State of the art datacenter
Our servers are located in a state-of-the-art data center with several back-end Internet providers, air-conditioning, restricted access and in a non-seismic area. Regular security audits are a standard here.
Daily off-site backup
Apart from a local daily backup in our data-center, we do an hourly off-site backup of our databases to two different servers in the world. This way we can always rest assured that the data can be easily recovered.
By Web App we mean the application found under app.nozbe.com. It is out official server-front application and is basic platform from which others derive. It operates on all modern browsers.
Some of our users are bound by their employers to use older version of browser such as IE7 or IE8. The app.nozbe.com won’t work on them, sadly. Thus we have decided to keep alive our Classic version - webapp.nozbe.com. If you are tied for some reason to older software please refer to that version. It does have its limitation and won’t be updated with new features, but otherwise should serve you well.
Desktops applications (for Windows/Mac/Linux) are essentially identical with the app.nozbe.com browser version. One exception is in respect to the Mac app, which has push notifications working same as on mobile apps and badge informing you of pending tasks in your Next Action list. It is also worth to mention that via those apps you can also work off-line and sync changes to the server after you are connected to the Internet again.
Mobile Applications at this point (March 2014) can be divided roughly into three types:
- mobile browser app that will work for any mobile phone with a browser - mobile.nozbe.com
- HD apps such as iPad app and AndroidHD both of which are designed for larger screen mobile devices and tablets. These versions work the same as app.nozbe.com
- mobile apps such as iPhone and Android. There are certain limitations on the functions found in them due to smaller screens, but all the basic characteristics have been preserved to allow users to get their things done on the way.
Please note that in case of 2nd and 3rd type of the app you can use them offline and sync changes when your access to the Internet is restored. This is just perfect while traveling.
Here are some details on differences between mobile apps mentioned in no.3 above and the desktop apps.
- It is not possible to filter on the mobile apps (feature planned to be implemented in 2.0 + versions)
- Part of menu that normally can be accessed from left-hand icon bar is located under "..."icon at the lower bar of the screen
which leads to so-called "More Menu"
Where-from you may log out, check new comments, renew sync, access your settings and more.
Another difference is filtering your project list by labels. First you will of course need to tap the icon for multiple folders from the lower bar to get your project list. Then choose "all" in top right corner at which point a similar view to the below shown will be displayed:
Picking a label from the list will narrow your projects to only those with it. Selecting again "all" will revert you back to unfiltered list.
Also some options for projects and tasks/actions are a bit obscure. Here is how you can access details of a project(it works similar for a task/action):
Each of those icons leads to consecutive views, just like the icons at the top bar in all the other apps:
- (shown in screen above) is the active tasks list
- Attachments to project
- Activity within the project (heartbeat icon)
- Completed actions (square with tick icon) - this icon won't be found in case of a task/action
- Project details (gear icon)
The last differences is that on mobile apps you can't add Box files to your comments. This option is only available on desktops and app.nozbe.com due to limitations on the Box widget.
Each account has settings where many different aspects may be changed by the user. One can also print from there recent invoices, change their plans or time zone. They are located under the gear icon found on the icon bar on the left
At the moment settings include the following:
Top of the page offers different options for possible plans including the one you are currently using. In the above example Rafał is using Business Plan.
The first block of information contains name of the user and his address (here cleared for security reasons). Followed by the version of application - in this case 1.9.1. Then comes the type of plan you are currently using- here Business- and its’ validity - 18th July 2020. Last two lines inform you of your account content. First speaks of number of projects and contexts. Please note that all paid plans do not have any limits on the count of those thus “unlimited number”. The second line tells you how much of storage does your currently active data takes up. Please note that in reality there are no storage limits on paid accounts.
Your Processed Payments area offers you direct access to printable invoices for each and every payment you have made. Simply click on the date. You can either print to pdf format or send document directly to your printer.
- Here you can change your avatar. This is particularly advisable in case you cooperate with others via Nozbe. By downloading an avatar you will make your and others life easier. It will be used at your tasks and allow easily and visually to distinguish between actions/comments etc made by you and or delegated to you.
- Here you will find the name you have used to create the account with.
- Shows you city of location
- Country which you reside in, can be amended by choosing a different one from the drop down list
- Allows you to decided which day your week starts at. For the US it is common for calendars to start on Sundays; for Europe - Mondays; but there are those of us that start their work week for instance on Wednesdays.
- Time zone. This option is particularly important in case of discrepancies between your Nozbe and other calendars or devises you might be using. If you notice a difference in time set on actions, please first if the zones on you other apps and locations correspond to the one set up here and amend if necessary.
Your nickname and PIN
Following area serves to set up your nickname and PIN in Nozbe. Without them you won’t be able to email tasks to Nozbe.
- type your nickname here and save changes
- type your PIN here and save changes 3-5. Information on format of your Nozbe email and full instruction in form of a link to blog post.
To do so you will need your original password (or a temporary one sent by Nozbe in case of loss of password).
