Tasks & Time Blocks: Plan Your Day Without Guilt
Most task managers make you feel guilty. You set times, you miss them, you feel bad. Keepsake takes a different approach: time blocks are sequential, not scheduled. You work through them one by one. If something takes longer, everything shifts — no guilt, no rescheduling needed.
The time block philosophy
Sequential, not scheduled
Time blocks are a queue. You do the first one, then the next, then the next. Most blocks have no set hour, so there are no missed appointments with yourself — and when something really happens at a given time (a call, a delivery), you pin that block or task to a fixed hour and the rest flows around it.
Finish early = free time
If you finish a 2-hour block in 90 minutes, you've earned 30 minutes of freedom. There's no guilt because you're ahead of schedule.
Need more time = just shift
If something takes longer than expected, the remaining blocks shift automatically. Tomorrow's tasks stay tomorrow's tasks — no cascade of rescheduling.
Tip
This approach is inspired by how makers actually work: in focused chunks, one thing at a time, with natural breaks between tasks.
Create a task
From QuickNotes with T+
Type your task in the capture bar and add T+0 (today), T+1 (tomorrow), T+7 (in a week), T+ASAP (until done), or T+? (someday) at the end. Press Enter — done. The task skips the Inbox.
With the New button
Press N (or click New in the sidebar — the + button on mobile) and choose New task (T). The form opens in a panel on top of the page you're on — on the right on desktop, full screen on mobile — so you never lose your place. On the Tasks page, New task opens the same form at the top of the list.
At the bottom of any task list
Every task list ends with an Add task line: under Today and Tomorrow on the Tasks page, in the tasks block of your Today view, on a page, on a contact or company profile. Click it, type the title, press Enter — and type the next one. See Add tasks in a row.
From a contact profile
On a person's contact profile, the Tasks tab ends with the same add line: each task you type there is linked to that person. You can also press New while the profile is open: what you create is linked to them.
Shortcut
T+0 = today, T+1 = tomorrow, T+7 = in a week, T+ASAP = until done, T+? = someday
Add tasks in a row
The place sets the date
Under Today and Tomorrow on the Tasks page, and in the tasks block of the Today view, tasks are dated that day. In the ASAP and Someday tabs, they take that status. On a page or a contact or company profile, they go to Someday, linked to the page or the person: you're emptying your head around a project, not filling up your day.
Pages, people and dates as you type
Type #page#, [[Page]] or @person in the title, as anywhere else. End it with T+0 (today), T+1 (tomorrow), T+ASAP or T+? (someday) to change the date of that task only.
Paste a whole list
Paste several lines — a shopping list, the points of a meeting — and Keepsake offers to create one task per line. Bullets and checkboxes are removed. You can also paste it as a single title.
More details when you need them
The button on the right of the field (or ⌘/Ctrl + Enter) opens the full form with what you've already typed: description, time, recurrence. Once it's saved, you're back in the field to carry on.
The A key
On the Tasks page, in the Today view, on a page or a profile, press A to start typing a new task right away. Esc, or Enter on an empty field, closes the line.
Shortcut
Enter = next task · ⌘/Ctrl + Enter = more details · Esc = done · A = new task
Tip
In the Today view, a new tasks block opens with the cursor already in its add line: name the slot, then list what goes in it.
The Tasks page
Five tabs
Planned (tasks with a date), ASAP, Someday, Recurring and Done. Each tab shows how many tasks it holds, and Keepsake remembers the last one you opened.
Planned tasks, grouped by due date
Overdue, Today, Tomorrow, Next 7 days and Later. Upcoming birthdays (next 30 days) slip in among them. An overdue task is easy to spot: its date turns red, with a small red dot.
Clear the backlog in one click
Next to the Overdue group, Move all to tomorrow postpones every overdue task to tomorrow at once.
Tip
Overdue doesn't mean failed. Move all to tomorrow, then pick the one that really matters and drag it to the top of tomorrow's list.
Open and edit a task
Click to open
The task card expands in place: the title and description are editable right where they are, along with its people and pages. Click the arrow (or another task) to fold it back — the rest of the screen, including the right-hand column, stays as it was.
Use the toolbar
An inline toolbar appears with quick actions: set a date, add recurrence, delete the task, or collapse it back. Everything is one tap away.
Auto-save on collapse
When you click outside the task or tap another task, your changes are saved automatically. No save button needed — just edit and move on.
Tip
This inline editing style is inspired by Things. It keeps you in flow — you can quickly update multiple tasks without ever leaving the list.
Organize with sections
Create a section
On a page, click Add section to add a new section header. Give it a name like "Morning", "Admin", or "Waiting for".
Add an optional description
Each section can have a short description that appears below the header. Use it to add context or instructions.
Collapse and expand
Click the chevron on a section header to collapse or expand it. Empty sections are automatically collapsed and pushed to the bottom to keep things tidy.
