User Guide

Table of Contents

• Task Management
• The Eisenhower Matrix
• Projects
• Recurring Tasks
• Collaboration
• Sync & Data
• Account & Authentication
• Settings
• Subscription Tiers
• Tips & Best Practices

Task Management

Creating Tasks

1. Click the "+" button at the top of the screen

2. Enter task details:

   • Task name: Brief description
   • Importance (1-5): How important to your goals?
   • Deadline: When it's due (select from presets: today, this week, next week, few weeks, next month, or later)
   • Effort: Time/energy required (minutes, hours, days, weeks, or months)

3. Click Save

Klara automatically calculates urgency based on your deadline and other factors, then places the task in the appropriate Eisenhower Matrix quadrant based on importance and calculated urgency.

Editing Tasks

1. Click on any task card to open the edit dialog
2. Modify any field (importance, effort, deadline, etc.)
3. Changes save automatically
4. The task re-categorizes automatically if importance, deadline, or effort changes (urgency is recalculated based on these factors)

Completing Tasks

• Click the checkmark icon on a task card
• A confirmation dialog appears where you can:
  • Add a note (optional): Record what you accomplished or how it went
  • Click Complete to mark the task as done
• Completed tasks move to the "Completed" tab
• View completed tasks by clicking "Completed" at the bottom
• Celebration: When you complete a task, Klara celebrates with a confetti animation!

Completion notes:

• Notes are optional but useful for tracking context
• Notes appear in your weekly email summary for reflection
• Great for recurring tasks to track how each occurrence went

Mobile gestures:

• Swipe left or right on a completed task to archive it quickly
• Haptic feedback: Your device vibrates gently when you complete or swipe tasks (on supported devices)

Uncompleting Tasks

• Click on a completed task
• Click "Mark as incomplete"
• The task returns to its quadrant

Deleting Tasks

1. Click on a task to open the edit dialog
2. Click the trash icon in the top right
3. Confirm deletion
4. Deleted tasks cannot be recovered

Postponing Tasks (Pro)

Available on: Pro tier

Postpone tasks to tomorrow without guilt:

1. Click on a task
2. Click "Postpone to tomorrow"
3. The task's deadline moves to tomorrow
4. Urgency adjusts automatically

Use case: When you know you won't complete a task today, postpone it guilt-free instead of letting it become overdue.

Custom Date Picker (Pro)

Available on: Pro tier

Set any future date as a deadline:

1. Click on a task
2. Click "Set deadline"
3. Choose any date from the calendar
4. Click Save

Free tier limitation: Only preset options available (today, this week, next week, few weeks, next month, later). Custom date picker requires Pro tier.

The Eisenhower Matrix

Understanding the Four Quadrants

1. Now (Urgent + Important)

• Do these tasks immediately
• Limited to 1 incomplete task to maintain focus
• Examples: Client deadline today, emergency fix, time-sensitive meeting, finish essay due today

2. Later (Important, Not Urgent)

• Schedule dedicated time for these
• Most impactful for long-term goals
• Examples: Strategic planning, study for upcoming exam, relationship building

3. Maybe (Urgent, Not Important)

• Delegate if possible, or do quickly
• Examples: Some emails, routine admin, interruptions

4. Skip (Neither Urgent nor Important)

• Eliminate or defer indefinitely
• Examples: Busy work, time wasters, low-value activities

How Klara Categorizes Tasks

Klara uses a sophisticated quartile-based algorithm:

1. Importance Score: Combination of importance rating + effort
2. Urgency Score: Calculated automatically based on deadline proximity and other factors (you don't set urgency manually)
3. Quadrant Assignment: Based on score thresholds

Key factors:

• Tasks with deadlines today → Highest urgency rating, very likely "Now" (if also important)
• Tasks due within 3 days → Higher calculated urgency
• High importance (4-5) → More likely "Now" or "Later"
• Low importance (1-2) → More likely "Maybe" or "Skip"

Manual Override

While Klara categorizes automatically, you can influence placement by:

• Adjusting importance rating
• Adding or removing deadlines (which affects calculated urgency)
• Changing effort estimates

Projects

Available on: Free tier (up to 3 projects), Pro tier (unlimited)

What are Projects?

