Documentation

Everything you need to get productive with TriggerFlo.

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

  1. Open TriggerFlo or visit triggerflo.app/app
  2. Click Sign Up and enter your email and password
  3. Verify your email address
  4. 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.

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.

Available layouts

  • Small — Default floating window with 9-position grid placement
  • Expanded — Full sidebar (left or right) with task details, subtasks, and notes
  • Compressed — Minimal view with configurable screen position

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

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

  1. Click the break button during an active timer
  2. A break countdown overlay appears
  3. When the break ends, a chime plays
  4. 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

  1. Go to Reports
  2. Set your desired date range and project filter
  3. Click Export
  4. 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

Sharing projects

Invite team members to your project by email. Each member is assigned a role that controls their permissions.

Roles

  • Viewer — Read-only access
  • Contributor — Create and edit tasks
  • Member — Manage the project
  • Admin — Full project administration
  • Owner — Complete control, can delete the project

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

  1. Click the dropdown next to Workspaces in the sidebar
  2. Select Create Workspace
  3. Choose which projects to include
  4. 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, Expanded, or Compressed
  • 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

  1. Go to Settings > Shortcuts
  2. Click a shortcut to edit its key binding
  3. 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

Google Calendar integration

Connect your Google Calendar from Settings > Integrations.

Setup

  1. Go to Settings > Integrations
  2. Click Connect Google Calendar
  3. Authorize TriggerFlo to read your calendar
  4. Choose a sync mode: manual, on app open, or continuous
  5. Select which calendar to import from
  6. 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

  1. Open a task's detail panel
  2. Click the Spotify field
  3. Search for a track or playlist
  4. 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.