User Guide

🎯 Priority System

123 ToDo uses a 4-level priority system to help you focus on what matters most:

• 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.

✏️ Adding and Editing Tasks

To add a new task:

1. Click the "Add Task" button in any priority section
2. Type your task in the modal that appears (200 character limit)
3. Select the priority level using the colored buttons
4. Click "Add Task" to save

To edit an existing task:

1. Click the pencil icon next to any task
2. Modify the text or change the priority
3. Click "Update Task" to save 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 Directly: Subtasks are rendered directly on the task card in the main list. You can check off subtasks directly from your dashboard.
• 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 and routines without cluttering your daily view:

• Specific Scheduling: Set a future start date (e.g. next Tuesday) on any task. The task will hide automatically in the Scheduled & Recurring drawer until that date arrives.
• Scheduled Tasks Drawer: Located between On Hold and Archive at the bottom, this collapsible drawer keeps future tasks organized and out of sight.
• Detailed Recurrence Rules: Set tasks to repeat at custom intervals—such as every 3 days, every 2 weeks (with options for specific weekdays like Monday and Wednesday), or every 3 months.
• 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.

🏆 Achievement Milestones

Stay motivated with daily achievement celebrations! 123 ToDo tracks how many tasks you complete each day and celebrates when you hit milestones:

• 5 tasks - Bronze milestone 🥉
• 10 tasks - Silver milestone 🥈
• 15 tasks - Gold milestone 🥇

Milestones reset daily at midnight, giving you fresh motivation every day.

📦 Data Import & Migration

Migrating from Todoist:

1. Click the "Import" button in the footer
2. Select "Todoist Export" from the options
3. Upload your Todoist CSV files to see your projects converted into 123 ToDo categories

Importing 123 ToDo Backups:

1. Click the "Import" button in the footer
2. Select "123 ToDo Backup"
3. Choose your previously exported JSON file

⚠️ Important: Importing data will merge or replace your current tasks depending on the source. Export your current data first if you want to keep a secondary copy!

☁️ Cross-Device Google Drive Sync

123 ToDo features a powerful, free synchronization system that lets you access your tasks across all your devices (phones, tablets, and computers).

• Zero-Knowledge Encryption: Your data is encrypted with military-grade AES-256-GCM using your personal passphrase before it leaves your device. Not even Google can read your tasks.
• Invisible Syncing: Once signed in, the app automatically pulls updates when you open it, and silently pushes changes in the background as you work.
• Silent Authentication: Sign in once, and the app will keep you authenticated across sessions seamlessly without annoying popups.
• iOS PWA Session Limit: Due to Apple's iOS security policies, downloaded PWAs (Home Screen apps) on iPhone/iPad cannot share cookies with Safari. While the browser version and Android/Desktop PWAs will automatically renew your Google credentials in the background, iPhone/iPad PWA users will be prompted to re-authenticate once their 1-hour session expires. To avoid this, we recommend using the standard web version of the app directly in Safari or Chrome on iOS.
• Visual Status: The footer button glows green when active and red when offline, keeping you informed without distraction.

🛡️ Shadow Backups (Automatic)

123 ToDo includes a built-in Shadow Backup system for extra peace of mind. Every 24 hours, the app automatically saves a "hidden" snapshot of your tasks internally. If your main task list is ever accidentally cleared, this secondary restore point ensures you never lose more than a day's work.

📱 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 Options

123 ToDo automatically adapts to your system's light or dark mode preference. If you change your system theme, the app will update automatically.

⌨️ 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.

🔄 Tasks disappeared after browser update

Browser updates shouldn't clear localStorage, but it can happen. If this occurs:

1. Check if you have an exported backup file
2. Use Import Data to restore from backup
3. Going forward, export data weekly

📡 App not working offline

Ensure you've visited the app while online at least once. Service workers need to cache the app files initially. If still having issues:

1. Visit app.123todo.com while online
2. Wait for the page to fully load
3. Install as PWA for best offline experience
4. Try going offline again

🔧 Can't install as PWA

PWA installation requirements vary by browser:

• Chrome/Edge: Look for install icon in address bar
• Safari iOS: Use Share → Add to Home Screen
• Firefox: Limited PWA support, use browser bookmarks instead

📥 Import not working

If import fails:

1. Ensure you're importing a file exported from 123 ToDo (not edited manually)
2. Check that the file is valid JSON
3. Try exporting current data, then importing the old file
4. If corrupted, you may need to manually recreate tasks

🖱️ Drag and drop not working

Drag and drop works on desktop only. Mobile touch devices don't support drag and drop for task reordering. Use Edit to change priorities on mobile.