the Project Page: Click on the “Slot” icon and drag it onto the calendar.

Features

Tasks

The appearance of a Slot is not affected by the time, duration, or project of its tasks. Tasks within a Slot are sorted by their planned time.

In the task list, you can see if a task is inside a Slot by the presence of the Slot icon and the color associated with that Slot.

Date & Time

Time Slots have a specific date, time, and duration.

Recurrence

Slots can be set to recur, just like tasks and events. You can have recurring tasks inside a recurring Slot: select Copy the Slot recurrence to always find this task in the slot. Editing the Slot’s date and time will also affect the tasks inside.

Lock Option

Just like tasks, you can lock your Time Slot to a specific calendar account.

Task Locking: Tasks within a Time Slot are automatically unlocked. If you drag a locked task into an unlocked Time Slot, the Time Slot gets locked.

  • Why?

    1. You can Lock Time Slot to block your time, and to avoid clutter, we don't show both your time slots and all tasks on Google Calendar.

    2. Hypothetically, you could have a 2-hour task scheduled during a 1-hour time slot. On Akiflow, you would only see your 1-hour time slot, while on Google Calendar, both the time slot and task would be visible. This can make it difficult to arrange your blocked time properly.

Projects & Color Coding

You can assign Projects to Time Slots. The project will automatically color-code the Slot in the calendar for easy identification. Tasks assigned to a time slot automatically inherit its project.

Drag and drop your projects into the calendar to instantly create slots linked to that specific project.

Magic Button

Use Replan Undone Tasks to seamlessly move the tasks you didn’t complete. Akiflow will suggest you the next slots of the same series or with the same project already planned in your calendar.

Focus mode

Hit the shortcut F to open a new column for a wider view of your work. Adjust the pinned slots column to create the optimal view tailored to you.

Time slot details

Hover over your time slots to view your progress: see how many tasks you’ve completed versus what’s pending, and check the total slot duration based on your planned tasks.

Task Countdown

The number of tasks within a Time Slot is visible on the calendar and decreases as you complete them. Completed tasks are moved to the bottom of the tasks list inside the Slot.

Completion bar

You can see a task completion bar at the bottom of the Time Slot.

Auto‑Group Tasks into Time Slots

What happens if you overlap tasks in calendar? Aki bundles tasks scheduled at the same time into a single Time Slot or suggests you to do so in 1 click.

Adding Tasks to Time Slots

Drag & Drop: simply drag tasks into a Time Slot.

Inside the Slot: Click Add new task or use the shortcut C to jump to the Add new task box within the Time Slot.

Command bar: use P on a task to open the plan command. Type the name of the slot or its project to see all the related slots available for you to plan your tasks in.

Editing a Time Slot

Drag & drop: move a Slot in the calendar to replan the slot and its tasks.

Command bar: Select a Time Slot and open Command Bar to edit the Slot and the tasks within them.

Right-click on a Time Slot to open the options menu.

Settings

Go to Settings → Tasks, Events, Slots to:

  • Set their Default Duration

  • Lock Behavior: Decide what happens when you lock a Time Slot in the calendar.

Go to Settings > Notifications to customize your Slot notifications.

FAQ