Create and manage lists

What are lists?

Lists are containers for organising your tasks and notes. You might create a list for a project, a trip, a shopping run, or any area of your life you want to keep separate. Each list can have sections to break things down further.

Creating a list

1. Tap the Lists tab at the bottom of the screen.
2. Tap the + button, labelled New list.
3. Enter a name for your list.
4. Tap Save.

After you save, you'll see a "List created" message and we open your new list so you can add tasks and notes straight away. It also appears on the Lists screen.

Adding sections to a list

Sections let you divide a list into groups — for example, "To do", "In progress", and "Done", or any categories that suit your workflow.

1. Open a list.
2. Tap the menu button (⋯) at the top right and choose Add sections. Once the list has sections, this reads Manage sections.
3. Type a name into the "+ Create section" field at the top of the sheet.
4. Tap Create.

To reorder sections, open the menu, choose Manage sections and drag the sections into the order you want. We save the new order when you close the sheet. You can also rename, archive and remove sections there.

Adding tasks and notes to a list

There are two ways to add items to a list:

• From the list — Open a list and tap the + button. On the Tasks tab it adds a new task to the list, and on the Notes tab it adds a new note. The button isn't shown on archived lists.
• From a task or note — Open the task or note and tap Add to list (if it is already in a list, tap the chip showing the list's name instead). Choose the list, and optionally a section. Subtasks always stay in their parent task's list.

Moving items between lists

To move a task or note to a different list, open it, tap the chip showing its current list's name, and select the new list. If the task has subtasks, they will move with it automatically.

Archiving a list

When you are finished with a list but want to keep it for reference, you can archive it instead of deleting it. Archived lists are hidden from your main view. To find them, tap the Archived filter at the top of the Lists screen, next to Active. The filter appears once you have at least one archived list. Tasks and notes in an archived list don't appear anywhere outside it, and they're read-only until you unarchive the list.

To archive a list, open it, tap the menu button (⋯) and choose Edit list. Then tap Archive at the bottom of the screen and confirm. Archiving also turns off the list's share link. To restore it, tap the Archived filter and open the list, choose Edit list from the menu in the same way, then tap Unarchive at the bottom and confirm.

Deleting a list

To delete a list, open it, tap the menu button (⋯) and choose Edit list, then tap Delete at the bottom of the screen. Nothing has to be moved first: if the list has tasks or notes, you can tick Delete tasks and Delete notes to remove them too. Anything you leave unticked is kept, just no longer in a list. Tap Delete list, then confirm with Delete. Only the list's owner can delete it, and deleting a shared list also deletes it for the people you shared it with.

Deleting a list cannot be undone. Consider archiving instead if you might need the list later.

Sharing lists

You can share a list with others to collaborate in real time. Shared list members can add, edit, and complete tasks, as well as add notes. Activity notifications keep everyone informed of changes. On the free plan you can share a list with one other person. With PRO you can share it with up to nine.

To share a list, open it, tap the menu button (⋯) and choose Share list. In the sheet, tap Share list (or Share link once the list has a link) to send an invite link from your device's share sheet. Anyone who opens the link can join, up to your plan's limit.