Master how to organize, prioritize, and complete tasks efficiently with Akiflow.

Task Management

Learn all the ways to create new tasks in Akiflow using the Command Bar, integrations, or quick actions to plan your work faster.

How to create tasks

The Inbox is where all your new tasks are collected. These unplanned tasks, which are created in Akiflow or imported from your integrations, are separated from your schedule (Today page), so they won't impact what you already have planned.

Your Inbox

The Today page shows all the tasks you’ve planned for the day, helping you focus only on what matters today.

Today Page

The Upcoming page is where you can preview all tasks planned for the following days, weeks and months and easily adjust your reschedule.

Upcoming Page

Planning is determining an action date, date&time or time frame for a task.

Task Planning

Tasks can arrive in Akiflow from various sources, such as the command bar or integrations. To help you keep your tasks organized, we offer two options: Projects and Tags.

Projects & Tags

Use the task multiple select to quickly go through your tasks and take bulk actions!

How to bulk edit Tasks

Discover all the features that make managing tasks in Akiflow simple and powerful.

Task features

You can plan tasks, events or time slots to be recurrent in Akiflow. 

Recurrent Tasks

You can locate tasks, events, and contacts on the Search Page.

Searching Tasks & Events

Subtasks let you break a larger task into smaller tasks you can plan, schedule, and complete independently. A parent task keeps the larger context, while each subtask remains a regular Akiflow task. Subtasks are available on desktop and mobile. Use subtasks when a task is too large for one work block, needs several steps, or has pieces you want to schedule across different days.


Subtasks

Keep screenshots, PDFs, documents, and other files alongside the task they belong to. You can add files on desktop, web, iOS, and Android, and access completed uploads across your devices.

Attach files to a task

Learn the basics to set up your account, explore key features, and start using Akiflow effectively.

Getting Started

We built Akiflow focusing on making fundamentals of productivity much faster to execute: capturing tasks, processing them, and executing.

Increasing the speed that it takes to keep yourself organized, has a massive impact on your ability to be consistent in doing so.

The Methodology

Learn how to manage your Akiflow account: update your details, adjust preferences, and keep everything secure.

Your Account

The Settings page allows you to manage your account, connect your integrations, and fine-tune your notifications and other details based on your workflow. This guide will walk you through each setting.

Settings

Here’s how you can reach our team for assistance.

Support

The Mobile app is designed to focus on performing the core Akiflow functions on the go, from your pocket. We have introduced quick ways through which you can routinely commit to the capturing, processing and execution of tasks. 


Mobile App

The Desktop app is designed to provide the most powerful and seamless Akiflow experience. With advanced features that enhance capturing, processing, and executing tasks, the desktop version allows you to work faster and stay more focused.

Desktop App

Join our onboarding webinars and Q&A sessions. Whether you're a new user or have been using Akiflow for a while, our webinars are designed to provide valuable insights and tips for making the most out of the platform. Join us as we embark on this transformative experience together!

Akiflow Webinars

Learn how to manage your events, sync calendars, and make the most of Akiflow’s calendar features to plan your days efficiently.

Calendar

Go to Settings > Calendar to customize your primary calendar (the default one to create your events on), your calendar color, visibility, notifications, conference tool, and so much more!

Events Management

Learn how to personalize your Akiflow calendar view to match your schedule, focus, and work style.

Customize Your Calendar

Never miss a deadline again! You will find a flag on any day header in calendar to mark any day with unfinished deadlines.

Deadline Alerts

Learn how to connect Akiflow with your favorite tools and apps to streamline your workflow.

Integrations

Go to Settings → Calendars → And click on Google Calendar!

Google Calendar

Go to Settings → Calendars → Outlook Calendar → Click on Connect!

Outlook Calendar

Go to Settings → Integrations → And click on Gmail!

Gmail

Go to Settings → Integrations →  Outlook Email → and Connect!

Outlook Email

Go to Settings → Integrations → And click on Slack!

Slack

With the Akiflow integration, you can create tasks from your Microsoft Teams messages. The tasks will be visible in Akiflow, and you can plan and decide when to reply to them.

Microsoft Teams

Go to Settings → Integrations → And click on Notion!

Notion

Import all your Microsoft To Do tasks in Akiflow automatically!

Microsoft To Do

You can keep track of all your projects on Asana directly from Akiflow.