Simply type your old password in the 1st field and then twice the new one in following fields and click ‘save changes’.
Email Address Change
Please note that this option will send a confirmation message to your old email address, so you do need to have access to it. If you don’t, please contact our Support Team firstname.lastname@example.org to request their assistance.
Email notifications per default are turned on. Un-checking the box next to this setting will turn them of.
Notifications cover changes done in shared projects within last hour. Essentially, they are send on hourly basis 24hr/day. They are send to your email inbox provided there are any changes to rapport.
This section is only available for apps that do have push notifications, namely: iOS, Mac and Android
As you can see the notifications appear on your screen in case of 3 types of events. You are free to disable any/all of them at any time by removing the tick.
Once you will set up your integration with Google Calendar from the Calendar within Nozbe you will be getting reminders in the GCal. Those are fixed on 30 minutes prior to an event and can’t be amended. However, you can turn them off in the settings.
Once you have your Nozbe linked to Evernote the integration will automatically cover your Evernote Reminders. A reminder added in Evernote will appear in your Inbox as a task with due date set in Evernote and a context “Evernote Reminder”. The note itself will get attached to it as a comment. If you do not wish for them to appear in your Nozbe, you will need to switch this aspect of integration off.
To do that simply remove the tick mark.
You can add task to Nozbe via your Twitter. You will need to first request here Nozbe to follow your Twitter.
You can add a bookmarklet to your browsers, which will help you add simply and efficiently tasks to Nozbe.
Some of our more creative users want to write their own apps for Nozbe. Of course they are more then welcome to. Basic API can be found here. If you wish for more recent and detailed please contact Support Team
Affiliate Program has been for years key of our marketing. Only recently we started to employ a more direct approach, but you are still welcome to spread the word and you will still get commission for your recommendations. Any registered user is Nozbe affiliate and is automatically granted affiliate ID. All your affiliate data (Id, link, statistics and payments) is to be found in the last section of the settings.
Please read this data carefully and use your link to recommend Nozbe to others. In this screenshot the ID has been hidden but in your Affiliate panel you will see it at the end of the link http://www.nozbe.com/AffilaiteID
Cancellation of your account
If at any time you decide to quit Nozbe (we’ll be very sad to hear of this, but life is not all peaches and roses) this area of settings is where you can do it.
Once you click on the link provided there you will be taken to the confirmation window. You will not be able to access your account past that point and any attempt to log in will result in error message informing you that there is no such account (unless you have created a new one under the same address).
Please note that Newsletter system is separate from this, and if you do not wish to receive further emails from us you will need to click unsubscribe link found at the bottom of any newsletter you have received.
Security along with privacy of data is extremely important to us. All your data is encrypted during sessions as well as in the sync and while being stored on the servers.
We will never allow any information provided by you to be accessed by third parties . All our employees have confidentiality clause and additionally data is coded. None can access your account directly (unless you will expressly ask them to do so). Nozbe will delete all your user data when you delete/cancel your account. We are only legally bound to retain copies of the payments receipts for taxation purpouses.
More details on it can be found here
- stuff that should be done
- idea that just came to your mind
- can be actionable - you put it into a project, add context, time needed, date, repeat
- you can delegate it to someone from your team
- if it should be done as soon as possible just mark it with a star and it will become your Next Action
- you can add a comment (simple text, file, checklist, picture, link, EN note, Dropbox file)
- if it's done, click the check mark and it will go to your complete actions list
- when it is no longer needed delete it
- if it becomes too big and requires several steps convert it to project
Adding a new task:
Click plus button at the bottom of the window, write its name and save.
Swift ways to add a task
Tasks can be created by email or by Twitter. Create your Nickname and PIN (Account settings) and you will be able to send tasks to your Nozbe account.
Message Title: Task_name #Project_Name # Context #Date etc.
Adding tasks via Twitter: send your direct messages (DM) to Nozbe. Set up your Twitter account in Nozbe's Settings and later type: "D nozbe My important task
They are, essentially, tasks/actions which you do need to do repeatedly and most often at regular intervals of time. In Nozbe only one, current, task is actually created.
Setting repeats on tasks
When setting up a repeat on a task/action is advisable to set a due date beforehand. If you do not do so, the system will default the date to today. One of the fastest ways to add a repeat to an action is to use the # parameter (especially that you can set a due date as well) for instance:
As you can see typing '#every' bring up a list of accepted intervals. Please note that this also works in emailing.
You can also set repeats when the task is already saved and active.
All currently available options are:
- every Day
- every Week
- every Month
- every Year
- every Weekday
- every 2 Days
- every 2 Weeks
- every 3 Weeks
- every 4 Weeks
- every 2 Months
- every 3 Months
- every Half a year
- every 2 years
Repeats in Nozbe Calendar and in Google Calendar
As stated in Description Nozbe actually creates just one event/action. It, of course, is your current copy. Only once it is completed and archived (at midnight of the day of completing) will a new active copy be formed. However, if you will look at Nozbe Calendar you will see blue copies of that task.