Projects allow you to organize tasks into separate workspaces:

• Work project: Job-related tasks
• School project: Classes, assignments, study sessions
• Personal project: Home, family, hobbies
• Side Project: Specific initiatives

Each project has its own Eisenhower Matrix with four quadrants.

Creating a New Project

1. Click the project dropdown in the top left
2. Click "Create project"
3. Enter a project name
4. Choose an emoji icon (optional)
5. Click Create

Limit: 3 projects for Free users, unlimited for Pro

Switching Between Projects

• Click the project dropdown in the top left
• Select the project you want to view
• All tasks shown are specific to that project

Overview

The Overview is a special, permanent view that always appears in the project dropdown:

• Shows all tasks not assigned to any specific project
• Cannot be deleted or renamed
• Available on all tiers (Free and Pro)
• Useful for tasks that don't fit into specific categories

Moving Tasks Between Projects (Plus)

You can move tasks from one project to another:

1. Click on a task to open the edit dialog
2. Click "Move to project"
3. Select the destination project
4. Undo: After moving, you have 5 seconds to undo the move via the toast notification

Tip: Use undo if you accidentally move a task to the wrong project.

Renaming a Project

1. Switch to the project
2. Click the project dropdown → "Edit project"
3. Change the name or emoji
4. Click Save

Deleting a Project

1. Switch to the project
2. Click the project dropdown → "Delete project"
3. Confirm deletion
4. Warning: All tasks in the project are permanently deleted

Shared vs Personal Projects

• Personal projects: Only you can access
• Shared projects: Multiple users can collaborate (see Collaboration)

Recurring Tasks

Available on: All tiers (Free and Pro)

What are Recurring Tasks?

Recurring tasks automatically reappear after completion:

• Daily: Every day (e.g., morning routine, workout, review class notes)
• Weekly: Every week (e.g., team meeting, study group sessions, grocery shopping)
• Monthly: Every month (e.g., pay bills, review finances)

Creating a Recurring Task

1. Create or edit a task

2. Enable "Make this recurring" toggle

3. Choose frequency:

   • Daily: Task repeats every day
   • Weekly: Choose day(s) of the week
   • Monthly: Choose date(s) of the month

4. Set catch-up behavior:

   • Strict: Missed deadlines stay in the past, maintains original schedule
   • Roll forward: Advances to next valid date, calculated from when you complete the task

5. Click Save

How Recurring Tasks Work

After completion:

• Task shows as "completed" with strikethrough for the rest of the day
• Deadline automatically advances to next occurrence immediately upon completion
• Task appears as incomplete with the new deadline (visible after page refresh or when viewing the next day)

Catch-up behavior examples:

In this example, you were 18 days late completing a weekly Monday task. Strict mode creates Nov 11 as the next deadline (already passed - builds backlog). Roll forward mode skips the two missed Mondays and schedules the next future Monday (Nov 25).

Editing Recurring Tasks

• Edits apply to the current and future occurrences
• Completion history is preserved

Disabling Recurrence

1. Click on the recurring task
2. Toggle off "Make this recurring"
3. The task becomes a regular one-time task

Collaboration

Available on: Free tier (up to 5 collaborators per project), Pro tier (up to 50)

Sharing a Project

When creating a new project:

1. Click the project dropdown → "Create project"
2. Enable the "Shared project" toggle
3. Enter project name and click Create
4. On the invite step, enter email addresses (up to 20 per invite)
5. Click Send invitations

Making an existing project shared:

1. Click the three-dot menu (⋮) next to the project name in the project dropdown
2. Click "Edit project"
3. Enable the "Enable sharing" toggle
4. Click Save
5. Then invite members (see below)

Inviting members to an existing shared project:

1. Click the three-dot menu (⋮) next to the project name in the project dropdown
2. Click "Manage collaborators"
3. Click "Invite members" button
4. Enter email addresses (up to 20 per invite)
5. Click Send invitations

Note: Once a project has collaborators, you cannot disable sharing until all members are removed.

Invitees receive an email with an invitation link.