Asana

You can now keep track of all your Linear issues directly from Akiflow.

Linear

You can now keep track of all your Jira issues directly from Akiflow.

Jira

You can now keep track of all your GitHub Issues and Pull Requests directly from Akiflow.

GitHub

You can keep track of all your Trello boards directly from Akiflow.

Trello

Go to Settings → Integrations → And click on Zoom!

Zoom

Zapier is a tool that automates the connections between different web applications.

You can create and edit these connections ("Zaps") in few clicks, building a workspace that fits perfectly the way you work.

Zapier

IFTTT (if this then that) is a service that automates connections between different tools.

IFTTT

Manage all your Todoist tasks seamlessly inside Akiflow with fast sync and a unified workflow.

Todoist

You can now keep track of all your ClickUp projects directly from Akiflow.

ClickUp

Explore advanced tips and workflows to get the most out of Akiflow.

Become a pro

kiflow has a wide range of shortcuts to optimize your flow when planning and acting on your tasks and events.

Keyboard Shortcuts

The Command Bar is the fastest way to create and edit tasks/events in Akiflow. 
You can open it from anywhere on your laptop.

Command bar

From the Menu Bar, you can take a quick glance at your ongoing and upcoming tasks, time slots and events of the current day.

Menu Bar

The Focus Timer allows you to structure your work with timed focus sessions and scheduled breaks. Our goal is to help you master your days by maximizing your focus and minimizing distractions. 

Focus timer

Tips and methods to boost focus and productivity with Akiflow.

Productivity Tips

Your go-to guide to build lasting habits and own your day with Akiflow. Become the productivity powerhouse you were meant to be! 

Habits

This short guide will teach you how to reach Inbox Zero sooner - and better - in Akiflow

Inbox Zero

Focus Mode helps you concentrate by letting you work exclusively on one task at a time.

Focus Mode

Want to make real progress instead of just checking off random tasks? Goals help you focus on what truly moves the needle.

Setting Goals

Discover resources and articles about Aki: learn how to use Aki effectively, explore best practices, and find answers to common questions.

Aki & AI Features

Aki is an in-app personal assistant with a friendly, human-like persona. It helps you manage your tasks, check your inbox, review your calendar, and more, all within your Akiflow app (and in WhatsApp)

Meet Aki: Your Personal Assistant


An overview of Aki's capabilities, including creating and editing tasks, events & time slots, as well as providing scheduling assistance and additional features.

What can Aki do? 


Aki learns from your feedback to become a smarter, more proactive assistant.

Building Aki

Take charge of your recurring tasks and routines with Aki Workflows. Whether you need reminders, updates, or smart notifications, Aki helps you stay on top of your tasks and events effortlessly.

Aki Workflows

Explore advanced Aki capabilities that go beyond basic commands, designed to make your workflow smarter, faster, and more intuitive.

Additional features

Aki automagically assigns your projects to your tasks!

AI Project Assignment

Focus on the conversation, we'll capture the rest. Meeting Assistant automatically records and transcribes your online meetings, extracts action items, and helps you follow up with attendees in just a few clicks.

Meeting Assistant

Akiflow's MCP (Model Context Protocol) server lets you connect AI assistants like Claude, ChatGPT, Cursor, and Windsurf directly to your Akiflow account. Once connected, your AI assistant can help manage tasks and subtasks, read and filter your schedule, create and edit calendar events, work with time slots, and use Meeting Assistant transcripts.

Akiflow MCP

Schedule Optimizer is designed for the moments when your plan no longer matches reality. It helps you keep your day organized when plans change.

Whether a task takes longer than expected, finishes early, gets moved, or you want to fit in an unplanned task, Schedule Optimizer helps you quickly adjust your day. It lets you choose when to optimize your schedule, so you're always in control.

Schedule Optimizer

Plan your day efficiently by organizing tasks into dedicated time blocks to stay focused and in control of your schedule.

Time Blocking

Time blocking consists of blocking time for your tasks on your calendar to schedule exactly when you're going to work on them. If your day unravels through meetings and your need to focus on your tasks, this is the right time management technique for you.

Time Blocking 101

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.

Time Slots

The Daily and Weekly Rituals are your productivity partners. Planning your workday and assessing how it went at the end of it are essential steps for productivity.


Rituals

Understanding how you spend your time is crucial to optimize your productivity. 