Drag to reorder
Drag tasks between sections or reorder sections themselves. The order is saved automatically.
Tip
Sections are great for project pages. Create sections like "To Do", "In Progress", and "Done" to track work visually.
The Today view: your daily cockpit
See your day at a glance
Tasks appear as cards in sequence. Each card shows the task title, its time if it has one, and any linked people or pages.
Drag to reorder
Change the order of your tasks by dragging cards up or down. The sequence updates instantly — and the order is the priority: keep the most important task on top.
Mark as done
Check off completed tasks. They move to a "Done" section at the bottom so you can see your progress throughout the day.
Tip
Start each day by reviewing your Today view. Take 2 minutes to reorder tasks based on your energy and priorities. Morning you knows better than last-night you.
Give a task a time (optional)
Set the time
Click the date of a task (the date pill in the form, or the calendar icon on an open task), pick a day, then fill the Time (optional) field — and adjust the duration if you like (15 minutes by default).
See it everywhere
The time appears next to the date on every task list — "Jul 22 · 14:30" — so a timed commitment is never a surprise.
It anchors on the timeline
On the Today view's timeline, a timed task appears as a card anchored at its hour. Use Remove time to unplan it — it simply returns to the day's tasks block.
Tip
Reserve times for real appointments — a call, a delivery, a meeting. For everything else, the order of your list is a better plan than a fake schedule.
Reschedule and postpone
The Snooze button
On every task card, the Snooze button opens a menu titled Remind me… with all the options. It's there on desktop and on mobile.
Quick date options
ASAP (no date, stays in front of you until done), Today, Tomorrow, Next Monday, In one week, 1st of next month, In one month, In 6 months, Start of next year, In one year. For dated options, Keepsake shows the exact date and asks you to confirm.
Custom date
Need a specific date? Choose Choose a date… at the bottom of the menu to open a date picker.
Someday
Not sure when you'll do it? Select Someday to move the task out of your days. It stays in your task list but won't clutter your day — perfect for ideas you want to keep without committing to a date.
Tip
It's okay to postpone tasks. The guilt comes from rigid systems, not from the postponing itself. Keepsake is designed around the reality that plans change. Use Snooze freely — it's there to help you stay flexible. More in Your day: the Today view.
Link tasks to contacts
Mention with @
Type @ in the task title or description and pick the person — Keepsake inserts @Name@. The task appears in the Tasks section of their profile.
Create from a profile
Type your tasks in the add line of the profile's Tasks tab: each one is linked to that person and filed under Someday — end it with T+0 for today.
See pending tasks per contact
The Tasks tab of a contact profile shows all pending tasks linked to that person. Great for preparing before a meeting or call.
Tip
Linking tasks to contacts is powerful for relationship management. "Call @John@ about the proposal" creates both a task and a relationship touchpoint.
Recurring tasks
Create a recurring template
When creating or editing a task, click the recurrence pill (↻) and choose the interval: every X days, weeks, months, or years. Keepsake creates a template that generates tasks automatically. All your recurring tasks are listed in the Recurring tab of the Tasks page, where you can edit, pause or delete a template.
Two recurrence modes
Recurring ("Every…"): the task appears on a fixed schedule regardless of completion — like rent on the 1st. Regular ("… after completion"): the next occurrence is created only after you complete the current one — like "water the plants every 3 days" where the timer resets each time.
Tasks appear on future days
Navigate to any future day and your recurring tasks are already there, waiting for you. They appear automatically based on the schedule you set — no need to create them manually each time.
Overdue catch-up
If you don't open Keepsake for a few days, missed recurring tasks (up to 7 days) will appear in your today view so nothing slips through the cracks.
Tip
Recurring tasks are powerful for building habits and routines. Start with 2-3 recurring templates and add more as you discover what patterns exist in your life.
Related guides
Organize your day in time blocks
Plan your day as a sequence of time blocks in Keepsake's Day timeline. Set your wake and bed times, stack blocks with durations, anchor tasks to a time — hours compute themselves and adjust as your day evolves.
Capture Ideas Instantly with QuickNotes
Learn how to use QuickNotes to capture thoughts, ideas, and reminders in seconds. Works offline, syncs automatically, and connects to your contacts.
Contact Profiles: Your Relational Memory
Your relational memory: every exchange logged by type, linked notes and tasks, @mentions and birthday reminders for the people who matter.
Organize Everything with Pages
Learn how to use pages in Keepsake to organize notes, tasks, and contacts into flexible projects. No upfront setup — projects emerge naturally from your content.
Format Your Notes with Markdown
Learn how to use Markdown in Keepsake to format your notes with bold, lists, checkboxes, headers, and more. Simple syntax guide for beginners.
Calendar Sync: See Your Tasks in Any Calendar App
Subscribe to your Keepsake tasks in Apple Calendar, Google Calendar, Outlook, or any calendar app via a webcal feed. Your tasks appear as events — always up to date.
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