Project Roles

Coordinator (Project Owner):

• Full control over the project
• Can invite/remove members
• Can edit/delete the project
• Can view all tasks

Member:

• Create, edit, and complete tasks
• Assign tasks to themselves or others
• Cannot delete the project
• Cannot remove other members

Accepting an Invitation

1. Check your email for the invitation
2. Click "Accept invitation" in the email
3. Sign in to Klara (or create an account)
4. The shared project appears in your project list

Task Assignment

Assign tasks to specific project members:

When creating a task on a shared project:

1. Create a task on a shared project
2. On the assignment step, select "Assign to me" or choose another project member
3. Click Save

When editing a task on a shared project:

1. Click on a task card to view it
2. If the task is already assigned, you'll see the assignee's name with a dropdown button
3. Click the dropdown button next to the assignee name
4. Select "Assign to me", another member, or "Leave unassigned"

Assigned tasks show the member's name on the task card.

Claiming Unassigned Tasks

On shared projects, you can claim unassigned tasks:

1. Click on an unassigned task card
2. You'll see "Available to claim" with a "Claim task" button
3. Click "Claim task"
4. The task is now assigned to you

Note: Only unassigned tasks show the claim button. If someone else claims the task first, you'll see a notification.

Removing Members

Coordinators only:

1. Click the three-dot menu (⋮) next to the project name in the project dropdown
2. Click "Manage collaborators"
3. Click the X next to a member's name
4. Confirm removal
5. The member loses access to the project

Limits:

• Free tier: Up to 3 projects, up to 5 collaborators per project
• Pro tier: Unlimited projects, up to 50 collaborators per project

Sync & Data

How Sync Works

All Tiers (Free, Pro):

• Tasks automatically sync to Supabase cloud
• Access from any device with your account
• Real-time sync across devices
• Automatic conflict resolution (Last-Write-Wins)
• Local storage (IndexedDB) for offline access

Anonymous Users (No Account):

• Tasks stored locally in your browser only
• No cloud sync (requires sign-in)
• Limited to single device

Sync Triggers

Sync happens automatically:

• Every 15 minutes (background sync)
• When you return to the app (foreground detection)
• When you come back online (network detection)
• When real-time changes occur (collaboration)

Offline Mode

Klara works fully offline:

• Create, edit, and complete tasks without internet
• Changes queue automatically
• Sync resumes when you're back online

Data Storage

Local Storage (All tiers):

• Browser IndexedDB
• Persists across sessions
• Cleared if you clear browser data

Cloud Storage (All tiers with account):

• Supabase PostgreSQL database
• Encrypted in transit (HTTPS)
• Regular backups
• GDPR compliant

Exporting Data

Export your tasks to JSON:

1. Click your avatar in the top right
2. Click "Export Tasks"
3. Download JSON file with all tasks (includes active, archived, and deleted tasks)

Use case: Backup, data portability, or migration.

Importing Data

Import tasks from a JSON file (created via Export):

1. Click your avatar in the top right
2. Click "Import Tasks"
3. Select your JSON file
4. Choose import mode:
   • Add mode (recommended): Merges imported tasks with existing tasks
   • Replace mode: Clears all current tasks and replaces with imported data

Warning: Replace mode permanently removes all existing tasks. Use Add mode for safe merging.

Weekly Email Summaries

Available on: All tiers (Free and Pro)

Receive personalized weekly summaries every Monday:

• Review of completed tasks from the past week
• Preview of upcoming tasks
• Personalized accomplishment narrative
• Delivered in your timezone (configure in Settings)

Customization:

1. Open Settings (click avatar → "Settings")
2. Toggle "Weekly email summaries" on/off
3. Select your timezone for delivery timing

Report issues: If you receive inappropriate or incorrect summary content, click the "Report" link in the email footer to let us know.

Account & Authentication

Sign Up Methods

Choose from four authentication methods:

1. Google OAuth: Sign in with your Google account
2. GitHub OAuth: Sign in with your GitHub account
3. Email/Password: Traditional email + password
4. Magic Link: Passwordless email authentication

Anonymous Mode (Free Tier)

Use Klara without an account:

• No sign-up required
• Tasks stored locally only
• Limited to 5 active tasks
• No cloud sync

Switching Accounts

1. Click your profile in the top right
2. Click "Sign out"
3. Sign in with a different account

Deleting Your Account

GDPR-compliant account deletion:

1. Click your avatar in the top right
2. Click "Delete Account"
3. Confirm deletion by typing the confirmation word
4. All data is permanently deleted:
   • Tasks
   • Projects
   • Subscription
   • Personal information

Warning: This action cannot be undone.

