User Guide

Dual Skins: Task Manager vs. Simple Voice Notes

123 ToDo features a 1-tap skin switcher at the top of the header bar: [ Tasks | Voice Notes ].

• Task Manager Mode: Full 4-level priority matrix (P1 Must Do, P2 Should Do, P3 Could Do, P4 On Hold) with subtask checklists, due dates, custom project tabs, and attached notes.
• Simple Voice Notes Mode: Extra-large text view tailored for field work, builders, contractors, and on-site note taking. Allows rapid hands-free dictation into an Unassigned Inbox.
• Unified Note/Task Model: Every note added via the Notes view is stored directly as a Task in 123 ToDo's unified data system. The entry content forms the task item in your Unassigned Inbox, allowing you to easily assign projects, attach additional notes, create subtask checklists, set due dates, or assign priority levels (P1–P4) whenever you choose to triage your list.

Priority System & Collapsible Sections

123 ToDo uses a 4-level priority system to help you focus on what matters most, complete with instant expand/contract toggles on each priority section for an uncluttered view:

• Must Do (Priority 1) - Critical tasks that must be completed today. These appear in red.
• Should Do (Priority 2) - Important tasks that should be done soon. These appear in orange.
• Could Do (Priority 3) - Nice-to-have tasks with no urgent deadline. These appear in gray.
• On Hold (Priority 4) - Tasks that are paused or waiting on something else. These appear in purple.

Pro Tip: Click the chevron icon next to any priority section title to collapse sections you aren't currently working on. Your preferred collapse state is saved automatically.

Adding and Editing Tasks

To add a new task:

1. Click the Add Task button in the top header or at the top of your priority lists
2. Type your task title (up to 250 characters by default, or set to Unlimited in Settings)
3. Optionally add notes, due dates, subtasks, or assign a project category
4. Select the priority level using the priority buttons (Must Do, Should Do, Could Do, On Hold)
5. Click Add Task (or press Enter) to save

To edit an existing task:

1. Click the pencil icon next to any task (or click directly on the task text) to open the Edit Modal
2. Modify the title, attached notes, priority level, project category, or checklist subtasks
3. Click Update Task (or press Enter) to save your changes

Completing Tasks

Click the checkbox next to any task to mark it complete. Completed tasks move to the Archive section at the bottom of the page. You can restore archived tasks anytime by clicking the restore icon.

Reordering & Moving Tasks

Tasks can be sorted and moved using intuitive drag and drop mechanics:

• Sort within a list: Click and hold any task, then drag it up or down in the same section to reorder it.
• Move across priorities: Drag a task to a different priority section. Dropping it on another task will assign it to that priority and position it there.
• Drop at the very top: Drag a task directly onto the section header or empty area of a priority list to place it at the absolute top (a dashed border will highlight the active drop zone).

Deleting Tasks

To permanently delete a task, click the trash icon. You'll see a confirmation prompt. Deleted tasks cannot be recovered.

Archive System

Completed tasks are automatically moved to the Archive section at the bottom of the page. The archive shows:

• All completed tasks with their original priority colors
• Completion timestamps
• Options to restore (move back to active) or permanently delete

Subtasks & Checklists

For large or complex tasks, you can break them down into smaller, manageable steps:

• Create Checklists: Inside the Add Task or Edit Task interface, click the Subtasks button to create a checklist of sub-steps.
• Check Off Steps in the Edit Modal: To keep your dashboard clean and uncluttered, individual subtask steps are shown only inside the Edit Modal. Simply tap/click a task to open it and check off steps, add new ones, or remove completed items.
• Progress Bar Tracking: Task cards display a visual progress bar and percentage showing how close the main task is to completion (e.g., Steps: 1/3 (33%)).
• Anti-Procrastination Nudges: If you defer/reschedule an active task to the future more than twice, the edit modal will gently alert you and suggest breaking it down into subtasks.

