MyTaskHub User Guide
Everything you need to know to get the most out of your task management system.
Overview
MyTaskHub is organized around workspaces — separate areas for each role or area of your life. Inside each workspace you create tasks, break them into subtasks, track notes and progress, and get automated reminders.
Signing In
Go to your app URL and enter your username and password. If you don't have an account yet, you need an invite link from your administrator.
Workspaces
Workspaces are separate containers for different areas of your life or work. Each workspace has its own color, task list, and progress tracking.
Creating a workspace
Creating Tasks
There are four ways to create a task in MyTaskHub:
| Method | How | Best for |
|---|---|---|
| Manual | Click ＋ Add Task button | When you know exactly what you need |
| AI Chat | Type in the AI chat panel | Natural language, quick capture |
| Email forward | Forward email to your task address | Converting emails into actions |
| Template | Click 🚀 on a saved template | Repeating workflows |
Task fields explained
| Field | What it does |
|---|---|
| Title | The task name — make it action-oriented (e.g. "Call client" not "Client") |
| Workspace | Which area this task belongs to |
| Priority | Urgent 🔴 / High 🟡 / Normal 🔵 / Low ⚪ — affects sort order |
| Due Date | When it needs to be done — triggers reminders and shows in digest |
| Notes | Background info, context, or instructions for the task |
| Recurrence | Repeat schedule — creates next task automatically when completed |
| Auto-complete | If checked, parent task completes automatically when all subtasks are done |
Subtasks
Subtasks break a parent task into smaller steps. You can see progress as a percentage bar and ring on the dashboard.
Adding subtasks
There are three ways to add subtasks:
- At creation time — click ＋ Add Subtask inside the Add Task modal before saving
- From the task card — click ⊕ Subtasks on any task to expand the subtask panel, then type in the bottom row and click ＋ Add
- AI generated — click 💡 Suggest Subtasks or ⚡ Auto-Add All to let AI create them
Subtask statuses
- ○ To Do — not started yet. Click ▶ Start to begin
- ⏸ In Progress — actively being worked on
- ✓ Done — completed. Click the green checkbox to mark done
Completing Tasks
Click the ○ circle on the left side of any task card to mark it complete. A modal will appear asking for an optional completion note.
Completion note
The completion note is a short summary of how it went — what was accomplished, any follow-up needed, or anything worth remembering. It's optional but recommended for important tasks. You can see it later in the Completed Tasks page.
Completing a parent task with subtasks
When all subtasks are done, a 🎉 All subtasks complete! banner appears inside the subtask panel with a ✅ Complete Task button. Click it when you're ready to close out the parent — you can still add more subtasks before doing so.
Notes & Activity Log
Every task has an activity log that tracks all progress notes, completion notes, and system events. Click the 📝 icon on any task or subtask to open the notes panel.
Adding a note
Notes are timestamped and show the type: 📝 Progress for manual notes, ✅ Completion for completion notes.
Recurring Tasks
Recurring tasks automatically create the next occurrence when you complete the current one. Perfect for license renewals, monthly reviews, weekly check-ins, and any repeating process.
Setting up recurrence
When creating a task, choose a Recurrence from the dropdown:
| Option | When next task is created |
|---|---|
| Daily | 1 day after current due date |
| Weekly | 7 days after current due date |
| Monthly | 1 month after current due date |
| Quarterly | 3 months after current due date |
| Yearly | 1 year after current due date |
| Custom | Any interval — e.g. every 3 years for license renewals |
When you complete a recurring task, the next one is created immediately with the correct due date and all subtasks copied over. A confirmation message shows the next due date.
Task Templates
Templates save a complete workflow — title, subtasks, priority, and recurrence — so you can launch it again any time with one click.
Creating a template
Two ways:
- From scratch — go to Task Templates in the sidebar → click ＋ New Template
- From an existing task — click the 📋 icon on any task card → name it → saved instantly with all its subtasks
Using a template
AI Chat Assistant
The AI assistant lives in the sidebar of the app. You can talk to it naturally — it understands your workspaces and can create tasks, suggest priorities, and help you plan your day.
Creating a task with AI
Just type what you need:
- "Create a task to follow up with my insurance clients this week"
- "Add an urgent task in my Work workspace: Review Q3 report by Friday"
- "Remind me to renew my notary commission next month"
After creating a task, the AI immediately offers to generate subtasks for it.
Daily AI Briefing
Every morning at 7am you receive an email with an AI-generated game plan for your day. It reviews all your open tasks across every workspace and tells you what to focus on, what's coming up, and anything worth flagging.
Example briefing:
AI Subtask Generator
When creating a task or after the AI creates one for you, click 💡 Suggest Subtasks or ⚡ Auto-Add All.
| Button | What it does |
|---|---|
| 💡 Suggest Subtasks | Shows a list of AI-suggested subtasks with checkboxes. Review, edit dates and priorities, then click Add Selected to add only the ones you want. |
| ⚡ Auto-Add All | Silently adds all suggested subtasks at once without a review step. Fastest option when you trust the suggestions. |
Each suggested subtask shows a pre-filled due date (based on the parent due date) and priority that you can edit before adding.
Email-to-Task
Forward any email to your task inbox address and it automatically becomes a task. AI reads the email, picks the right workspace, and sets the priority.
How to use it
task@mooretodolist.comVoice-to-Task
Speak a task instead of typing it. Works in the main app and as a standalone phone page.
