Welcome to PrimeTask
The master hub - what PrimeTask is, how it's organised, where to start, and how to find every category of the documentation.
PrimeTask is a productivity app built on a simple idea: your workspace should belong to you. Your tasks, projects, notes, and files live on your computer - not in someone else's cloud. When you want sync, you pick how. When you want AI, you pick whose. When you want to share a Space with another person, you decide what goes in it. That principle runs through every feature.
It's also a big app. Tasks, projects, goals, milestones, notes, calendars, a full CRM, a visual canvas system called PrimeFlow, a dashboard of widgets, rule-based automations, an open URL scheme, AI agent integration, and workspace-wide reports. You don't have to use it all - most people don't. Start with what you need; the rest waits until you need it.
This page is the master hub - every category of the documentation is one click away. If you're new, start with Quick Start Guide. If you want the big picture, read How It All Connects.
Desktop only
PrimeTask ships on macOS and Windows. No web, no mobile app. If you see a mobile product called PrimeTask elsewhere, it's a separate product with its own documentation.
What you can do
Manage tasks
personal tasks, project tasks, or CRM tasks; list, board, calendar, or Gantt; status, priority, tags, subtasks, checklist, attachments, time tracking, dependencies.
Run projects
goals, milestones, team, metrics, notes, custom fields, financial tracking.
Plan with the calendar
month, week, day, agenda, Day Planner, heatmap; Apple Calendar events alongside your tasks (macOS).
Build a living CRM
Map it all visually
PrimeFlow canvases with task nodes, project nodes, CRM nodes, file links, portals, and more.
Keep focus
Pomodoro-style focus sessions with streaks and stats.
Automate the boring
seven built-in rules plus a Pro custom rule builder.
Bring your own AI
connect Claude, Cursor, LM Studio, or any MCP-compatible agent.
Capture from anywhere
Apple Shortcuts, Siri, Alfred, Raycast, or terminal, using PrimeTask's own URL scheme.
Sync your way
local only, iCloud (macOS), or File Sync through any cloud folder. Personal and collaboration modes.
See the shape of your work
dashboard widgets, workspace reports, project metrics.
Customise every detail
statuses, priorities, tags, custom fields, templates, appearance, automations.
New here? Start with these
Three ways to get off the ground - pick whichever suits how you learn.
- Read the short version - Quick Start Guide. Five minutes from opening PrimeTask to having a real task done.
- Let PrimeTask configure itself for you - Setup Wizard. A short Q&A that picks a profile, sets your theme, creates a Space, and lays out the dashboard.
- Take a narrated tour - App Tour. Full Tour or Quick Tour, highlights every area in the actual UI.
- Learn by doing - Interactive Tutorial. Eight hands-on modules with points, badges, and a Training Complete milestone.
You can mix onboarding tools
Run the Wizard on day one, take the Quick Tour when you start using the app, come back for the Interactive Tutorial when you want depth. They're designed to work together, not as alternatives.
The documentation categories
PrimeTask's docs are organised into fourteen categories. Each one has its own overview hub; open the overview first and branch from there.
Core of the product
- Tasks - the core unit of execution. Create, organise, focus, track.
- Projects - group tasks into outcomes with goals, milestones, team, metrics, notes.
- Calendar - six views that show your tasks and events by date.
- Dashboard - your home page with customisable widgets.
Power and extensibility
- PrimeFlow - visual canvases for mind maps, project maps, reference hubs, and full file integration.
- PrimeCRM (Pro) - contacts, companies, activities, deals, outreach sequences, sales dashboards.
- Custom Fields (Pro) - add your own fields to tasks, projects, and CRM records with rollups and financial tracking.
- Reports - workspace-wide analytics for tasks, projects, CRM, and sales.
Architecture
- Spaces & Sync - your independent workspaces. Local, iCloud, File Sync Personal, or File Sync Collaboration.
- Integrations - Apple Calendar, Apple Reminders, deep links, Bring Your Own AI (MCP), data import.
- Automations - built-in rules, custom rule builder (Pro), Apple Shortcuts and deep-link workflows.
- Settings - everything that configures PrimeTask.
Progress and reward
- rewards-and-progress - badges and milestones for the habits you build in PrimeTask.
The fundamentals
A handful of concepts run through every category. Once you understand these, the rest of PrimeTask makes sense fast.
- Spaces are the top-level boundary. Everything lives inside one. See Spaces Overview.
- Tasks are your atomic unit of work. They can belong to projects, be linked to CRM records, carry subtasks, checklists, attachments, and time entries. See Tasks Overview.
- Projects group tasks into outcomes with goals, milestones, notes, team, and optional CRM. See Projects Overview.
- Sync is per Space - you pick the mode for each Space. Local, iCloud, or File Sync. See Sync Modes Overview.
- The App Header is always in view - search, quick notes, active timer, Quick Add, theme, app menu. See App Header.
- The sidebar is your main navigation - pages, Spaces, projects. See Sidebar.
For the full mental model - how these pieces connect and where the same entity appears in multiple surfaces - see How It All Connects.
Cross-cutting features
Some PrimeTask features thread through every category:
- Quick Notes - one list per Space, four surfaces (Dashboard widget, App Header, PrimeFlow node, AI agents). See Quick Notes.
- Media Player - a floating Picture-in-Picture player that plays YouTube, audio, and video, and keeps playing as you navigate. See Media Player.
