FlowTask: your tasks, booked around real meetings
FlowTask books your tasks into the gaps between your meetings as real Google or Outlook calendar events. Preview the plan on Today, then apply it. Free to use.
What FlowTask does
- Reads your Google or Outlook calendar and treats your meetings as busy time. Events you mark as Free do not block anything.
- Finds the gaps between meetings and puts each task in the earliest free slot inside your working hours, with a buffer between blocks.
- On the Today screen it shows a preview first and writes nothing to your calendar until you press Apply.
- Applied blocks become real calendar events that move or disappear when you reschedule, finish or unschedule the task.
- Optional: turns action items from your Fathom and Granola meetings into suggested tasks in an Inbox.
- Optional: syncs a Notion task database both ways.
- Focus timers (Pomodoro, Sprint, Deep Work, Marathon and Flow) and a weekly Review.
FlowTask is free for one person. Pro will add Notion, Fathom and Granola for $4 a month or $36 a year, and Team a shared team space for $6 per member per month or $60 per member per year. Both open soon.
How it works
- Add your tasks. Type them into FlowTask with a priority, a due date and a time estimate. Already keep them in a Notion database? Connect it and the two stay in sync both ways.
- Connect a calendar. Create your account with an email and password, confirm the link we send, then connect Google Calendar or Outlook in Settings. Your meetings become busy time, and events you mark as Free stay bookable.
- Press Auto-schedule. Each task goes into the earliest free slot inside your working hours, with a buffer between blocks. On Today you get a preview first, then choose Apply or Cancel.
How it decides
- When a task is overdue, it goes first, even ahead of ASAP.
- When a task is ASAP, it ranks above every Urgent, High, Medium or Low task that is not overdue.
- When an event is marked Free, it does not block a slot.
- When a new meeting appears on top of a planned block, run Auto-schedule again and the plan routes around it.
- When nothing fits before the due date, the task takes the next free slot it can find, and the plan says it was pushed past the date.
- When you reschedule, finish or unschedule a task, its calendar event moves or is removed with it.
- It weighs priority (ASAP, Urgent, High, Medium, Low), how close or overdue the due date is, recurring tasks, your working hours and days, your buffer, and whether an event is free or busy.
Why FlowTask asks for Google Calendar access
FlowTask is a task planner. Its whole job is to put your tasks into the free time between your real meetings. To do that it has to see the meetings and write the blocks, so it asks for calendar access. Connecting Google Calendar is a separate, optional step you take in Settings after you create an account. Signing up does not ask for it.
What the permissions cover
- calendar.events: Read the events on the calendars you choose, so FlowTask knows when you are busy. Create, move and delete the calendar events for the tasks you schedule. Reading alone is not enough, because FlowTask books tasks as real events.
- calendar.calendarlist.readonly: List your calendars so you can choose which ones count as busy. This cannot change them.
- userinfo.email: Show which Google account is connected.
- Outlook: Outlook asks for the equivalent through Microsoft: Calendars.ReadWrite, User.Read and offline_access.
What FlowTask does with them
- FlowTask only adds, moves and removes the events it created for your tasks.
- It does not copy your existing events into its database. They are fetched while you use the app and held in memory. What it stores is each task's scheduled time and the id of the event it created.
- Your Google and Outlook tokens are kept on the server, never in your browser, and every table that holds your data has row-level security. Everything travels over HTTPS.
- FlowTask does not sell your data or use it for advertising.
- Disconnect a calendar in Settings and its stored tokens are deleted.
- Delete Account in Settings permanently deletes your account, tasks, settings, meeting suggestions and stored tokens. It does not delete your Notion pages or the calendar events already created. You can also remove FlowTask's access yourself at myaccount.google.com/connections.
FlowTask's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Questions
Why does FlowTask need access to my calendar?
FlowTask books your tasks as real calendar events, so it has to see your meetings and write the blocks. Reading your meetings is not enough, because it also has to create, move and delete the events it books. It reads the calendars you choose, and it only adds, moves and removes the events it created for your tasks. It does not copy your existing events into its database. Connecting a calendar is optional and happens in Settings after you sign up; signing up does not ask for it.
Will it write to my calendar without asking?
Only when you ask, with two exceptions. On Today, Auto-schedule shows a preview first, and nothing is written until you press Apply. Cancel drops the preview. Scheduling from the Tasks list, scheduling a single task, and dragging a block on the desktop calendar apply straight away, because you asked for exactly that. FlowTask also changes your calendar by itself in two cases, and only for tasks it has already booked. When you open the app, an unfinished task whose block was on an earlier day is moved to the next free slot, and its calendar event moves with it. If you use Notion and a task's done state changes there, FlowTask removes its calendar event, or books it again if the block is still ahead, the next time it syncs. Applied blocks are created as free time, so colleagues can still book you, and they move or disappear when you reschedule, finish or unschedule the task.
How is my data protected?
Your Google, Outlook and Notion access tokens, and your Fathom and Granola API keys, are kept on the server, where your browser cannot read them, and every table that holds your data has row-level security. Traffic uses HTTPS. FlowTask does not copy your existing calendar events into its database: they are fetched while you use the app and held in memory. It stores the start and end time of each task you schedule and the id of the event it created. It does not sell your data or use it for advertising. The Privacy Policy lists the services that process data for FlowTask.
What is free, and what will Pro add?
Planning your week is free for one person, with no card: tasks, Today, Calendar, Auto-schedule with preview, focus timers, the weekly Review, and Google Calendar and Outlook. Pro will add Notion, Fathom and Granola for $4 a month or $36 a year, and Team a shared space for $6 per member per month or $60 per member per year, with everything in Pro. Both open soon.
Do I need Notion?
No. Type tasks straight into FlowTask and connect only a calendar. If you already keep tasks in a Notion database, connect it and the two stay in sync both ways: tasks come in, and edits, completions and deletions you make in FlowTask go back. The database needs a few specific properties: Name, Priority, Status, Deadline, Time Estimate, Assignee and Client. Fathom and Granola are optional too, and FlowTask only reads your action items from them. Notion, Fathom and Granola will be part of Pro, which opens soon.
What happens when a new meeting appears?
Run Auto-schedule again and the plan routes around the new meeting. FlowTask does not re-plan future blocks in the background, so they stay where they are until you run it again.
Does it work with Outlook, and on my phone?
Yes to both. Connect Outlook.com, Hotmail or Microsoft 365 calendars the same way as Google, and FlowTask reads them and writes its blocks to your default calendar. Some organisations limit which apps a work account can approve; if yours does, an administrator has to allow FlowTask first. FlowTask is a web app at task.boostos.pt: it works in your phone's browser, with a day view of your calendar, and you can add it to your home screen so it opens in its own window. It needs an internet connection, and there are no App Store or Google Play apps.
What happens to my data if I leave?
You can disconnect Google, Outlook, Notion, Fathom or Granola in Settings at any time, which deletes the stored tokens. Delete Account in Settings permanently deletes your account, tasks, settings, meeting suggestions and stored tokens. It does not delete your Notion pages or the calendar events already created, and you can also remove FlowTask's access yourself at myaccount.google.com/connections.
Who makes FlowTask?
FlowTask is operated by BoostOS. You can reach a person at hello@boostos.pt.
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© 2026 BoostOS. Google Calendar, Outlook, Microsoft, Notion, Fathom and Granola are trademarks of their respective owners. FlowTask is not affiliated with or endorsed by them.