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Auto-Schedule Tasks onto Calendar with Dynamic Rescheduling

Features & Improvements Request

One of Akiflow's greatest strengths is task capture, organization, and calendar consolidation. However, many users still spend significant time manually dragging tasks onto their calendars and constantly adjusting plans as new meetings, deadlines, and priorities arise.

I would love to see an optional intelligent scheduling mode that can automatically place tasks onto available calendar time based on:

• Due dates
• Estimated duration
• Calendar availability
• Task urgency and deadlines
• User-defined working hours and scheduling preferences

The system should also dynamically reschedule tasks when:
• New meetings are added
• Existing events move or are canceled
• Tasks are completed early
• Workloads exceed available capacity

This would allow Akiflow to evolve from a planning tool into a true execution tool, helping users spend less time managing their schedules and more time doing meaningful work.

Importantly, this should remain optional. Many users enjoy manually time-blocking their calendars, while others would benefit from a "calendar autopilot" mode that continuously optimizes their schedule behind the scenes.

Potential benefits:
• Reduced planning overhead
• Better workload balancing
• Fewer missed deadlines
• Increased adoption among consultants, accountants, operators, freelancers, and other users with highly recurring workloads
• Strong differentiation from traditional task managers while maintaining Akiflow's strengths in task capture and organization

The biggest gap between Akiflow and automatic scheduling tools is not task management—it's task placement. Closing that gap would make Akiflow one of the most complete productivity platforms available.

Posted by Mikayla ·
Status: Future5 comments

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Comments5

  • [Deleted User]

    •

    Sep 23

    •

    Merged request

    •

    1 vote

    Auto-shift tasks when overlapping with events

    I want tasks to automatically move/shift when a calendar event is placed over them to avoid overlaps. This would help maintain a clean schedule without manual adjustments when new meetings or events are added.

    • Tadej J.

      Team•

      May 22

      @Jose Perales we are working right now on auto-planning feature where you can manually replan one task (e.g. change duration of a planned task) and other planned task will auto replan for today (with your confirmation), but it will not replan events. Would that work for you in your use case?

  • Tadej J.

    Team•

    Jun 12

    Hi Mikayla, thanks for the detailed post. You nailed the real gap: Akiflow is great at capturing and organizing tasks, but you still have to place them on the calendar yourself.

    Here is where we are.

    Coming very soon (already in internal testing):

    • As Soon As Available (ASAA): pick a task and drop it into your next free slot in one tap. It works around your meetings and working hours.

    • Optimize Schedule: when a task runs long, the rest of your day moves down on its own, so you are not dragging each task one by one.

    Not built yet, and I would love your input:

    The fully hands-off autopilot you describe is the hard part. Choosing what to schedule based on due dates and urgency is easy to get wrong, so we want to be careful before building it.

    We are also launching the Akiflow MCP soon. It lets an AI assistant read your tasks and calendar and plan your day for you. That might be the better home for the smarter, decide-for-me scheduling, rather than building it into the app itself.

    To help us pick what comes next, two quick questions:

    • Do you set due dates and priorities on your tasks today? Or would you want Akiflow to work out the urgency for you?

    • What would save you the most time: the app reacting when your calendar changes, scheduling by deadline, or spreading work across several days?

    Thanks again. This really helps us decide what to build next.

    • Mikayla

      •

      Oct 14

      To answer your questions, I think due dates would need to be set for automatic scheduling to work reliably. I’m comfortable providing that information. What I’d want Akiflow to handle is both where tasks fit and which task I should work on next, using those deadlines alongside priorities, estimated durations, and my scheduling preferences.

      The biggest time savings for me would be spreading work across several days and planning backward from deadlines. Reacting to calendar changes would help keep that plan usable once the week gets underway.

      I work across multiple accounting clients with recurring work on different cadences. Some tasks happen weekly, others monthly, and they all need to fit alongside appointments, other projects, and unexpected requests. The challenge is deciding how to distribute that work so everything gets done on time without overloading particular days.

      For example, if several clients have work due Friday, I’d want Akiflow to allocate time earlier in the week based on how much work each task requires. If an unexpected request comes in Tuesday, or a task takes longer than planned, it should reassess the remaining work and redistribute it across the available time. Simply pushing every task later that day could leave me with an unrealistic schedule or put a deadline at risk.

      I think the scheduling rules should be set by the individual and customizable to their needs. Useful settings could include:

      • Working hours and a maximum amount of scheduled work per day.

      • Buffer time for unexpected requests or tasks running over.

      • Which appointments or task blocks are fixed and which can move.

      • Whether longer tasks can be split into smaller sessions.

      • Whether to group work by client or project.

      • How far ahead of a deadline work should ideally be completed.

      That would give the system boundaries to work within, rather than requiring it to guess everything about someone’s preferences.

      I also wouldn’t expect it to make an impossible workload fit. If there isn’t enough time before a deadline, I’d want it to flag that clearly and show what needs a decision from me. A suggested plan with an option to approve or adjust it could be a useful starting point before offering more hands-off automation.

      The MCP sounds interesting, but my preference would be to have this experience within Akiflow. Ideally, I could set my preferences once, maintain my tasks and deadlines, and have the schedule update from there. Having to open another assistant and repeatedly ask it to plan or replan my week would add another step to the process I’m trying to simplify.

      The outcome I’m looking for is being able to open Akiflow and see a realistic plan for the week, know what to work on next, and trust that the plan can adapt when the day changes.

      Thanks again for asking for input!

      • Tadej J.

        Team•

        Oct 23

        Hi Mikayla,

        Thanks for explaining your workflow. Planning backward from deadlines, balancing work across the week, and flagging when everything cannot fit gives us a much clearer picture.

        Two follow-up questions:

        1. Do you already use ChatGPT, Claude, or another AI assistant for work? If so, have you tried using it to plan your day or week?

        2. Would you be interested in testing weekly planning with Akiflow through your preferred AI assistant, connected to your Akiflow tasks and calendar?

        I know you’d prefer to keep this experience inside Akiflow. Would using an assistant you already work with be something you’d try, or would switching tools still add too much friction?

        There’s no committed timeline for the full weekly scheduling experience, but your input would help us understand which approach would actually save you time.