Welcome to TriggerFlo

TriggerFlo is a professional time tracking and project management app for macOS, Windows, and Linux. This help center covers everything you need to get productive.

Quick links

Create your account
Create your first project
Start your first timer
Learn the Kanban board

Creating your account

Sign up for TriggerFlo with your email address. No credit card required — the Free plan gives you up to 3 projects with full time tracking.

Steps

Open TriggerFlo or visit triggerflo.app/app
Click Sign Up and enter your email and password
Verify your email address
You're in. Start creating projects right away.

You can upgrade to Pro anytime for unlimited projects, team features, invoices, and more.

Creating your first project

Click the + button on the main dashboard to create a new project. Give it a name, pick a color or background image, and optionally add a description and tags.

Project options

Name — Give your project a clear, descriptive name
Color / Image — Pick a solid color, gradient, or upload a background image
Description — Add context so you remember the project's purpose
Tags — Organize projects with custom tags
Icon — Choose from the predefined icon set

Adding tasks

Open a project to see its Kanban board. Click the + button at the top of any column to create a task.

Task fields

Title — What needs to be done
Description — Rich text with bold, italic, links, lists, code blocks
Due date — With optional flexible scheduling (date range + working hours)
Estimated time — Hours, minutes, seconds
Timer mode — Count-up or count-down
Priority — Set importance level
Tags — Custom colored labels
Subtasks — Break work into smaller steps
Attachments — Images, documents, videos
Comments — Rich text with attachments
Links — URL that opens when the timer starts
Spotify — Link a track/playlist to play while working

Starting your first timer

Click the play button on any task card to start tracking time. A floating timer window will appear showing elapsed time.

Timer basics

The timer stays on top of all other windows
It tracks time automatically and saves sessions
Click the stop button to end the session
Your time is saved and visible in Reports > Sessions

Customize the timer layout, buttons, and position from Settings > Timer.

Navigating the app

The left sidebar provides access to all major areas of TriggerFlo.

Sidebar sections

Workspaces — Your projects and custom views
Reports — Analytics, sessions, and invoices
Calendar — Task scheduling and Google Calendar sync
Settings — App configuration
Trash — Deleted projects and tasks

Collapse the sidebar by clicking the chevron for more screen space. Use the global search to find any task or project instantly.

The Kanban board

Each project opens as a Kanban board with columns. Default columns are Backlog, This Week, Today, and Done.

Key features

Drag & drop tasks between columns to update status
Collapse columns you don't need right now
Focus mode — maximize a single column to full width
Sort tasks by priority, alphabetical, due date, created, or updated
Multi-select tasks with Ctrl/Cmd+click for bulk operations

Custom columns

Add custom columns beyond the defaults to match your workflow.

Column options

Name — Give each column a descriptive label
Highlight color — Color-code columns visually
Completion column — Mark a column as "done" so tasks moved there auto-complete
Sort order — Configure the column's position on the board

Task details

Click any task to open its full detail panel with all available fields and options.

Available fields

Title and rich-text description
Due date with flexible scheduling
Estimated and spent time
Timer mode: count-up or count-down
Subtasks with completion tracking
File attachments (images, documents, videos)
Comments with rich text and attachments
Tags with custom colors
Auto-open link when timer starts
Spotify track or playlist

Recurring tasks

Set tasks to repeat automatically on a schedule.

Recurrence options

Daily — Every day
Weekdays — Monday through Friday
Weekly — Pick specific days of the week
Custom interval — Every N days

Choose whether completed instances create a new single task or accumulate. Recurrence respects your timezone settings and supports start/end dates.

Task reminders

Add reminders to tasks so you never miss a deadline.

Reminder options

Offset — e.g., 15 minutes before due date
One-shot — Notify once
Repeating — Notify at intervals until acknowledged
Snooze — Dismiss temporarily and be reminded again later

Reminders appear as in-app notifications.

Sorting & filtering

Sort tasks within each column independently. Preferences are saved per column.

Sort options

Manual priority — Drag to reorder
Alphabetical — A to Z
Due date — Earliest first
Created date — Newest or oldest first
Updated date — Most recently changed

Use the search icon in the board header to filter tasks by keyword.

Bulk operations & multi-select

Select multiple tasks to perform bulk actions.

How to multi-select

Hold Ctrl/Cmd and click individual tasks
Press Ctrl/Cmd + A to select all tasks in view

Bulk actions

Delete selected tasks
Move selected tasks to another column

Project customization

Personalize each project's appearance on the dashboard.