The new Stats feature in Akiflow is designed to provide comprehensive insights into time management, helping you review and plan your activities effectively.

Stats

This guide helps you create a realistic, balanced weekly schedule by prioritizing fixed commitments first, then strategically allocating time for goals and tasks.

How to plan a perfect week

Discover how teams can collaborate, stay aligned, and boost productivity using Akiflow.

Akiflow for Teams

Step-by-step guide to set up your team, invite members, and start collaborating in Akiflow.

Onboarding your Team

Scheduling meetings with multiple participants can often be a daunting task, but not with Akiflow! 

Meet with your Team

Select your free calendar slots and share them with your guests with a booking link!

Share your availability

Explore effective productivity frameworks and decision-making methods to plan and prioritize your work strategically.

Strategies

The Eisenhower Box, also known as the Eisenhower Matrix, is a priority management tool that distinguishes between urgent and important tasks to streamline your workflow. 

Eisenhower Matrix

The Pareto Principle or the 80/20 rule theorizes that 80% of results come from 20% of efforts. Applying this methodology to time management allows you to focus on the most impactful tasks and achieve greater outcomes with less effort.

Pareto Principle

Eat the Frog is a time management method, created by Brian Tracy, designed to help you overcome procrastination and tackle your most challenging tasks first.

Eat the Frog

Learn more about Akiflow’s approach to pricing, visual identity, partnership opportunities, and commitment to security.

About Akiflow

The full regulation on how we process your data is outlined in our terms and conditions and in our privacy policy. Please refer to those in case of doubt. The following page is intended as a quick reference on the essential principles that govern our data policies.

Security

Invite your friends or colleagues to use Akiflow! You both will get $25 in credits.

Referrals

Personalized guides to help you make the most of Akiflow with tailored workflows and examples for your goals and routines.

Personalized Guides

For Founders and C-level executives juggling multiple responsibilities, Akiflow’s Folders, Projects, Sections, and Tags provide a structured, scalable way for you to manage tasks and stay focused on priorities.

Founders & C-Level Executives

For Sales professionals who need to stay on top of leads, seamlessly follow up and nurture relationships to close deals, Akiflow’s Folders, Projects, Sections, and Tags provides an efficient and structured way for you to manage your personal and professional tasks and time efficiently.

Sales Professionals

For marketing professionals juggling campaigns, content creation, and marketing strategy, Akiflow’s Folders, Projects, Sections, and Tags provide a robust framework to stay organized, meet deadlines, and maintain clarity across initiatives. 

Marketing Professionals

For HR professionals managing recruitment pipelines, onboarding, employee engagement, and compliance, Akiflow’s Folders, Projects, Sections, and Tags can help you streamline workflows and stay organized across multiple responsibilities. 

HR Professionals

For freelancers managing multiple clients, projects, and personal tasks simultaneously, requiring clear organization is important to stay on track. 

Akiflow’s Folders, Projects, Sections, and Tags provide the flexibility needed to balance client work and personal life while ensuring nothing slips through the cracks.

Freelancers

For Developers managing coding tasks, bug fixes, and software deployments, Akiflow’s Folders, Projects, Sections, and Tags offer a powerful system to keep tasks organized, ensure nothing falls through the cracks, and prioritize efficiently. 

Developers

For Designers managing creative projects, client requests, and team collaboration, Akiflow’s Folders, Projects, Sections, and Tags offer a comprehensive framework to streamline workflows and stay focused on creativity.

Designers

For students balancing academics, extracurricular activities, and personal responsibilities, Akiflow’s Folders, Projects, Sections, and Tags can help you stay organized and on top of your tasks. 

Students

For teachers managing lesson planning, grading, and student interactions while keeping personal tasks organized, Akiflow’s Folders, Projects, Sections, and Tags offer a powerful way to help you stay organized and on top of your tasks.

Teachers

For researchers managing multiple studies, literature reviews, and academic writing, Akiflow’s Folders, Projects, Sections, and Tags provide a structured and streamlined approach to staying on top of complex research workflows.

Researchers

A practical guide to recreating your Motion workflows in Akiflow

Switching from Motion to Akiflow

A practical guide to map Sunsama daily planning to Akiflow. Set up rituals, connect integrations, and migrate your backlog.

Switching from Sunsama to Akiflow

A practical guide to map Morgen daily planning to Akiflow. Set up rituals, connect integrations, and migrate your backlog.