In the app
Click the 🎙 microphone button next to the AI chat input. Speak your task clearly — AI transcribes it, extracts the title, workspace, priority, and due date, then shows a preview in the chat with ✅ Create Task and ✕ Cancel buttons.
Standalone phone page
Visit /voice.php and add it to your phone home screen for a dedicated one-tap voice capture experience. Tap the mic, speak, review the AI extraction, adjust if needed, and create the task.
AI Task Suggestions
When a workspace hasn't had any new tasks added in 7 days, AI notices and proactively suggests specific tasks you might be forgetting.
How it works
Open your Dashboard — if any workspace has been quiet, a banner appears at the top with 3 AI-suggested tasks specific to that workspace type. Each suggestion shows the task title, a brief reason why it matters, and a + Add button to create it instantly with one click.
Turning it on or off
Calendar & Countdown
Click 📆 Calendar in the sidebar to see all your tasks laid out by due date.
Month view
Shows a full monthly grid with tasks as colored dots on their due dates. The color matches the workspace. Click any day to jump to that workspace's task list.
Week view
Shows 7 days side by side with all tasks for each day. Good for planning your week ahead.
Countdown badges
Every task card shows a countdown badge when the due date is approaching:
| Badge | Meaning |
|---|---|
| ⚠ 2d overdue | Past the due date — needs immediate attention |
| ⏰ Due today | Due today |
| 📅 Tomorrow | Due tomorrow |
| 📅 5d | Due within the next 7 days |
No badge appears for tasks due more than 7 days out — keeps cards clean.
Upcoming Deadlines widget
At the top of the Calendar view, a countdown widget shows your next 6 upcoming tasks sorted by due date with live timers — "3 days", "Tomorrow", "2d overdue". Click any item to jump to that workspace.
Filtering & Search
At the top of the task list you'll find filters to quickly narrow down what you're looking at:
| Filter | What it shows |
|---|---|
| To Do | Tasks not yet started |
| In Progress | Tasks you've started working on |
| Done | Completed tasks |
| All | Everything regardless of status |
| Priority buttons | Filter by Urgent / High / Normal / Low |
| Search box | Search task titles across the current workspace |
Completed Tasks
Click Completed Tasks in the sidebar to see your full accomplishment history. This page has powerful filters:
- Quick date filters — Today, Yesterday, This Week, This Month, All Time
- Search — find any completed task by keyword
- Workspace filter — see only one workspace's history
- Date range — pick exact from/to dates
- Show 5/10/25/50/100 — control how many appear per page
Click ▼ View Details on any completed task to see the full notes, completion note, activity log, and all subtasks with their own notes.
Reminders & Alerts
You get email notifications automatically based on your task settings:
| Notification | When it sends | How to set up |
|---|---|---|
| Pre-due reminder | X minutes/hours before due time | Set "Remind me before" when creating a task |
| Overdue alert | Day after a task's due date passes | Enabled by default on all tasks |
| Morning digest | Every day at 7am | Automatic — includes overdue and due-today tasks |
Weekly Reports
You receive two weekly report emails automatically:
- Sunday 6pm — Preview of the week ahead: upcoming deadlines, overdue items, workspace summary
- Monday 6pm — Full weekly briefing: what you completed last week, workspace status, tasks due this week
Both emails include a table showing every workspace with open task count, completed count, overdue count, and upcoming deadlines.
Google Calendar Sync
Tasks with due dates can sync to Google Calendar automatically.
Mobile App (PWA)
MyTaskHub works as an installable app on your phone — no app store required.
iPhone (Safari)
Android (Chrome)
Once installed, the app opens fullscreen without a browser bar — just like a native app.
Settings
Go to Settings (link in the sidebar) to customize your experience:
| Setting | What it controls |
|---|---|
| Display Name | Your name as it appears in emails and greetings |
| Email Address | Where notifications and briefings are sent — also used for Email-to-Task |
| Digest Time | What time you receive the morning digest (default 7:00am) |
| Email Notifications | Turn all email notifications on or off |
| Workspace Manager | Add, rename, recolor, reorder, or archive workspaces |
| Google Calendar | Connect or disconnect your Google Calendar |
| Change Password | Update your login password |
Admin & User Management
If you are an admin, you'll see 👥 User Management in the sidebar. From there you can:
- Send invite links — generate a link to share with someone. They click it to create their own account.
- Create accounts manually — set up an account yourself and share the credentials
- Deactivate users — block access without deleting their data
- Reset passwords — change any user's password if they're locked out
- View tasks — if a user has granted access, you can view their task list
Pro Tips
Make your tasks actionable
Write task titles as actions: "Call John about invoice" not "John invoice". Your future self will thank you.
Use due dates generously
Even if a task doesn't have a hard deadline, assign a target date. It shows up in your morning digest and weekly report, making it much harder to forget.
Let AI do the subtask work
For any complex task, use 💡 Suggest Subtasks. The AI is good at breaking down license renewals, client onboarding, project kick-offs, and compliance tasks into clear steps.
Build templates for repeated workflows
Any process you do more than once is a template candidate. Client intake, license renewal, monthly reconciliation, seasonal prep — save them once and launch instantly.
Forward emails immediately
When an email requires action, forward it to your task inbox right away. Don't let your email inbox be your to-do list.
Use the Completed Tasks page for review
At the end of each week, check the Completed Tasks page filtered to "This Week". It's a great way to see what you actually accomplished and carry over anything that slipped.
Set recurring tasks for everything that repeats
License renewals, quarterly reports, annual reviews, monthly billing — anything that happens on a schedule should be set as recurring so you never have to remember to re-create it.