Firetask — Project Oriented GTD Task Management for Mac, iPhone and iPad

Firetask for Mac icon

Firetask Tutorial

Learn about basic concepts of GTD
and how you can use them in Firetask. Read

Firetask for Mac icon

Firetask for Mac Cheat Sheet

Comprehensive list of shortcuts and tips
to get the most out of Firetask. Download


Why does my newly entered task not appear on “Today”?

Your task will only appear on today when it really becomes relevant to you. A task becomes relevant when it is either due today or within the next five days, if it is the first actionable task for you in a project, or if the task in question is marked as flagged.

What is “Waiting for” all about?

The “Waiting for” category is a concept we borrowed from David Allen’s “Getting Things Done® - GTD®” way of managing tasks. Basically, you use this category to keep track of tasks you are not doing yourself, but delegating to other people.

Why do my Firetask reminders only show briefly and without a sound?

Starting with iOS 7, OS X 10.8 (Mountain Lion) and OS X 10.9 (Mavericks) you have to explicitly enable "hints" (i.e., sticky notifications) and sounds for notifications for each app in the respective built-in Settings app (section "Notifications"). The default notification style is "banner" without sound.

What is the “In-Tray” for?

The “In-Tray” is a concept for storing your thoughts and ideas, things you do not yet know what to do about. As soon as you have decided what to do with them you can, e.g., make them “Actionable” or you delay them to “Someday” - simply by changing their status.

How is the “Scratchboard” different from the “In-Tray”?

While the “In-Tray” is a GTD® concept, the “Scratchboard” is our invention. The idea is to have a dedicated place for very short-term “stuff”. Let's say you just wanted to do something when the phone rang and you had to stop what you were just doing and needed a quick place to write this down. In other words, the Scratchboard is your single, big Post-It® for ultra-short tasks that should be done as soon as possible.

Firetask for Mac

Firetask on Mac

How do I enable the global “Create Task in Firetask” service?

Launch the built-in “System Preferences” app and open the “Keyboard” section. Enable the “Create Task in Firetask” service by checking the respective checkbox in the “Services” subsection which is located on the “Keyboard Shortcuts” tab.

How do I enable the global quick-entry hotkey?

Launch the built-in “System Preferences” app and check the “Enable access for assistive devices” checkbox on the bottom of the “Universal Access” section.

How do I enter a reminder time?

Depending on your region settings you will have to type either "2:25 pm" (or just "2 pm"), or "14:25" (or just "14") for 24-hours settings. Starting with Firetask 3.6.3 you can also omit the space before am/pm (e.g., "2:25pm").

What are "Checklists" and how do I use them?

Checklists are currently only available for the Mac version. You can save one or more tasks, whole projects or categories as a new checklist by selecting the tasks, the project, or category and then using the "Save as Checklist..." menu item from the "Tasks" menu. You can insert a checklist into a task list using the "Paste from Checklist" sub-menu in the "Edit" menu. If you do not need a checklist anymore you can delete it in the "Preferences..." window on the tab "Checklists".

Firetask 3.6 or later crashes instantly?

With version 3.6 we needed to finally move to a modern, true 64-bit architecture meaning that only "real" 64-bit processors on Mac OS X 10.8 (Mountain Lion) or later are supported. If you have an early 64-bit CPU this could mean that you cannot run the most recent version of Firetask on your Mac.

I do not see an "Export Repository" menu item?

If you want to upgrade to Firetask Pro you need to first update to the latest Firetask 3.x for Mac version. If you did not get Firetask 3.x for Mac from the Mac App Store you can download the latest Firetask 3 version via this link.

Firetask for Mac

iPhone & iPad

How do I delete a project or category on the iPhone or iPad?

You have to go into the project's or category's detail view and press the red delete button. We do not support swipe-delete in these cases in order to prevent accidental deletes.

How do I change the settings for Firetask on the iPhone or iPad?

Launch Apple’s built-in “Settings” app and scroll down until you find the “Firetask” settings entry.

