Once you’ve got the basics down, it’s time to level up your task management game. This guide covers everything you need to know about organizing tasks effectively in Waypoint AI.

Task Properties Deep Dive

Every task in Waypoint can have these properties:

Title - The main description of what needs to be done
Description - Additional details, notes, or context
Status - Todo or Done
Priority - 1 (highest/MIT) through 5 (lowest)
Type - Task, meeting, habit, project, goal, chip away
Due Date - When the task should be completed
Recurrence - Is the task recurring
Duration - Estimated time to complete (in minutes)
Context Tags - Categories for filtering, organization, and using for the Waypoint Assistant
Parent - Is it nested underneath another item.

The Priority System

Waypoint uses a 1-3 priority scale, but the real magic is in Priority 1: Your Most Important Task.

What’s an Most Important Task?

The Most Important Task is the one thing that, if you accomplish nothing else today, would make the day a success. Try to find this for yourself or ask the Waypoint Assistant to help you find it.

Setting a task to Priority 1 automatically designates it as your most important task. Waypoint displays this prominently so you never lose sight of what matters most.

Priority Best Practices

Priority	Use For
1 Most Important Task	The single most important task right now
2	Very Important - try not to have more than 3 at a time
3	Important - should be done soon

Pro tip: Only have one Priority 1 task at a time. If everything is urgent, nothing is urgent.

Hierarchical Organization: Subtasks

Waypoint supports nested items (subtasks), allowing you to break down complex work into manageable pieces. You can nest as deep as you want to, although we suggest not going deeper than 3 or 4 levels. Feel free to use items like folders. In fact, if you mark an item as a project and give it subtasks, the icon is a folder.

Creating Subtasks

Open an existing task
Tap Add Parent choose the item you want to be the parent item

Pro tip: You can ask the assistant to do this for you and it can do it for many items all at once.

When to Use Subtasks

Use subtasks when:

A task has multiple distinct steps
You want to track progress on a larger project
Different parts have different deadlines

Example hierarchy:

📁 Launch Marketing Campaign
  ├── Draft email copy
  ├── Design graphics
  ├── Set up email list
  └── Schedule send date

Completing Parent Tasks

When you complete all subtasks, Waypoint can automatically mark the parent as done (or you can use “Complete All Children” to mark everything done at once).

Due Dates and Scheduling

Setting Due Dates

Tap the calendar icon on any task to set a due date. You can:

Pick a specific date
Set a time for deadline
Leave it as date-only to set something as due that day

Recurring Tasks

You can set up tasks to repeat. There are lots of options for this when you choose the Recurrence button

Date-Based Views

Waypoint lets you see overdue and today’s items quickly and easily. Just choose the icon to filter on overdue or today or both.

Reordering and Manual Prioritization

Sometimes priority numbers aren’t enough. Waypoint lets you drag and drop tasks to manually order them.

How to Reorder

Long-press (mobile) or click and hold (web) on a task
Drag it to the desired position
Release to drop

Your manual order is preserved and synced across devices.

Task Duration and Time Estimation

Tasks with due dates can have an estimated duration in minutes. This helps you:

Plan your day realistically
Know how much time tasks will take
Get timer suggestions from the AI
Use it for meetings

Setting Duration

Open task details
Find the due date field. Choose a date, time, and duration
Enter time in minutes (e.g., 30 for half an hour)

Flat View vs. Hierarchical View

Waypoint offers two ways to see your tasks:

Hierarchical View (Default)

Shows parent tasks with their subtasks nested beneath. Great for:

Seeing project structure
Understanding task relationships
Managing complex work

Flat View

Shows a plain list of tasks that don’t have sub-tasks, organized by date. Perfect for:

Daily planning
Seeing exactly what to work on
Simple todo lists

Toggle between views after you have selected other filters.

Batch Operations

Need to manage multiple tasks at once?

Complete All Children

Open a parent task and select “Complete All Children” to mark all subtasks as done in one action.

Bulk Filtering

Use filters to show only specific tasks, then work through them systematically.

Best Practices for Task Management

Keep task titles actionable - Start with verbs (Review, Write, Call, Send)
Use descriptions for context - Add links, notes, or details you’ll need later
Set realistic due dates - Better to under-promise and over-deliver
Review regularly - Weekly reviews keep your task list healthy
Archive completed work - Don’t delete everything; completed tasks can be valuable records

Next Steps

Organizing with Context Tags - Master the filtering system
Timer and Time Tracking - Stay focused with timers
Recurring Tasks - Automate repeating work

Mastering Task Management in Waypoint