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Comprehensive list of shortcuts and tips to get the most out of Firetask.

Table of Contents

Introduction to Firetask

First of all welcome to Firetask! Firetask was designed to combine concepts from David Allen's well-known Getting Things DoneĀ® (GTDĀ®) methodology with Kanban and classical task management concepts such as priorities and due dates in a logical way.

We also wanted to make Firetask really easy to use, thus, providing a great and intuitive user experience is very important to us. Firetask is available exclusively on Apple platforms including Mac, iPhone, iPad, and Apple Watch.

A Quick Tour of Firetask

The Firetask user interface is based on our interpretation of the GTD workflow and thus, generally divided into four main areas:


There is also a fifth area called "More" that contains additional views that you typically do not need this often as well as the "Preferences" section on iOS.

What is Getting Things Done (GTD)?

Getting Things Done (GTD) is a modern task management methodology created by David Allen. GTD is one of the most widely adopted task management strategies across the globe.

If you don't know how GTD works here are some of the basic concepts:

  1. Perform a "brain dump" -- collect all your open issues and tasks in your "Inbox"
  2. Decide whether tasks are actionable, i.e., you want and can complete them yourself, whether you want to delegate them (Firetask provides a "Waiting For" list), or whether they are more of a "someday/maybe" thing
  3. Organize your actionable tasks into so-called "next action" lists (Firetask provides "projects" for this)
  4. Assign contexts to indicate, e.g., whether a task can only be done in a certain environment (e.g., you have to be "Home" to do clean up your house; we call this a "category")
  5. Perform a weekly GTD review where you repeat steps 2-4 on a regular schedule in order to keep your trusted GTD task management system up-to-date

If you want to know more about GTD we strongly recommend reading David's original book on GTD called "Getting Things Done: The Art of Stress-Free Productivity".

Setting Up Firetask

In general, Firetask is a plug & play app -- you do not need to install anything (on the Mac it is sufficient to drag the app into your Appplications folder), or to sign up for a user account. However, there are a number of things you might want to look into before you add all your tasks to Firetask:

If you want to help us with improving Firetask please switch on crash reporting for 3rd party apps -- both on your Mac and your iOS devices. All information shared is completely anonymized and crash reports help us immensely with bug fixing.

Migrating From Firetask 3.x

Since Firetask Pro is a new app both on iOS and macOS and both apps are "sandboxed", we need to move the data from the old apps using a simple export-import procedure. In other words, we "Export" from the old apps and "Import" into the new apps.

A good way to quickly check if everything was migrated is to check the repository info views on both the old and the new app and match the counts. Note that there should be one less project in the new apps (the "Miscellaneous" project whose tasks are migrated as "General" tasks) and two less categories ("To Dos" and "Waiting For").

Only migrate your data on a single device and then switch on iCloud syncing to sync your data across your devices. This will ensure a smooth migration and avoid potential data duplication issues.

If you do not see the "Export Repository" choices you need to update your old apps (Firetask Mac and iPad version 3.8.5 and iPhone version 5.8.5 or newer). Note that you only need to migrate on one device (also the recommended approach); iCloud syncing will automatically transfer the migrated data once you switch on syncing.

If you did not get Firetask 3.x for Mac from the Mac App Store you can download the latest Firetask 3 version via this link.

Migrating From Other Task Management Apps

Since Firetask 4.6.6 our Mac version includes support for importing tasks via CSV files. This is a good way to quickly get most of your task information including notes into Firetask. The import wizard also lets you map CSV columns to Firetask fields, allowing for quite flexible importing.

You can find more information about CSV import in the Mac-only section below.

Next: Basic Concepts & Workflow