These are the so-called "ghosts". They have been added to the calendar ONLY for planning purposes. They are inactive and you can't act on them by e.g. changing their due date or checking them off. Their sole reason for existence is to let you know that on given day you have something planned.
This leads us to Google Calendar integration. There is technological and logical difference between Nozbe and Googles, thus leading to some confusion. Nozbe is simply incapable of precise interpretation of data from Googles. Its understanding of repeat is one active task....after completing creation of a next one. Thus if you have repeating task in Nozbe and sync it to Google, you will only see the current copy. Same if you have some task added via GCal, in Nozbe you will only see one copy with no information on its recurrence.
What Next Actions are
Next Actions is where you turn to actually start getting things done. This place is for collecting all your priority actions that need to be done next. You can choose which actions to put here - just click the star on a task to make it your next action. Some actions will be added automatically.
1 - This is the project that this Next Action belongs to
2 - Click this star to add/remove a task from Next Actions
According to GTD, next action should be the next physical action that will move your project forward. You can have multiple Next Actions in a project, but be careful not to add too many. Next Actions can be filtered, for example by context, to find the best tasks to do at a given time.
Tasks that become Next Actions automatically
- A task added to the Next Actions view.
- A task with a due date set will become your Next Action at the moment it is due and when it’s overdue - provided that the person responsible is you, or unspecified.
- A task delegated to you by another user will become your Next Action instantly.
The influence others have over your Next Actions
If another user delegates a task to you, it will instantly appear in your Next Actions. This way you will never miss incoming tasks. Of course, you can always remove the tasks from your Next Actions - simply unstar it.
Adding a task to Next Actions
When you input a task through the app or email, type #priority after the task name to automatically add it to your Next Actions.
Per rules of Getting Things Done (David Allen) a project is anything that requires more then one step to complete. Thus even a complex action that has sub-steps is a project. Projects are also essentially your goals.
Create a project
To create a project please click projects tab found in the icon bar on the left. This will show you current project list
then to add a new project
click on the big plus icon at the lower bar.
Below you will find definitions of other icons located on lower bar of your project list
- is providing you with information on current count of active projects
- allows you for alphabetic sorting of you project list
- allows you to view and reactivate completed and archived projects
- shows you and allows you to filter project list by existing labels
- add project button In the screen above please also note two types of icons near your project name. They indicate number of active actions in given project and it’s sharing status. The simply folder one tells you that the project is not shared, whereas the person one indicates that there are other users invited to it.
Here is description of icons found within textbox for creating of a project
- enter project name here and hit enter to save
- use template to create a project from it
- set project details
Clicking on the gear icon will allow you to choose from:
- existing labels and
- colors for your project.
Icons - Top Bar
Within projects you will find several icons. At the top bar the following are located:
- tick - active to-dos
- paper clip - attachments section (includes Evernote, Dropbox and files/archives you have added to Nozbe)
- heart-beat - activities for the project viewed (who did what and when within this project)
- squared tick - archive of completed tasks for this project
Icons - Lower Bar
Lower bar view differs depending on your status within project. For all users it contains the following icons:
- Funnel - filtering by context, person to whom task is delegated as well as time needed.
- Person - Inviting/removing member/view users sharing - in case of unshared project the icon is light grey with dark grey head on it. Once the project becomes shared the icon color invert causing its background to go dark grey and the head turn white. In the image above you can see the shared project icon
- Label - When there is not label added to the project the icon looks like in screen above. Once a label is added the icon background turns dark grey and name of attached label is displayed in white.
- Color - Click the grey dot to change the color of your project. Once changed the dot icon will also change color
Icons - Labels
The next icon on the bar is for labels. Please look at the screenshot to get to know how to add or choose a label to your project.
- click to open label menu (this is how the icon appears when there are no labels attached yet)
- click ‘new’ button to create a new one
- choose one of the existing labels by clicking on it
If you wish to remove a label that has been previously attached to your account:
- please note the change in icon. When a label is added to a project, the icon changes from the light grey version seen above to the dark grey and displays labels’ name
- click the green tick to remove the label from given project
If you wish to create a new label or edit current ones:
First you need to click on the “edit” button shown in the first screen related to labels. Once you do, you will have the following view. If you click on the ‘x’ button near the label name you will completely remove it form your records. Clicking on the “click to add label” will allow you to create a totally new one that will also be instantly added to the given project.
Icons - Project color
Color - Projects on your list can be colored for easier grouping or identification.
- click the grey dot icon (it can be of different color if you already have chosen one for given project)
- choose any from the menu that is displayed As result you project folder on the projects list will change color to the chosen one.
Icons - Project template
Template - if you wish to create a template out of the current project for later use/re-use
- click the briefcase icon
- type in the name of the template
- save Later you will be able to re-use it by clicking the same briefcase icon within creation of project as shown in
Icons - Exclusive Project Owner icons
Then there are icons exclusive to project owner. They appear on the lower bar right next to the ones available to anyone, but only the owner can see and use them.
