Skip to main content
Tell GAIA what you need to do and it becomes a task, with the right priority, due date, and labels pulled from what you said. Everything lands on your Todos page, where you can filter, sort, search, and track it all.
Todos page showing tasks with priorities and due dates

​
What to say

You can keep iterating in the same conversation:

​
How tasks are organized

Priorities. Every task is High (red), Medium (yellow), Low (blue), or unset. Priority controls sort order, and GAIA uses it when summarizing your workload or suggesting what to tackle next. Projects. Projects group related tasks, with custom colors and running task counts. Tasks without a project go to your Inbox. Create one from the + icon in the project sidebar, or in chat: Labels. Labels are tags that cut across projects, a task in “Work” can share a “design” label with a task in “Side Project”. Use them to filter by topic, track categories like “bug” or “follow-up”, and find related tasks fast. Up to 20 labels per task. Subtasks. Break a task into individually completable steps. Your task list shows progress, “2/5 subtasks”, without opening the task.
Use subtasks for tasks with clear sequential steps. A “Publish blog post” task might have “Write draft,” “Add images,” “Review SEO,” and “Schedule publish.”

​
Suggested workflows

This is where GAIA goes beyond a standard task manager. For any task, GAIA can generate a suggested workflow, a step-by-step action plan it can execute for you. Each step has a number, a title and description, and a category (email, calendar, research) showing which tools GAIA will use. For a task like “Prepare for Monday’s board meeting,” GAIA might suggest:
  1. Pull relevant emails from the past week
  2. Summarize key metrics from your project tracker
  3. Draft an agenda document
  4. Block 2 hours of focus time on your calendar
Click Run Workflow and GAIA carries out the steps in chat, using your connected integrations.
Suggested workflows are generated on demand. Open a task in the sidebar and look for the Workflow section.

​
Finding and finishing tasks

The Todos page filters by status (active, completed, or both), priority, project, label, and date (due today, this week, or overdue). Search finds tasks by keyword, or by meaning with semantic search. Click the checkbox next to any task to complete it, it gets a strikethrough and moves to the bottom of the list. Select multiple tasks to act in bulk: complete several at once, move them to a different project, or delete them.
Deleted tasks cannot be recovered. If you want a record of what you’ve done, complete tasks instead of deleting them.

​
Creating tasks by hand

Prefer a form? Click Add Task on the Todos page to set every detail yourself.
Add task dialog with project, priority, due date, labels, and subtasks
1

Enter a title

Keep it specific, “Draft investor update email” beats “Email stuff.”
2

Set a priority

High, Medium, Low, or unset.
3

Pick a due date

So GAIA knows what’s overdue, due today, or coming up. Tasks without a due date go to your Inbox.
4

Assign to a project, add labels and subtasks

Group it, tag it, and break it into steps as needed.
Combine both approaches, create a task quickly in chat, then open it on the Todos page to add subtasks, adjust the priority, or assign a project.