Settings Overview
Your profile, preferences, data, and everything else that controls how PrimeTask behaves on this computer - the index to every settings card.
The Settings page is where you configure PrimeTask - your name and avatar, the theme, notifications, PIN protection, backup and restore, Spaces, integrations, keyboard shortcuts, automations, and more. Every card on the page controls a specific feature area and has its own dedicated article in this documentation.
This overview tells you what each card does at a glance and links to the full article for each one. If you're new to PrimeTask, start by skimming this page and reading the individual articles for the features you actually care about.
What you can do
Personalise PrimeTask
set your name, avatar, theme, and sidebar/header colours
Protect the app
set up a PIN lock and auto-lock on inactivity
Control notifications
pick which events alert you and how
Back up and restore your data
export, import, and schedule automatic backups
Manage Spaces
create, rename, and sync independent workspaces
Customise vocabulary
add your own statuses, priorities, tags, and custom fields
Turn features on or off
PrimeCRM, PrimeTime, automations, Quick Add, integrations
Connect external tools
Apple Calendar, Apple Reminders, AI agents via MCP, Apple Shortcuts via deep links
Change date and time formats
week start, 12h/24h, region-specific date layouts
Manage your license
see your tier, upgrade, deactivate a seat
Browse documentation and replay onboarding
including in-app tutorials and the app tour
Reset or delete
individual Spaces, all settings, or all data (with confirmation)
How to open Settings
- Sidebar (default): Click Settings in the sidebar.
- Command palette: Press ⌘+K (or Ctrl+K), type settings, and pick the entry.
- Deep link from other parts of the app: Some help banners, warnings, and walkthroughs link directly into a specific Settings card - click them and the card opens and scrolls into view automatically.
Once you're on the Settings page, you can also search the cards using the search box near the top of the page. Type anything - PIN, theme, backup, CRM, shortcut, licence, notifications - and the cards filter down to just the matches.
The cards, in the order they appear
Every card on the Settings page is a dedicated article. The table below lists them in the exact order they appear on the page - click any article to read the full documentation for that card.
| # | Card | What it controls | Article | |
|---|---|---|---|---|
| 1 | Profile | Name, username, avatar, and the manual Lock Screen button | Profile Settings | |
| 2 | Appearance | Theme (light / dark / system) and sidebar and header colours | Appearance Settings | |
| 3 | Notifications | In-app and desktop alerts for due, overdue, and upcoming tasks | Notification Settings | |
| 4 | Security | PIN protection, auto-lock, and recovery codes | Security Settings | |
| 5 | Data Management | Backup, restore, import, export, auto-backup, data recovery tools | Data Management | |
| 6 | Spaces | Create, edit, and switch between independent workspaces | Spaces Settings | |
| 7 | Category Management | Tags, statuses, priorities, and custom fields for each Space | Category Management Settings | |
| 8 | PrimeCRM Settings (Pro) | Turn CRM on or off globally and per-Space, company statuses, project CRM modes | CRM Settings | |
| 9 | PrimeTime (Pro) | Turn time tracking, the timesheet, and automatic time capture on per Space | PrimeTime | |
| 10 | File Sync | Sync a Space to another device or teammate via a shared folder or iCloud | File Sync Settings | |
| 11 | Quick Add | Natural-language task entry and saved templates | Quick Add Settings | |
| 12 | Automations | Rule-based automations and keyboard shortcut customisation | Automations Settings | |
| 13 | Integrations (macOS) | Apple Calendar and Apple Reminders sync | Integrations Settings | |
| 14 | External Integrations | primetask:// deep links for Apple Shortcuts, Alfred, Raycast, and the built-in MCP server for AI agents | External Integrations Settings | |
| 15 | Date & Time | Week start day, date format, time format, and multi-day task display | Date & Time Settings | |
| 16 | What's New | Current version, update check, changelog, release channel | What's New | |
| 17 | License | Your current tier, upgrade path, and deactivation | License Settings | |
| 18 | Help & Documentation | Interactive tutorials, PrimeDocs, replay the app tour, re-run the setup wizard | Help & Documentation Settings | |
| 19 | Demo Data | Load sample data into a Space for exploration or presentations | Demo Data Settings | |
| 20 | Danger Zone | Delete a Space, delete all data, reset settings to defaults, replay onboarding | Danger Zone Settings |
Things worth knowing
Settings are scoped by device, not by account
Most settings are local to this device. Your theme choice, PIN, notification preferences, keyboard shortcuts, and everything else you set here apply to this install only. Other devices you use have their own independent settings unless you explicitly sync them via File Sync.
The exceptions are things that live inside your Spaces - for example, the custom statuses and tags you add in Category Management travel with the Space, because they're part of the Space's data rather than a local preference.
Two scopes, one page
The Settings page mixes device-local preferences (theme, PIN, shortcuts) with Space-level configuration (tags, statuses, custom fields, CRM behaviour). Most cards are one or the other; a few touch both. When you're on a different computer, device-level settings reset to defaults, but Space-level configuration comes with your data.
Some cards are Pro features
A handful of cards require a Pro license to unlock - notably PrimeCRM Settings. The cards themselves say "Pro" where relevant, and upgrading is done from the License card. See License Settings for the upgrade path.
Pro features
Some individual settings inside otherwise-free cards are also Pro (for example, collaborative Space sync, advanced custom field types, custom automation rules). Each card's dedicated article calls out which specific features require Pro.
Some cards are macOS only
The Integrations card (Apple Calendar and Apple Reminders sync) relies on Apple's frameworks and is only available on macOS. If you're on Windows, you won't see it - use the External Integrations card for deep links and MCP agent connections, which work on both platforms.
Data-touching changes always ask for confirmation
Any setting that can modify or remove your data - disabling PIN protection, deleting a Space, deleting all data, resetting settings - walks you through a confirmation step before it commits. You can't wipe your tasks by accidentally flipping a toggle.
Some actions are irreversible
The Danger Zone card has options that permanently delete data with no recovery path (other than a backup you've saved yourself). Always read the confirmation dialog carefully and create a backup via Data Management before any big reset.
Common questions
"Where do I find a specific setting I can't remember the location of?"
Open the Settings page and type into the search box at the top. Every card's title and keywords are searchable, so "pin", "dark mode", "import", "outreach", "sync", "shortcut", or "backup" will narrow the list down to the right card instantly.
"I just installed PrimeTask. What should I configure first?"
In this order:
"I want to move my settings to a new computer."
Settings themselves don't transfer automatically - each install has its own. But your data does, via File Sync or backup and restore. See File Sync Settings and Data Management. Once your data is on the new computer, re-configure the local preferences (theme, PIN, shortcuts) to taste.
"I want to reset PrimeTask to defaults without losing my data."
Open Danger Zone → Reset to Factory Settings. This clears your preferences and resets the app to its initial state, but your tasks, projects, notes, and Spaces stay intact. See Danger Zone Settings.
"I want to wipe everything and start over."
Open Danger Zone → Delete All Data. This removes every task, project, note, contact, Space, and setting on this computer. It's irreversible. Make a backup first via Data Management if there's any chance you'll want to recover. See Danger Zone Settings.
"Why don't I see the Integrations card on my Windows PC?"
That card covers Apple Calendar and Apple Reminders sync, which rely on macOS frameworks. On Windows, the equivalent functionality lives under External Integrations (for deep links) and through third-party tools that connect via the MCP server.