Edit button - allows you to edit projects name. Clicking it will open a window (seen below) allowing you to change the name (b) of your project with a green save button (c) to the right or cancel the change (a).
Tick - allows to complete a project and move it to archive (owner exclusive)
- Trash - allows you to delete project owner exclusive
Place where you can view completed actions for given project, also if need be re-open them.
If you are project owner and wish to invite someone to it here is how to:
Click on the person icon (no.1) then click (no.2) invite button. Then type in the email of the person you wish to invite in the filed marked by no.3 and hit enter to confirm. No.4 shows you list of possible candidates whom you already have some other projects shared with. In such case a simple tick is enough to invite that person.
In case you wish to remove someone from a shared project
please click this green tick found near their name. No.1 icon is a variation of the no1. from the previous screen and it shows you that there are people in your project. The original light grey icon will only show if there is none else in your project but you aka the project is unshared.
Private vs. shared
Per default a project is owned by the person who created it. Until it is shared it is visible and accessible only to the owner. Once it is shared, regardless of account level applicable, it is visible only to those invited to it, who did accept their invitations. Here is how the inviting works.
Here you are able to see what has been done recently within given project and by whom.
Level of access
Owner/creator: is the only person who can invite or remove other users from the project. Only he can delete, finish/completed or edit it.
Other users can do all other things i.e. create and delegate actions, add attachments, delete or complete actions delegated to them. All users can view all the content of given project.
The place to capture all things which have to be done. All thoughts, ideas, tasks professional or private and all little or big things you have to get managed.
You will find your Inbox on the left side of Nozbe window.
Just click on it and you will change to the Inbox view.
To add your first Inbox task just click on the big plus button:
Now put here all the tasks you are thinking about. All to do's, tasks, ideas, everything that comes to your mind. This way you can fully focus on your next goal.
You can add your tasks on the top of your list. Choose whether you want to add them on the top or on the bottom of the list by clicking on our "magic arrow"
It's as simple as that.
Now you can start to manage all your stuff.
You can process your Inbox to zero by going through each and every item you have there and deciding what to do with it next.
Remember: your Inbox is not a place to store your stuff. You have to make sure to process this folder at least once a week and clean it up.
Managing projects and tasks
Per description provided in David Allen’s “Getting Things Done” contexts are used to categorize your tasks/actions by place, tools and other needed in order for their completing materials. One of the best examples is “phone” which can be a tool needed to complete task across many projects. Basic goal of contexts is to allow you to group actions and do them in groups unrelated to project, but related to used material, tool or place.
In the icon bar on the left you will be able to find the context menu.
Its content is very similar to the one found at projects list.
- provides you with information on sum of contexts you have in the system
- allows you to sort contexts alphabetically
- this icon can be inactive, and in such situation you will only see contexts currently in use; when it is active, it becomes highlighted in green and then the menu shows all available contexts regardless of their current status (used/un-used).
Icons within context
As it was the case with projects, if you click on one it will get highlighted in green and on the right you will see all the tasks with it displayed. At the bottom of the task/action list you will see several icons. They are you context menu.
- funnel allows you to filter actions/tasks within current context view
- monitor allows you to choose an icon for given context
- notepad allows you to edit context name (analogical function to editing project name described here)
- trash can allows you to remove this context, context will be removed from all the actions, but the actions themselves will remain within their projects
Creating a context
There are two ways to create a context. One, the simplest, is to create one directly from the context list.
Simply click the plus icon. This will cause an input filed to be created at the top of the list, just like it is in case of a project
- enter the name of new context here
- gear allows you to choose an icon for the new context.
- flag icon this icon is assigned to any context per default. If you wish to pick another simply click on one from the available choice.
Second way to create a new context is available during changing contexts on existing tasks/actions
Here is a step-by-step description: First you need to select a task in any view, and then when having it shown on the right, please click the context? (1) button, this will open for you a menu visible on the screen above. Then click new (2) which will open for you
and write the name of a new context here (1), then simply use enter. Please note that the new context will automatically have the flag icon, to change this you will need to through the context menu (see information above).
Add or remove context to/from an action
You can add a context by simply using the hash-tag formatting while creating an action. System will automatically show you suggestions when you enter any sign after #.
Please note this will only work for already existing contexts and once you save the action it will bear given context.
Second way to add a context is by choosing one from the details of an action.
Once you have selected a task/action, the details column will open. There click on the (1) context? then you can either create a new context by clicking (2)new , (3) edit or remove existing context and (4) choose to add one from the list. To choose one simply click on it. This will cause a green tick to appear next to it (see below).
Once you do choose a context (b), the context? button will become active and displays in details of a task as showing above (a). So, essentially you will see the icon and name of the context instead of the context?. If you wish to remove a context, simply click on the green tick just as pointed by the arrow.
