Automations Overview
PrimeTask runs rules for you - seven built-in automations on every license, plus a full custom rule builder on Pro. Deep links extend it to Siri, Shortcuts, and any app that speaks URLs.
Automations are PrimeTask's way of reacting to what you do. Move a task into an active status and the timer can start on its own. Complete a task and the timer can stop. Mark a priority change and PrimeTask can offer a focus session on the spot. You don't type anything; your workflow just runs.
There are two sides to this:
- The rules engine - PrimeTask's built-in automations (every license) and the custom rule builder (Pro).
- Deep links - PrimeTask's
primetask://URL scheme, which lets Apple Shortcuts, Siri, Alfred, Raycast, a terminal command, or anything else with a URL trigger PrimeTask from outside. Available on every license.
Together they cover the day-to-day automation most PrimeTask users need.
Automations run per Space
Every Space has its own automation rules and its own master switch. Turn rules on for the Spaces that benefit, keep them off for the Spaces that don't.
What you can do
Turn on built-in automations
to cover common workflows - start and stop timers, celebrate completions, prompt focus sessions, wrap up subtasks.
Build custom rules
with triggers, conditions, and actions (Pro).
Run a rule manually
from the Command Palette or bind it to a keyboard shortcut.
Test a rule before enabling
it so you see exactly what it'll do.
Trigger PrimeTask from outside
primetask:// URL scheme.The two halves of automation
The rules engine
PrimeTask has an internal rules engine. A rule is a trigger (something happens), optional conditions (filters that gate when the rule fires), and actions (what to do). On every license you get seven built-in rules covering the most common workflows. On Pro, you can build unlimited custom rules.
See Built-in Automations for the seven ready-made rules, and Building Custom Rules for the rule builder.
Deep links
PrimeTask registers a primetask:// URL scheme on your operating system. Any tool that can open a URL - Siri and Apple Shortcuts, Alfred, Raycast, a terminal, a bookmark - can create tasks, start timers, open a specific entity, or jump to any PrimeTask page. This works on every PrimeTask license.
See Apple Shortcuts and Deep Links.
How to turn automations on
Step 1
Open Settings → Automations.
Step 2
Turn the master switch on for this Space.
Step 3
Enable individual built-in rules you want to use. They're off by default so nothing runs without your consent.
Step 4
On Pro, use the custom rules section to build your own.
For the settings card itself, see Automations Settings.
Tier at a glance
Every license
- Seven built-in rules (off by default, enable what you want)
- The
primetask://URL scheme and Copy Link on tasks, projects, contacts, companies - Per-Space master switch
Pro tier
- Custom rule builder - unlimited rules per Space
- Every trigger type, condition operator, and action
- Sound effects on rule fire
- Keyboard shortcut triggers (bind a rule to a shortcut and run it from anywhere)
Upgrade from License Settings
Custom rules, advanced triggers and actions, sound effects, and keyboard shortcut triggers are part of the Pro tier. See License Settings.
What you can automate
Common workflows the rules engine covers today:
- Start a timer when a task becomes active
- Stop a timer when a task is completed
- Set a start date to "now" when a task goes active
- Offer a focus session when a task becomes the highest priority
- Celebrate a completion with a modal (optionally with a sound)
- Complete pending subtasks or checklist items when the parent task is finished
- On Pro - any combination of triggers, conditions, and actions you build yourself
What deep links let you do
From outside PrimeTask, a URL can:
- Create a task with title, description, priority
- Complete a task by ID
- Start a task (set it to In Progress)
- Open a specific task, project, contact, or company
- Start or stop a timer
- Navigate to any PrimeTask page - Dashboard, Tasks, Calendar, Projects, Reports, and more
This is what makes Siri "Hey Siri, add a task to clean the garage" actually land a task in PrimeTask. See Apple Shortcuts and Deep Links.
Things worth knowing
Rules and deep links are independent
You can use either without the other. A Standard user with zero custom rules still gets the seven built-ins and the full primetask:// scheme. A Pro user with no deep-linking setup still has the full rule builder. Most people use both.
Built-ins are off by default
Even on every license, none of the seven built-in rules run until you enable them. PrimeTask doesn't auto-run anything on your behalf.
Enable one rule at a time
A rule you don't understand is a rule that'll surprise you. Turn on one built-in, live with it for a few days, then enable the next. Same goes for custom rules.
Sound effects are Pro
The "Celebrate task completion + Sound" rule exists as a built-in, but its sound relies on the Pro sound effects capability. Use the silent "Celebrate task completion" variant on every license.
Automations are per-Space
Rules you create in one Space don't appear in another. If the same rule should apply everywhere, set it up in each Space.
Running a rule manually
On Pro, every custom rule is also available in the Command Palette (⌘+K or Ctrl+K) and can be bound to a keyboard shortcut. This turns a rule into a one-press macro. See Testing and Running Rules.
Common questions
"Do I need Pro to use automations?"
No for the built-ins - every license gets the seven built-in rules and the primetask:// URL scheme. Pro adds the custom rule builder, advanced triggers and actions, sound effects, and keyboard shortcut triggers.
"Why aren't my automations running?"
Check three things: the Space's master switch is on, the specific rule is enabled, and the trigger condition actually happened (some rules only fire for specific statuses or priorities).
"Can I run the same rule in multiple Spaces?"
Rules are per Space - set them up in each Space where you want them. Built-ins are available in every Space; toggle the ones you want per Space.
"Can I test a rule without risking my real tasks?"
Yes. The rule editor has a test mode that lets you dry-run on a task and preview what would happen. See Testing and Running Rules.
"Do automations use my Internet connection?"
No. Rules and deep links run locally on your computer. Nothing goes to any server.
"What if an automation does something I didn't expect?"
Most actions are reversible (you can unset a status, stop a timer, and so on). Test rules before enabling, start with one rule at a time, and build up as you gain confidence.
Where to go next
| If you want to… | Read this |
|---|---|
| See the seven built-in rules | Built-in Automations |
| Build your own rules | Building Custom Rules |
| Look up triggers, conditions, and actions | Triggers and Actions Reference |
| Test, run, and bind rules to shortcuts | Testing and Running Rules |
| Automate PrimeTask from Siri, Alfred, Raycast | Apple Shortcuts and Deep Links |
| Configure the settings card | Automations Settings |