Options

Solid color — Pick from the palette or enter a custom hex
Gradient — Two-tone color backgrounds
Background image — Upload a photo and adjust focal point & zoom
Icon — Choose from a predefined icon set
Description & tags — For organization

The floating timer

When you start a task, a floating timer window appears on screen. It stays on top of other windows so you can always see your progress.

The timer shows elapsed time (or remaining time in count-down mode) with a progress border indicator that fills or depletes as time passes.

Timer layouts

Choose the timer layout that fits your workflow from Settings > Timer. All four stay above your other windows; they differ in how much of the screen they take.

Available layouts

Small — Default floating window with 9-position grid placement
Compressed — Minimal view with just the essentials, with configurable screen position
Expanded — Full timer docked to the left or right edge, with task details, subtasks, and notes
Island — Compact pill docked at the top of the screen, in the style of the Dynamic Island

You can also toggle rounded/square corners and enable position memory so the timer opens where you last left it.

Linux note: the Island pill needs the window manager to honour always-on-top and explicit window placement. That works under X11 and XWayland, but not in a native Wayland session, where the compositor owns window stacking and an app cannot raise or position itself. Launch with GDK_BACKEND=x11 to use Island inside the same Wayland session.

Timer buttons

Customize which buttons appear on the timer from Settings > Timer. You can reorder or disable any button.

Available buttons

Snooze — Skip to the next task in the queue
Break Timer — Start a timed break
Notes — Expand to view task description, subtasks, and comments
Sound — Toggle chime sounds on/off
Tag — View task tags

Count-up vs. count-down

Each task can use either timer mode. Set the mode in the task detail panel.

Count-up

Tracks total time spent with no limit. The progress border fills as time increases.

Count-down

Starts from the estimated time and counts toward zero. The progress border depletes as time runs out. A chime plays when time is up.

Break timer

Take structured breaks during work sessions. Press the break button on the timer to start.

How it works

Click the break button during an active timer
A break countdown overlay appears
When the break ends, a chime plays
Choose to Resume work or Extend the break

Default duration is 5 minutes. Configure to 5, 10, 15, 20, or 30 minutes in Settings > Timer.

Chime sounds

Stay aware of time with periodic chime notifications. Configure in Settings > Timer.

Preset sounds

Gentle Bell
Singing Bowl
Soft Chime
Meditation Bell
Wind Chime

Or upload your own audio file. Set the interval (default 10 minutes) and volume.

Time sessions

Every timer run is automatically saved as a session with start time, end time, duration, and associated task.

Managing sessions

View all sessions from Reports > Sessions
Search by keyword and filter by date range (default: last 7 days)
Aggregate sessions by task to see totals
Manually create, edit, or delete sessions
Adjust start/end times and add notes

Reports overview

The Reports page shows your time tracking analytics at a glance.

What you'll see

Total hours worked — Across all projects or filtered
Number of sessions — How many timer sessions you recorded
Average session duration
Task status pie chart — Current distribution by column

Filter by date range, project, or column. Export all data to CSV.

CSV export

Export your sessions and task data for use in spreadsheets, accounting software, or other tools.

How to export

Go to Reports
Set your desired date range and project filter
Click Export
Choose CSV format

The export includes task names, durations, timestamps, and project info.

Invoices

Generate professional invoices from your tracked time.

Invoice features

Auto-populate line items from tracked sessions
Customize task name, description, hours, and hourly rate per line
Add percentage discounts per line item
Set invoice title, client name, and notes
Export as PDF or CSV

Calendar view

Visualize your tasks on a calendar in multiple view modes.

View modes

Day
Week
2-Week
Month
Year

Tasks with due dates appear on their scheduled day. Double-tap any day to quickly create a new task.

Google Calendar sync

Connect your Google Calendar to see external events alongside your tasks.

Sync modes

Manual — Sync when you click refresh
On app open — Sync each time TriggerFlo launches
Continuous — Always stay up to date

Google Calendar events can be imported as tasks with due dates automatically set. Map events to a specific project and column.

Flexible scheduling

Schedule tasks within a date range and working hours window instead of a single due date.

Example

Assign a task to "this week, between 9am–5pm." TriggerFlo will place it on the calendar accordingly and respect your timezone settings.

Configuration

Set start and end dates for the scheduling window
Define working hours (start and end time)
Timezone is automatically applied

Real-time collaboration

Changes made by team members appear instantly. TriggerFlo uses Server-Sent Events (SSE) for live sync.

