AI Scheduling

Let AI find the perfect time for your meetings and tasks.

Overview

AI Scheduling automatically places your unscheduled todos into available calendar gaps, respecting your preferences, priorities, and deadlines.

How It Works

  1. Create todos with optional duration and deadline
  2. AI analyzes your calendar for available time
  3. Todos are scheduled based on priority and preferences
  4. Adjust as needed — drag to reschedule anytime

Enabling AI Scheduling

  1. Go to Settings → Scheduling
  2. Enable AI Scheduling
  3. Configure your preferences
  4. Unscheduled todos will be placed automatically

Priority-Based Scheduling

AI considers priority levels when scheduling:

| Priority | Scheduling Behavior | |----------|---------------------| | P1 (High) | Scheduled first, best time slots | | P2 (Normal) | Scheduled after P1 tasks | | Deadline | Placed before deadline, higher urgency |

How Priority Works

  • P1 tasks get premium time slots
  • Deadline tasks are prioritized as deadlines approach
  • P2 tasks fill remaining gaps

User Preferences

Work Hours

Set when you're available for scheduled tasks:

  1. Go to Settings → Scheduling
  2. Set Preferred Times for each day
  3. Define multiple time blocks per day
  4. AI only schedules within these windows

Example configuration:

| Day | Time Blocks | |-----|-------------| | Monday-Friday | 9am-12pm, 2pm-6pm | | Saturday | 10am-2pm | | Sunday | Off |

Buffer Time

Add padding between tasks:

  • Default: 15 minutes between todos
  • Customize in Settings
  • Prevents back-to-back scheduling

Default Duration

Set a default for tasks without specified duration:

  • Applied when creating quick todos
  • Override per-task as needed

Calendar Awareness

AI Scheduling considers your existing calendar:

What It Checks

  • Existing events and meetings
  • Already-scheduled todos
  • Blocked/busy time
  • Calendar visibility settings

Disabled Calendars

Exclude calendars from availability calculation:

  1. Go to Settings → Calendars
  2. Disable calendars for scheduling
  3. Those events won't block AI scheduling

Deadlines

Tasks with deadlines get special treatment:

  • Scheduled before the deadline
  • Higher urgency as deadline approaches
  • Visual indicators show urgency level

Setting Deadlines

  1. Create or edit a task
  2. Click the deadline icon
  3. Set the date/time
  4. AI ensures completion before deadline

Time Zone Support

AI Scheduling is fully timezone-aware:

  • Respects your local timezone
  • Converts automatically when traveling
  • Handles attendees in different zones

List-Specific Settings

Configure scheduling per list:

  1. Open a todo list
  2. Click list settings
  3. Set Preferred Times for this list
  4. Tasks in this list follow these preferences

Example: "Deep Work" list only schedules in morning hours.

External Scheduling

Scheduling Links

Share availability with external parties:

  1. Create a scheduling link
  2. Share with external attendees
  3. They pick from your available times
  4. Meeting is booked automatically

How Links Work

  • Shows only times you're free
  • Respects your preferences
  • Sends confirmations automatically

Manual Adjustments

AI suggestions aren't final:

Drag and Drop

  • Drag any scheduled todo to move it
  • Drop on a new time slot
  • AI learns from your adjustments

Reschedule

  • Click a scheduled todo
  • Press H to reschedule
  • Choose a new time manually

Tips for Best Results

Add Duration

Tasks with duration schedule better:

"Review proposal for 45 min" > "Review proposal"

Set Realistic Deadlines

Give AI room to find optimal slots:

  • Don't set deadline = due date
  • Allow buffer for rescheduling

Use Priorities

Mark truly important tasks as P1:

  • Be selective with P1
  • Too many P1s reduces effectiveness

Configure Work Hours

Accurate work hours = better scheduling:

  • Include lunch breaks as unavailable
  • Set realistic end times
  • Update when schedule changes

Troubleshooting

Tasks Not Being Scheduled

  • Check AI Scheduling is enabled
  • Verify you have available time in work hours
  • Ensure tasks have reasonable duration

Wrong Time Slots

  • Review your work hour preferences
  • Check buffer time settings
  • Consider task priority levels

Conflicts with Meetings

  • AI should respect calendar events
  • Verify calendar is syncing properly
  • Check calendar isn't disabled for scheduling

Privacy

  • Calendar analysis happens securely
  • No calendar data is stored for AI training
  • Preferences are stored in your account

Next Steps