Editing of a context
This aspect has already been mentioned here (icons with in context) and here (add or remove context on an action). But here is the complete description of your options. The first way to change your context name and icon is found at the bottom bar in context menu.
You might want to, for instance, change the icon. That is quite simple. Just click on the monitor icon and pick from the options.
If you wish to edit the name simply use the notepad icon, type the change and save it by clicking save.
These are your tools within the contexts menu.
However, you can still process most of the changes from within the pop-up menu while adding a context to an action. This was also mentioned here(Add or remove context to/from an action section).
Clicking on no.3 in that menu will allow you to arrange contexts in that window but also delete one. Warning! delete means you are removing the context not just from the action but from the whole system.
- triple line used to grab item and move up and down the list
- x serves to delete context from the system
- done button used to close this menu
To see Calendar view, just click ‘Calendar’ icon on the left hand bar and the current month view will open in the second column.
The current day is bright and the past days are greyish.
1 - If there is a task with a due date for the day, there is a small circle mark under the date.
At the top there are buttons:
2 - tasks which are overdue and
3 - the next week view.
Under the calendar there is a link to connect (disconnect) with Google Calendar.
When you click on a date you will see all the tasks for that day and the following days with tasks till the end of the week. Then, if you choose one task, in the 3rd column the detailed view will open with all the details (projects, contexts, delegation - if you are in a team) .
Tasks in blue are the task instance - concerns repeating tasks
Individual tasks can be commented on by all members of a project. Comments are a way to add necessary information and center your team’s communication around tasks. In Nozbe you can comment using text, pictures, checklists, Evernote notes, Dropbox files, and your local files. Each type of data needs a separate comment.
1 - Click one of the icons in this row to select one of comment types: text, local file, checklist, Evernote, Dropbox file, or link.
2 - Click here for a quick explanation of formatting syntax
3 - Click here for a preview of the final effect your formatting will produce
Text comments can be formatted to feature boldface, italics, numerated lists, bullet points, etc. by using Markdown. To add pictures and other local files, you can browse or simply drag & drop.
1 - First click here to choose to comment with a file.
2 - This button will appear - click to browse for a file, or just drop it here.
Elements in checklists can be ticked off by other team members as well.
1 - First click here to choose checklist.
2 - Enter a checklist item and hit enter. Compose your list and click “Add comment” when you are finished.
Comments are normally displayed with the latest one on top. You can temporarily reverse this order by clicking on “Comments”. The number of comments to each task is displayed on task bar. Look out for green bubbles - it means that there are some unread
1 - Click here to reverse the order of comments.
2 - Total number of comments is displayed here. Green bubble signalizes some unread comments.
3 - Click here to edit your comment.
4 - Here you can delete your comment.
Unread Comments Panel
All unread comments from all projects and tasks can be viewed in the Comments panel. To mark all comments as read and clear this view, click the tick icon on the bottom bar.
1 - Click here to mark all comments as read
Labels - useful tool for organizing your Projects. Projects can be grouped and filtered by Labels and can be tagged by more than one Label.
Use Labels to tie similar Nozbe projects together and arrange them in groups. Labels allow you not only to separate your private projects from business ones but also to tag the projects with e.g. customer names or the names of your family members.
You can find all of your labels here. They will be displayed when you click on this button:
From the list of labels choose the one you want to view. Now only the projects tagged with it appear in your projects list:
To hide the labels list click on the button again:
The label name can easily be changed by double-clicking on the label name:
Labels can be attached and removed from the projects in the project view. To do this click on the label button:
Choose there: new or edit to add one. Hit enter to save the changes made.
Labels can be deleted in the edit view:
To delete label click on x in front of the label name. To close this menu click on done
The green tick next to the label name shows which label is attached to the project. You can add and remove labels by clicking on the label name.
You can search within Nozbe for projects, tasks or tasks comments. To do this click on this button:
A window appears where you should type minimum three characters:
In my example it is the word: “call”.
In the search results you can see related projects and contexts, and a task list below:
Say there is a new person in your team, and you have a bunch of projects that you want them to participate in. Here is a quick and easy way to share multiple projects with one user:
1 - Open the team tab
2 - Go to your team's details
3 - Select the user you want to invite
4 - Click 'Invite user to projects'
5 - Tick the projects you wish to share, and invitations will be issued.
It is possible to print out when you are in:
one of your Nozbe projects
your Next Actions list
one of your Contexts
Click on the icon in order to print:
Possible print options will appear. Tick the one you like:
To get your things done efficiently use the following shortcuts
a – adding new task window in each view (project, next action, Inbox, calendar and context)
i – Inbox
n – Next actions
c – Calendar
s – Sync
t – Quick adding task window. (Adds tasks only to your Inbox).
Using ctrl + cmd + t, for Mac only, adds a new task to your Nozbe account regardless of where you are (e.g. another application, mailing program, ...)