I tried to restart Firetask on my iPhone or iPad, but it still hangs?

Don't forget that starting with iOS 4 you have multi-tasking on your iPhone or iPad which means that if you just hit the HOME button you do not really quit an app, you are only moving it into the “background”. In order to really quit Firetask do the following: double-click the HOME button, locate the Firetask icon in the appearing task bar on the bottom of the screen, hold it for a few seconds and then tap on the minus (“-”) button that will appear right beside the app icon (starting with iOS 7 swipe the app upwards with your finger to quit it).


Does the iTunes synchronization backup my Firetask data?

Yes, the iTunes synchronization backs up all data of your apps including Firetask’s.

Is there a way to backup my data beside the iTunes backup?

Yes, you can backup your data to our desktop version Firetask for Mac via Bonjour/WiFi syncing, or you can sync the data with our cloud database.


How can I sync my Firetask repository across my different devices?

You can either sync your mobile devices to a single Mac computer using Bonjour/WiFi syncing, or you can use our free cloud-syncing to sync all your devices over the Internet (the recommended way).

Make sure to read the "Syncing" chapter in the Firetask tutorial if you have not done so yet.

How do I sync my Mac with the Firetask Cloud?

Make sure that you are connected to the Internet. Enable “Cloud-Syncing” in the “Preferences” panel. Press the sync button that is by default located to the right of the toolbar. Follow the instructions given by the syncing wizard. IMPORTANT: Be careful to select the correct initial syncing mode, otherwise you might accidentally delete your data.

How do I sync my iPhone or iPad with the Firetask Cloud?

Make sure that you are connected to the Internet. Press the sync button (located in the bottom-right corner on the iPad, and in the top-right corner of the "More" view on the iPhone). Follow the instructions given by the syncing wizard for the initial sync. IMPORTANT: Be careful to select the correct initial syncing mode, otherwise you might accidentally delete your data.

How do I sync my iPhone or iPad with Firetask for Mac?

Make sure that the Mac version is running and reachable from your current local WiFi network. Enable “Mac/Bonjour Syncing” in the “Preferences” panel of Firetask for Mac. Press the sync button (located in the bottom-left corner on the iPad and in the top-right corner of the “More” view on the iPhone). Follow the instructions given by the syncing wizard for the initial sync.

I cannot connect to the Firetask Cloud, why?

Make sure that each of your Macs has a unique “computer name” and each of your iOS devices has a device name set. Also please check if HTTPS access to the Internet is possible from your device over port 443 (the SSL standard port - ask your system administrator for help if you are not sure how to find this out).

How can I reset syncing on the iPad?

On the iPad you can access the "Repository & Syncing" view by tapping and holding the sync button for approximately two seconds. The popover that will show up is the same as the syncing configuration view located in the "More" tab on the iPhone.

Syncing seems to be not always consistent, why?

The most common reason for syncing inconsistencies is that syncing is not set up 100% correctly. Please check out the "Troubleshooting" section in the Firetask Tutorial. Take also a look at the "Syncing" chapter if you have not done so yet.

Why can I use my MindMeister user to sync with the Firetask Cloud?

The MindMeister team maintains the server side of our cloud-syncing solution. This is why you can use the same username as you use for MindMeister also for the Firetask Cloud.

How can I reset or change my password for my Firetask Cloud account?

Every Firetask Cloud account is at the same time a MindMeister account meaning that you can easily reset or change your password using the MindMeister website.


How can I integrate with Firetask?

Currently, the only way is to use our firetask://addTask URL scheme. The URL scheme allows you to add a task to the Firetask In-Tray.

What is the format of the Firetask URL scheme?

The Firetask URL scheme always has the format firetask://addTask?subject=.... The subject parameter is mandatory, all other parameters are optional. The optional parameters include notes, due (ISO date: YYYY-MM-DD, e.g., "2013-02-20"), priority (Critical, High, Medium, Low, Trivial), project (project name), and category (category name). Note that built-in project and category names are matched using their localized names.