Scheduled & Recurring Tasks

Manage upcoming work, precise daily timelines, and recurring routines without cluttering your daily view:

• Specific Date & Time Scheduling: Set a future date and optional exact time on any task. When scheduling with a time, pick hours and minutes effortlessly using the intuitive circular clock face dial.
• Chronological Daily Timeline & Time Badges: Tasks with scheduled times automatically sort in chronological order and display a concise time badge (e.g. 09:00, 2:30 PM) at the start of the task, transforming your priority list into an effortless daily agenda.
• Google Calendar & Apple Calendar Integration: Seamless 1-click “Add to Google Calendar” and “Add to Apple Calendar” (.ics) export buttons pre-configure calendar events and reminders in your favorite calendar app.
• Automated Reminders & Due Task Priority: Automated in-app and PWA reminder alerts notify you when scheduled tasks fall due. When a task reaches its scheduled day, it is automatically placed at the top of its priority list while fully respecting custom drag-and-drop reordering.
• Scheduled Tasks Drawer: Located between On Hold and Archive at the bottom, this full-width collapsible drawer keeps future tasks organized and out of sight. Tasks due today appear in active priority lists, keeping your dashboard focused.
• Detailed Recurrence Rules: Set tasks to repeat at custom intervals — such as every 3 days, every 2 weeks, every Monday, or every 3 months. Toggle recurrence instantly via the Repeat icon toggle directly on the schedule row.
• Automatic Cycle Rollover: When you complete a recurring task, the current instance is archived, and the next occurrence is automatically generated in the Scheduled drawer, resetting its subtasks checklist for the new cycle.

Productivity Achievements & 10-Tier Mastery Hub

Stay motivated with 123 ToDo's built-in gamification engine! Tap the Trophy Icon in the top header to open your personal Productivity & Achievements Modal:

• Productivity Points Engine: Earn points naturally as you get things done (+10 pts per task completed, +2 pts per checklist subtask checked, +15 pts per active streak day).
• 10 Progressive Achievement Tiers: Advance from Level 1: Focused Starter to the elite pinnacle Level 10: 123 Immortal (50,000+ points).
• Daily Focus Streaks: Build unbreakable compounding habits by maintaining an active consecutive daily completion streak.
• 1-2-3 Balance Analytics: Visualise your execution balance across Must-Do (P1), Should-Do (P2), and Could-Do (P3) tasks.
• Unlockable Milestone Badges: Unlock badges for First Step, Hat Trick, On Fire, 1-2-3 Virtuoso, Subtask Slayer, Century Club, and Voice Pioneer.

Read our complete guide on Productivity Streaks, Dopamine & 10-Tier Milestones →

Universal Multi-Competitor Data Import & Migration

Importing 123 ToDo Backups & Shadow Snapshots:

1. Click the "Import" button in the footer
2. Select "123 ToDo Backup" or "Restore Shadow Backup"
3. Choose your previously saved JSON file or daily automated local snapshot

Important: Importing data will merge your imported items into your current task workspace safely.

Cross-Device Cloud Sync

123 ToDo features a powerful, friction-free synchronization system that lets you access your tasks across all your devices (iPhones, Android phones, tablets, laptops, and desktop computers):

• Set & Forget Cloud Sync (Recommended): Powered by Cloudflare D1 Serverless edge database. Sign in once with a passphrase (or pair a second device with a 6-digit code) and stay connected seamlessly. Zero 1-hour OAuth drops and 100% iPhone Safari/PWA compatible.
• Zero-Knowledge E2E Encryption: Your tasks, projects, notes, and subtasks are encrypted with military-grade AES-256-GCM using your personal passphrase before leaving your device. Neither cloud providers nor third parties can read your data.
• 5-Second 6-Digit Device Pairing: Easily link a second device (like an iPhone to a Mac) by generating a temporary 6-digit pairing code in Settings ➔ Cloud Sync.
• Google Drive AppData (Optional Provider): For privacy purists who prefer storing sync data on their personal Google account, Google Drive AppData remains fully supported under Settings ➔ Cloud Sync.
• Visual Status: The header sync indicator dot glows steady green when connected and synced, keeping you informed without distraction.

Automated Version Updates & Instant Service Worker Sync

123 ToDo automatically checks for and applies new releases in the background via modern service workers. When an update is deployed, it activates silently without disruptive prompts or reload banners:

Your active session remains completely uninterrupted with zero data loss. You always have immediate access to the latest features, security patches, and performance optimizations.