When adding a new task you can simultaneously specify its details. You can do this by using hash symbol # choosing from the list displayed
Each detail much be preceded by the hashtag:
Side note: In case you wish to add a specific date and time the format used should be for example ‘#january 10 11:00’ this will make an action set to the nearest 10th of January for 11 a.m.
If you wish to make the action right away into a Next Action simply type #priority (within an email it is enough to use #! to do so as well).
One of most useful features in daily life is ability to email tasks and attachments to Nozbe. Before anything you will need to set up your nickname and pin in the settings of your account. This will create your unique email address within Nozbe that will allow the system to recognize the email as actionable and as yours. This is where you will be able to set your nickname and pin.
- Nickname/Pin tab once you click that tab you will see the following view
Now to set up your nickname please enter it in the field no.1 and save the changes, then do the same for PIN field marked by no.2 and save the changes. Once done your personalized email is set up and looks like under no.3. To provide you with an example, if I would set a nickname to “ann” and pin to 2222 my email for Nozbe would be email@example.com Under no. 4 you can see a variation of that email for specific project. Further to the example above, let’s say I have a project “birthday” and I want to add task directly to it. I would then send my email to firstname.lastname@example.org.
Now to send the 1st task I need to go to my email client. Open a new message, type the address and a task name. Your title line can be your task, but you can also type the name of task in the body of message, just as shown in the example below:
please note that there is a period before the name of the task and one space ((.)(space)(task)). Both “.” and the one space are essential for correct interpretation by the system. The message will end up in Nozbe within few seconds as a task in my Inbox. Also anything under the name of action will end up as a comment to that task.
and the effect for both those examples will be as follows:
Please note that all of the formatting used for creating actions also works in emailing them to Nozbe. Here is more on that Hashtags
Emailing multiple tasks at once
One of the most useful aspects of emailing tasks to Nozbe is that you can add as many tasks as you want to. Here is an example:
Result in Inbox a second later is:
Please note that tasks which I have sent with comments do have comments in Inbox and the one I have scheduled for today is marked with star and the date-tag. Also the part I have cut off by — got ignored.
Emailing of comments to already existing tasks
Here's my quick example that best illustrates how it works. Let say we have a project "Michael's birthday party" and one of my tasks there: "Research gift ideas for him"
We search the web for ideas and come up with several things we would like to add to it. We of course start with the email address we use for sending emails to Nozbe nick.PIN@nozbe.me (please check on yours in the settings of your account)
But here the similarities end. Once we have the email, we'll need to inform Nozbe of which task we wish to add the comment to and that can be only done by amending our Title line in the message. The format should be as follows: #task: TASK NAME Taking our example the title line should look like this #task: Research gift ideas
Please be aware that: 1. this parameter can be added instead of subject line or at the end of it. In the latter case the rest of subject line will go to the beginning of the comment 2. you don't have to put the entire name of the task: "Research gift ideas". It is enough to write a fragment "Resea" or "gift" or “idea" but in such case you have to be careful that the name you put matches only that of the desired task. If it matches other tasks the comment will go randomly to one of them.
If you prefer a video version of this instruction please watch this screencast:
based on blog post by Rafał
To see all files and notes attached to the project, just click this icon at the top bar of your Nozbe:
The attachments area will be displayed:
You can see in this view all data attached to the project as notes. Evernote notes. Dropbox, Box or Nozbe files.
To add a note in this view just click on the plus button in the right corner at the bottom of the site.
Now you can type your note text or drag and drop a file to add it to the project as well.
A task in Nozbe can be annotated:
- with a text note/comment
To do this just type the text of your comment in the window. To save it click on the green “Add comment” button.
- with a file
Just click on the “Add file” button and choose one of your files or drag and drop one of your files there.
- with a checklist
Enter a checklist item and hit enter. Compose your list and click “Add comment” when you are finished.
- with an Evernote note
Please note that comments, as opposed to project attachment section, will allow you to browse and select from all your Evernotes. No limits apply here.
- with Dropbox file
- with Box file
- with a link
- comment with a link view
Project templates are a great tool to manage assignments, which require completing always the same set of tasks, for example introducing a new member into your company, or creating a photo album for your customer. In addition to the list of tasks, a template will also record all participating users along with their responsibilities, contexts, time needed, recurrence, all comments and project notes. To view all your templates, go to the templates tab:
How to create a template?
To create a new template, open the source project and click the briefcase icon on the bottom bar:
1 - Click here to create a template. 2 - Enter the name for your new template here, or click any of the items below.
You can edit the template name and hit Enter to save, or click an existing template from the list to overwrite it.
How to create a project out of a template?
You can use your template to create a new project in two ways: 1) Go to the Templates tab, select the template you want to use, and click “Create new project from template”
1 - Click here to create a new project from the open template.
2 - Click the + icon to create a new project, and then the briefcase icon to use a template for it.
1 - Click this + to add a new project. 2 - Click the briefcase to show the list of your templates. 3 - Select a template from the list.
If there are any other users recorded in the template, invitations to the new project will be sent automatically to them, as soon as you create the project.