What syncs in real time

Task creation, updates, and deletion
Task moves between columns
Comments and attachments
Project settings changes

No need to refresh — everything updates automatically.

Task assignment

Assign tasks to specific team members from the task detail panel. Assignees can see their assigned tasks and track time independently.

Teams

Create teams to group members across multiple projects. Teams is a Pro feature.

Team features

Create and manage teams
Add/remove team members
Assign shared workspaces to teams
Collaborative project management

Creating workspaces

Workspaces let you group related projects into a single view.

How to create

Click the dropdown next to Workspaces in the sidebar
Select Create Workspace
Choose which projects to include
Set grid layout and sort order

Switching workspaces

Use the workspace dropdown in the sidebar to switch between "All My Projects" and your custom workspaces. Each workspace remembers its own grid dimensions and sort order.

Default front page

Choose what you see when you open TriggerFlo.

Options

Go to Settings > General and set the front page to:

All Projects — The full project grid
A specific Workspace — Jump straight into a view
Calendar — See your schedule first

Theme & appearance

Switch between Light, Dark, or System theme modes. TriggerFlo follows your OS preference when set to System.

Timer settings

Configure every aspect of your timer experience from Settings > Timer.

Options

Layout — Small, Compressed, Expanded, or Island
Buttons — Enable/disable and reorder timer buttons
Subtask display — Show/hide subtasks, auto-expand
Break duration — 5, 10, 15, 20, or 30 minutes
Chime sounds — Select preset or upload custom, set interval and volume
Progress indicator — Show/hide the progress border
Position grid — Choose from 9 screen positions
Position memory — Remember last position
Corner style — Rounded or square

Keyboard shortcuts

Customize keyboard shortcuts for common actions. TriggerFlo supports global shortcuts (app-wide) and page-specific shortcuts.

How to configure

Go to Settings > Shortcuts
Click a shortcut to edit its key binding
Choose from predefined templates or create custom bindings

Time display format

Choose how time inputs appear throughout the app.

Format options

HH:MM — e.g., 01:30
HH:MM:SS — e.g., 01:30:00
Labeled — e.g., 1h 30m 0s

Input style

Text field — Type the value
Segmented — IP-address style separate fields

Timezone configuration

TriggerFlo auto-detects your timezone, but you can override it manually in Settings.

What timezone affects

Recurring task scheduling
Flexible scheduling windows
Session timestamps
Calendar event display

Flo, the in-app assistant

Flo is the assistant built into TriggerFlo. Ask it what is overdue, what you spent Tuesday on, or to break a vague task into subtasks — it can read your projects, columns, views, tasks, subtasks, and comments to answer.

It proposes, you decide

Flo can propose new tasks, but it cannot create, change, or delete anything without your explicit confirmation. Every write shows you exactly what it wants to do first. Nothing lands on your board because a model was confident.

Turning it on

You are asked to consent before any of your content goes to an AI provider for the first time. You can withdraw that consent whenever you like in Settings > General, which stops anything further being sent and disables these features until you turn them back on.

Choosing a model

Where the app offers a model picker, the model you pick is tried first. Requests run on Cloudflare Workers AI, falling back to Anthropic when Workers AI is unavailable or returns an unusable result. The privacy policy lists the exact models in use today and is updated when they change.

Reporting a bad answer

If Flo produces something inappropriate, report it from the assistant itself. Reports reach us at support@triggerflo.app and we act on them.

Voice capture (brain dump)

Talk at the app and it turns what you said into tasks. Useful when you have five things in your head and no interest in filling out five forms.

How to use it

Tap the microphone and say everything on your mind — one long ramble is fine.
TriggerFlo transcribes it and splits it into separate tasks with titles and notes.
Review the proposed list, edit anything that came out wrong, and confirm which column they land in.

Dates stay as you said them

If you say "next Friday", that phrase is kept as a hint on the task rather than resolved to a date. The parser is explicitly told not to guess — a wrong due date that looks precise is worse than a vague one you can fix.

Where it works

Voice capture needs platform speech recognition, so the microphone is hidden where it cannot run. It is available on macOS, Windows, iOS, and Android. Linux has no speech recognition support, and on the web it works in Chrome and Edge only.

MCP server (Claude, Cursor, and other agents)

TriggerFlo runs a Model Context Protocol server, so an AI assistant that speaks MCP can read and update your board directly — no copy-pasting between windows. It works with Raycast, Claude Code, and any other client that speaks MCP over HTTP.