Settings

Access Settings by clicking your avatar in the top right, then "Settings".

Profile

Customize how you appear to collaborators on shared projects:

• Display Name: Set a custom name that overrides your OAuth provider name (Google/GitHub)
• Changes save automatically when you click outside the field
• Leave empty to revert to your OAuth provider name

This name appears on task assignments and in collaborator lists on shared projects.

Email Summary Preferences

Available on: All tiers (Free and Pro)

Control your weekly email summaries:

• Toggle on/off: Enable or disable weekly emails
• Timezone selection: Choose from 400+ timezones for delivery timing
• Summaries are sent every Monday in your selected timezone

Timezone Configuration

Set your timezone for accurate email delivery:

1. Click "Select timezone" in Settings
2. Search or browse through the timezone list
3. Select your timezone (e.g., "America/New_York", "Europe/Stockholm")
4. Changes apply immediately to future email deliveries

Why it matters: Email summaries are sent Monday mornings in your timezone, ensuring you start your week with the right context.

Account Management

From Settings, you can also:

• Delete account: GDPR-compliant account deletion (see Account & Authentication)
• View your current subscription tier
• Access subscription management (see Subscription Tiers)

Subscription Tiers

Free Tier

Features:

• Unlimited tasks
• Eisenhower Matrix auto-categorization
• Cloud sync across all devices
• Offline access
• Dark mode
• Multi-language (English, Swedish)
• PWA (install to home screen)
• Recurring tasks (daily/weekly/monthly)
• Up to 3 projects
• Collaboration (up to 5 members per project)
• Task assignment and claiming
• Weekly email summaries

Limitations:

• Preset deadline options only (no custom dates)
• No postpone feature
• Up to 3 projects
• Up to 5 collaborators per project

Pro Tier

Everything in Free, plus:

• ✅ Custom date picker for any deadline
• ✅ Postpone tasks to tomorrow
• ✅ Unlimited projects
• ✅ Up to 50 collaborators per project
• ✅ GitHub Projects integration

Best for: Power users, teams, and professionals who need advanced scheduling and larger collaboration limits.

Upgrading

Visit the Pricing page to upgrade and see current pricing:

• Multi-currency support: Pricing available in USD, EUR, and SEK
• Flexible billing: Choose monthly or annual billing
• Free trial: All paid subscriptions include a 14-day free trial

Managing Your Subscription

Manage your subscription via the Stripe customer portal:

1. Click your avatar in the top right → "Manage Subscription"
2. Stripe customer portal opens in a new tab
3. From the portal, you can:
   • Update payment method
   • View billing history and invoices
   • Change subscription plan
   • Cancel subscription
4. Changes take effect at end of billing period

Cancellation

Cancel anytime:

• Access continues until end of billing period
• Data is not deleted (you can reactivate later)
• Downgraded to Free tier after cancellation
• Unlimited tasks, cloud sync, and recurring tasks continue to work
• Pro features (custom dates, postpone, GitHub integration, unlimited projects) become unavailable

Tips & Best Practices

Daily Routine

Morning:

1. Review your Now quadrant
2. Focus on the single most important task
3. Complete it before checking email

Evening:

1. Review Later quadrant
2. Review tomorrow's high-priority tasks and adjust importance or deadlines if needed
3. Archive completed tasks

Weekly Review

Every Sunday (or your preferred day):

1. Review all quadrants
2. Delete tasks in Skip that haven't moved in a few weeks
3. Schedule time for Later tasks
4. Plan next week's priorities

Collaboration Tips

• Assign ownership: Every task should have a clear owner
• Use deadlines: Especially for shared tasks
• Daily stand-ups: Review shared projects together
• Clear task names: Be specific for team clarity

Productivity Hacks

💡 One thing at a time: Limit Now to 1 task forces focus

💡 Time blocking: Schedule "Later" tasks on your calendar

💡 2-minute rule: If a "Maybe" task takes <2 minutes, just do it

💡 Weekly batch: Process all "Maybe" tasks in one session

💡 Eliminate guilt: Use "Postpone to tomorrow" freely

Need More Help?

• 📖 Getting Started - Quick start tutorial
• ❓ FAQ - Answers to common questions
• ✉️ Email Support - Get in touch

Master Klara and reclaim your clarity and calm. 🧘