What a team is, is clear to anyone, however, common misconception (at least in Nozbe) falls on the question who is my teammate and who is just a partner/cooperator. From Nozbe’s perspective teammate is anyone who is part of your multi-user account, regardless of sharing projects. To put this in plain English, sharing/inviting someone to a project does not mean they are your teammate, they are only your cooperators and it is possible you will share with them just one project or might as well many. A teammate is someone who has been invited to share multi-user account, and as opposed to a cooperator. Such person has access to Team tab containing information on tasks assigned to other members, on what has been recently done by whom and can see list of other teammates (not just people on shared projects). It is possible, though, that they also may not be cooperating with you directly. One more thing that distinguishes a teammate from a cooperator- teammate does not pay for their account directly, their account is paid for from the fee paid by the master/owner. To give you an example from Nozbe. Our company has just one Business account, and all employees are teammates (paid from common source) there are some of us which, to name just one, like Zosia (Japanese CHO) do not cooperate with directly for instance Lori (English proof-reader). With her only few on our team work with. You may have people like that in your company as well. Cooperator, usually, has an independent individual account or is a member of totally different team e.g. it can be your friend with whom you share a “birthday for my son” project; or your lawyer with whom you are working on “legal actions against B”.
Inviting someone to your team
Please note that (at least for now) only the owner of a multi-user account can invite someone to their team. To do so following actions need to take place:
- team tab - please click here to access your team area
- multi-user - click the 2-head icon found at the top bar
- Enter user’s name
- Enter user’s email
- Click invite team member to send the invitation Once the invitation is sent you will see the following change:
Name of the person will appear on your “you team members” list with status “waiting for activation”. They will then receive an email similar to the example below. Please note the email will differ if the person does not yet have an account in Nozbe. In such case please take a look here
And they should click the link provided within the message. Just as the arrow points on the screen. Then they will be taken to a page in Nozbe where they need to confirm the will to join your team.
and once done will be taken to log-in screen of their account, or if already logged in, they will be able to use the account as usual.
From that moment on they are your team members, their status on the list will change to “active” or if they have also been invited to a project by you and have accepted that invitation... to the name of that project.
This is how an email to a person not owning a Nozbe account would look like.
Once they click the link provided they will be taken to an account confirmation screen which looks like this:
And all they have to do is set up their password and start using their new Nozbe account already within your teams’ framework. Easy ;-)
Your team menu/panel is found under the Team Tab (1) in the icon bar on the left. It is composed of three areas.
- Team Tab
- tick - shows you all actions/tasks within team, divided by each member
- heart-beat - shows you all recent activities divided by day, but filterable (funnel icon at the bottom bar) by the names of your teammates
- multi-user - takes you to the contact/users panel as shown in screen on inviting; which is composed of three areas shown below.
Team details - informs you of number of accounts still available to you and contains invitation area.
Your team members - contains names of all the team members you have and their status within the team.
Sharing project with - this list shows you all the people with whom you share at least one project with. This is the list of your cooperators. The suggestion list you can find in any project when inviting someone to it is based on this listing. To make it short- if someone is listed here their name will show among suggestions in any project you will create.
Removing someone from your team
Please note that only the owner of the multi-user account can remove someone from their team. Removing a user does not mean you will automatically remove them also from shared projects. That has to be done manually per each project.
Here is how to remove someone:
- Select the Team Tab and go to contacts
- choose the user you wish to remove
- click on the ‘remove’ button
Their account will get served from yours, number of available sub-accounts will change for you. Their account will remain in the system in frozen form similar to that of a paid and expired account. They will be able to log in, view things, but not amend in anyway until they either will purchase their own plan or join another team.
What the owner can/can’t do
As a team owner you are the one paying for the group and this have supreme administrative power over it. Only you can invite users to your team, only you can remove them. But this does not mean you have a full access to each and every account on the team. Users privacy has been always important to us and respecting that we have decided to stick to the original idea underlying the sharing.
Since Nozbe has developed from a single user background there are certain things that in team environment may be confusing or be surprising. One aspect is the sharing of projects. Just as you are the team owner and have the power to invite or remove someone, similar things happen at the level of each project but is limited to the one who has created it (or owns it). This means that you will not see or have access to all of their projects unless they will invite you to them.
Similar to projects, ownership of the team can also be moved (at the moment only via support). Once that happens the new person will hold the remove/add user power.
Please keep in mind that it is the current status quo and we do have in plans amendments, so should you have any wishes in this respect please email us at email@example.com
Team ownership transfer
It is possible that, being an owner of a multi-user account, at some point you will decide that it should be managed by someone else... or you will simply be changing your job and thus will need to transfer the power to someone who is staying on board of the firm you are about to leave. What then?
Well, direct transfer by users is not yet possible, but our Support Team will be more than happy to do it for you. In such case please contact our support at firstname.lastname@example.org Please remember to include the address your account is under, and the address of the person who will be taking over.