Whichever client you use, the three things it needs are the same:

Transport — HTTP
URL — https://triggerflo.app/mcp
Header — X-API-Key set to a key you create in the app under Settings > MCP & API. Copy it when you create it; you only see it once.

Raycast

Open Raycast and run Manage MCP Servers, then Install MCP Server.
Name — TriggerFlo. This becomes the mention handle you type in a Raycast AI chat, so a short name is worth it.
Transport — HTTP.
URL — https://triggerflo.app/mcp.
HTTP Headers — add one item: name X-API-Key, value your key.

Scroll down and you will find an OAuth section. Leave it alone — TriggerFlo authenticates with the header you just added, so Client Secret and Scopes stay empty. The Description is optional, but it helps Raycast's model decide when to reach for the server, so it is worth filling in.

The lower half of the same Raycast form, showing Client Secret and Scopes left empty and a Description reading 'TriggerFlo tasks — projects, tasks, subtasks, comments'. — Client Secret and Scopes stay empty. The description is what the model reads when deciding whether this server can answer.

Install it. The server shows a green dot in Manage MCP Servers once it connects.

In any Raycast AI chat, type @TriggerFlo to bring it in, then ask normally — "list my projects", "what is overdue on the client site rebuild", "add a task to Today".

Claude Code

One command:

claude mcp add --transport http triggerflo https://triggerflo.app/mcp \
  --header "X-API-Key: tflo_your_key_here"

Clients configured by file

{
  "mcpServers": {
    "triggerflo": {
      "type": "http",
      "url": "https://triggerflo.app/mcp",
      "headers": { "X-API-Key": "tflo_your_key_here" }
    }
  }
}

What the agent can do

Projects and boards — get_projects, get_project, get_project_columns, get_views
Tasks — get_tasks, get_task, create_task, update_task
Subtasks — get_subtasks, create_subtask, update_subtask
Comments — get_comments, add_comment
Attachments — download_attachment, for files up to 5 MB

Things worth knowing

The key carries your own permissions — an agent can reach exactly the projects you can, and nothing else.
Unlike Flo inside the app, an MCP client can create and change tasks without a confirmation step. That is the point of it, but it means the key is worth guarding. Revoke a key any time from Settings > MCP & API, and disconnect a signed-in app from Settings > MCP & API > Connected apps.
The transport is Streamable HTTP over POST. There is no SSE stream to keep open.
Prefer plain REST? The same data is available through the REST API, with the same key.

Google Calendar integration

Connect your Google Calendar from Settings > Integrations.

Setup

Go to Settings > Integrations
Click Connect Google Calendar
Authorize TriggerFlo to read your calendar
Choose a sync mode: manual, on app open, or continuous
Select which calendar to import from
Map events to a project and column

Spotify integration

Link a Spotify track or playlist to any task. When the timer starts, TriggerFlo opens the Spotify URI so your music plays automatically.

How to use

Open a task's detail panel
Click the Spotify field
Search for a track or playlist
Select it — it will play when you start the timer

Importing tasks

Import tasks from text files or paste text directly using the smart task parser.

Supported formats

TXT — Plain text, one task per line
Markdown — .md files with headings as tasks
CSV — Spreadsheet data with columns mapped to fields
Paste text — TriggerFlo intelligently extracts task titles and descriptions

Assign imported tasks to any column for batch creation.

Welcome to TriggerFlo

Quick links

Creating your account

Steps

Creating your first project

Project options

Adding tasks

Task fields

Starting your first timer

Timer basics

Navigating the app

Sidebar sections

The Kanban board

Key features

Custom columns

Column options

Task details

Available fields

Recurring tasks

Recurrence options

Task reminders

Reminder options

Sorting & filtering

Sort options

Bulk operations & multi-select

How to multi-select

Bulk actions

Project customization

Options

The floating timer

Timer layouts

Available layouts

Timer buttons

Available buttons

Count-up vs. count-down

Count-up

Count-down

Break timer

How it works

Chime sounds

Preset sounds

Time sessions

Managing sessions

Reports overview

What you'll see

CSV export

How to export

Invoices

Invoice features

Calendar view

View modes

Google Calendar sync

Sync modes

Flexible scheduling

Example

Configuration

Sharing projects

Roles

Real-time collaboration

What syncs in real time

Task assignment

Teams

Team features

Creating workspaces

How to create

Switching workspaces

Default front page

Options

Theme & appearance

Timer settings

Options

Keyboard shortcuts

How to configure

Time display format

Format options

Input style

Timezone configuration

What timezone affects

Flo, the in-app assistant

It proposes, you decide