- Deep links - PrimeTask's own
primetask://URL scheme, driven by Apple Shortcuts, Siri, Alfred, Raycast, and more. See Apple Shortcuts and Deep Links. - Global Search - one search bar that covers tasks, projects, notes, tags, and CRM. See Global Search.
- Focus Mode - deep work sessions on a single task with stats and streaks. See Focus Mode Overview for the intro and Task Focus Mode for the full guide.
- Keyboard shortcuts - every action clickable, most with shortcuts too. See Keyboard Shortcuts.
What's on every license vs what's Pro
- Every PrimeTask license - Tasks (list, board, calendar), Projects, Calendar, Dashboard, Reports (Tasks and Projects tabs), Spaces (local, iCloud, File Sync Personal), PrimeFlow (core nodes), seven built-in automations, deep links, Apple integrations, Bring Your Own AI (MCP), data import.
- Pro adds - PrimeCRM, Custom Fields, custom statuses/priorities/boards, Gantt view, Project Metrics, Task Dependencies, custom automation rules, advanced PrimeFlow nodes (file, folder, PDF, portal, cross-space portal, external app, Mermaid), FlowMode, File Sync Collaboration, Space Sharing between Spaces.
See License Settings for the canonical list.
No forced cloud. No account required.
PrimeTask doesn't need a PrimeTask account. Your data lives on your computer. Sync and collaboration are optional. Bring-your-own-AI is a feature, not a subscription.
Your first week
A loose plan that tends to work:
Day 1
open PrimeTask, create a task or two, do the Quick Start Guide. Run the Setup Wizard if you want structure.
Day 2
take the Quick Tour (App Tour). Try Focus Mode on one real task.
Day 3–4
create your first project. Add a couple of goals or milestones.
End of week
explore the Dashboard. Customise the layout. Turn on a built-in automation.
Week 2
try PrimeFlow. Start a canvas. Place some task and project nodes.
Week 3+
dive into the categories that fit your work - CRM (if you're on Pro), Custom Fields, Automations, AI agents.
You don't have to rush. PrimeTask rewards staying with it; features you ignore today become valuable later.
Things worth knowing
PrimeTask is big; your use of it doesn't have to be
Nobody uses every feature. Pick what fits. The app doesn't shame you for ignoring PrimeFlow or leaving CRM off. The docs describe what's there; you decide what to care about.
Every category has an overview hub
Whenever you open a category (Tasks, Projects, CRM, PrimeFlow), start with its overview article. It's the map for that category - everything else in the category is linked from there.
Most things have more than one entry point
Tasks can be created from Quick Add, the sidebar, the Calendar right-click, Siri, and more. That's by design. Use whichever matches your moment; the result is the same task.
Your data is addressable
Every task, project, contact, company, and canvas has a primetask:// URL. Copy Link puts it on your clipboard; paste it anywhere and the recipient (or future you) clicks and lands on the exact item.
Three onboarding tools, not one
The Setup Wizard, App Tour, and Interactive Tutorial each do something different. The Wizard configures; the Tour points things out; the Tutorial has you try it. Use any combination.
Common questions
"Is there a PrimeTask account?"
No. PrimeTask doesn't use accounts. You download the app, it works, your data is on your computer. Pro is a license you activate in License Settings.
"Where does my data live?"
On your computer, unless you explicitly sync a Space (iCloud or File Sync). PrimeTask itself does not run a cloud service for your data.
"Do I need Pro?"
It depends on your needs. Every license gets Tasks, Projects, Calendar, Dashboard, Reports, Spaces with sync, PrimeFlow core, built-in automations, deep links, Apple integrations, MCP, and data import - a full productivity app. Pro adds CRM, Custom Fields, Gantt, custom rules, File Sync Collaboration, and more. Start free; upgrade when a Pro feature becomes worth it.
"Can I use PrimeTask offline?"
Yes. PrimeTask runs locally. You only need a connection when a synced Space needs to reach its folder or iCloud.
"How do I move my tasks from another app?"
Open Settings → Data or see Importing Data. Todoist and any CSV are supported today; more sources are on the way.
"Where do I go when I'm stuck?"
Start with the category overview for whatever you're trying to do. Open the in-app documentation from Settings → Help & Documentation. If a specific article doesn't answer your question, its Related Articles section almost always leads somewhere useful.
Where to go next
| If you want to… | Read this |
|---|---|
| Get productive in five minutes | Quick Start Guide |
| Set up your workspace | Setup Wizard |
| Take a narrated tour | App Tour |
| Learn by doing with points and badges | Interactive Tutorial |
| Understand the layout | Understanding the Interface |
| Grasp the mental model | How It All Connects |
| Start managing tasks | Tasks Overview |
| Plan a project | Projects Overview |
| Use the Calendar | Calendar Overview |
| Customise the Dashboard | Dashboard Overview |
| Build a visual canvas | PrimeFlow Overview |
| Connect Apple Calendar, Reminders, or an AI agent | Integrations Overview |
| Set up automations | Automations Overview |
| Sync a Space | Sync Modes Overview |
| Open PrimeCRM (Pro) | PrimeCRM Overview |
| Add custom fields (Pro) | Custom Fields Overview |
| See workspace analytics | Reports Overview |
| Review earned badges | rewards-and-progress |
| Configure anything | Settings Overview |