Built-In Resilience & Automatic Shadow Backups

123 ToDo is engineered with an enterprise-grade local resilience stack so you never lose work:

• Instant Synchronous Writes: Unlike apps that buffer changes in volatile memory, 123 ToDo commits every keystroke, checkbox tap, note edit, and reorder synchronously to physical local storage the millisecond you take action.
• Dual-Tier Photo Attachment Architecture: High-resolution original photos are saved to your browser's dedicated IndexedDB store (123TodoPhotoDB), while attachment metadata and compact visual thumbnails (~160px WebP) are stored in LocalStorage and your shadow backups. This deliberate architecture bypasses the strict 5MB LocalStorage quota limit that causes silent save failures in lesser web apps.
• Automatic 24-Hour Shadow Snapshots: Every 24 hours, the app takes an autonomous internal snapshot of your entire workspace (active tasks, archive, projects, subtasks, notes, and photo thumbnails). If you ever make an accidental mass deletion or wipe, you can roll back to your last known good state with one click in Settings ➔ Backup & Restore.
• Immunity to Browser & OS Updates: When Chrome, Safari, Edge, or your operating system updates silently in the background, only application binaries are touched. Your browser user data profile (housing LocalStorage and IndexedDB) is 100% preserved.
• Persistent Storage API: 123 ToDo requests persistent storage permissions (navigator.storage.persist()), preventing the browser from evicting your data during low-disk-space maintenance sweeps.

Progressive Web App (PWA) Installation

On Desktop (Chrome, Edge, Brave):

1. Visit app.123todo.com
2. Click the install icon in the address bar (computer with down arrow)
3. Click "Install" in the popup
4. The app will open in its own window

On iPhone/iPad (Safari):

1. Visit app.123todo.com in Safari
2. Tap the Share button (square with up arrow)
3. Scroll down and tap "Add to Home Screen"
4. Tap "Add" to confirm

On Android (Chrome):

1. Visit app.123todo.com in Chrome
2. Tap the three-dot menu
3. Tap "Add to Home screen"
4. Tap "Add" to confirm

Data Backup Reminders

123 ToDo will remind you weekly to backup your data. Since all tasks are stored locally in your browser, regular backups are essential to prevent data loss.

Theme & Visual Appearance Options

123 ToDo automatically adapts to your device's light or dark mode preference, but you can also tailor the visual experience to your personal comfort:

• 3 Calibrated Light Mode Tones: In Settings ➔ Appearance & Styling, choose between:
  • Bright Tone: Crisp, pure white standard appearance.
  • Soft Tone: Soft warm light grey engineered for reduced eye fatigue during long desk sessions.
  • Muted Tone: Subdued cozy grey with zero screen glare.
• High-Contrast Dark Mode: Rich, low-light dark palette optimized for evening planning and battery efficiency on OLED displays.
• Feature Buttons & Labels Mode: In Settings ➔ Appearance & Styling, choose how toolbar buttons appear: Icons (Clean) with ample spacing and minimal clutter, Icons & Text for full descriptive labels, or Text Only.
• Adaptive Screen Scaling for Compact Phones: 123 ToDo automatically detects smaller viewports (e.g. iPhone SE or displays ≤375px wide) to adjust typography, margins, and touch targets. Override or customize anytime in Settings ➔ Appearance & Styling ➔ Screen Scaling Mode (Auto, Compact, Standard).
• Scheduled Times & Creation Timestamps: In Settings ➔ Tasks & Workflow, toggle time scheduling selectors and creation timestamps to keep your editing modals as lean or as detailed as you like.

Wide-Screen Layout & Project Columns (Kanban View)

On larger screens (tablets, laptops, desktops), 123 ToDo offers flexible layout options:

• Priority Columns View: Displays your 3 main priorities (Must Do, Should Do, Could Do) side-by-side as responsive vertical lists.
• Project Columns View: Under Settings ➔ Layout & Views, switch your wide view from Priorities to Projects! This turns 123 ToDo into a horizontal Kanban board where each project category (e.g. Work, Home, Personal) gets its own dedicated column with full horizontal scrolling.
• Date Format Selection: Choose your preferred date formatting under Settings: UK / International (DD/MM/YYYY) or US (MM/DD/YYYY).

Mobile Touch & Swipe Gestures

Manage your tasks rapidly on mobile phones and tablets with customizable swipe gestures:

• Swipe Right: Default triggers instant task completion and archiving with haptic feedback.
• Swipe Left: Default opens task deletion or quick priority reassignment.
• Customizable Actions: In Settings ➔ Swipe Actions, customize what left and right swipes do (Complete, Priority Flag, On Hold Pause, Edit, or None), or disable swiping if you prefer pure tap interactions.

Keyboard Shortcuts

Accelerate your workflow with these quick keyboard shortcuts (automatically disabled when typing inside input fields):

• a or q: Toggle open/close the "Add Task" panel.
• /: Toggle and focus the search bar instantly.
• s: Open the Settings modal.
• Esc: Close any open modal, clear active selections, or collapse panels.
• Enter: Save/submit your task while typing in the description textarea.
• Shift + Enter: Insert a new line break inside a task's description without submitting it.