Nozbe will send you push notifications in case these events happen to you:
- due tasks - before your tasks are due - on 9 am for daily tasks, 30 minutes before time bound tasks, day before for upcoming ones.
- project invitations - whenever you're invited to a project by someone
- delegated tasks - when someone in a shared project delegates a task to you
You can enable or disable each of these options in your account settings. Please note that this type of alerts are available at the following platforms: iOS, Android and OS X (version from Mac App Store).
One of the most complex aspects of Nozbe is matter of what is visible to whom and under what circumstances. To make matters simpler let us start with the basics.
All un-shared projects are visible only to the one who created them, thus if you add a new project but do not invite anyone cooperate with you.... that project is only yours.
Once you share it, it along with all attached data, will be visible only to those who have been invited by you. Here is an example:
- it is you - the owner of the project
- the person which you have invited to a project and they have accepted the invitation
- all other possible users with whom you share other projects Please note that those under no.3 do not see the project or its content.
Please note that all the name from both “your team members” and “sharing project with” list are included in the suggestions offered by the system and shown in screen “visibility of a project”. Let’s say I do not want Ami to be visible on the suggestions list in my projects, because I stopped working with her. In such situation I will need to do the following:
- remove her from the team and
- remove her from the project shared with her (described in section on sharing project).
- click on the user
- click on the “remove from team”
- go to the project provided here and remove the person from there by un-checking the green check next to their name in the ‘people in this project’ list. This will cause the person to disappear from all your list.
At the moment Nozbe is ruled by the simple rule of thumb that anything not shared is within multi-user accounts any user can create a project, but until it is shared with someone it is not visible to anyone but the one who has created it. Once it is shared it is visible/usable only to those who cooperate on it within explicit invitation. All users cooperating on a given project have equal rights within it. They can add, complete or delegate actions(tasks) but they do not have the ability to close/complete or edit the project in itself. That right rests solely with the creator/owner of given project. Ownership of a project can be transferred to someone else per explicit request, containing full name of a project and email address used by the person who is to take over, sent to email@example.com.
Integration with Apps
Integration with Evernote is one of most useful features in Nozbe. You can access them regardless of the account owned in Nozbe. Even a free Evernote and free Nozbe are sufficient for using your EN notes as reference materials within your Nozbe. You can either keep them under attachments area of your project or/and add them directly to actions in form of comments. To do so, you will first need to authorize Nozbe’s access to your Evernote account.
Enable integration with Evernote Just open any project, go to its attachments located under the paper clip icon from the top bar as per description in section on projects , and click on “click here to connect to Evernote”
Once you do that you will be taken to Evernote in order to confirm Nozbe’s access. Please note the token is valid only for a year so annual renewal of integration is necessary.
Please be aware that Nozbe will be able to update your notes status. That also means it will be able to change privacy settings of notes. When you add a note as a comment to task, or use Evernote Reminders feature, notes from Evernote are attached within Nozbe via a shared link. Of course only Nozbe knows that link.
As soon as you do that please make sure that either your notebooks are named like projects in Nozbe, or the notes are tagged with such project names. Only then will you see the notes in Nozbe attachment section just as in example below. There is limit on how many Evernote Notes can be attached to you projects - 10.000.
You will also be able to attach them directly to tasks from within comments. Please note that there you will see all of your notes regardless of their project assignment.
Simply choose the one that you want to have saved as comment and click add comment button to save.
Evernote Reminders integration
This requires no special action on your part unless you do not wish to have it. Reminders will automatically synchronize into your Inbox once you will set up the integration. They will all bear “evernote reminder” context and be set as actions to the date and time you have chosen for them in Evernote, with the note being comment to that action.
If you would rather not use them simply tick it off in your settings.
You can directly use your Dropbox files as comments and reference material in Nozbe. To take advantage of this feature, you need first connect Nozbe to your Dropbox account.
Here’s how to enable integration with Dropbox
Just open any project, go to its attachments, and click “Connect to Dropbox”.
1 - In any project, here is where you can view the project’s attachments.
2 - Click this button and follow instructions on the screen.
If the process is successful, at the end you will see the following message:
And here’s how the integration works:
Nozbe scans your Dropbox file and folder names, and checks if they match any of your Nozbe project names (e.g. if you have a project "Home" all files that have "home" as in their name or are located in a "home" folder will be visible in this project). The scan only goes two levels deep (the root directory, and one level down), so don’t save your files too deep. + Files related to a project will be automatically added to that project’s Attachments section
- You can also comment with a Dropbox file - simply start a new comment, and select the Dropbox icon:
Starting from v1.9.2, adding Dropbox comments is done via the Dropbox native widget, so you can add any file, with no limitations to its location.
Nozbe Calendar can be synced with Google Calendar. This can be done in the calendar view. Displayed after clicking on this icon:
In the calendar view find and click on the following link:
Then sign in to your Google Account:
The sync will be successful only if you allow Nozbe.com to access your Google Calendar:
See and choose how to get reminded about events:
To find your Nozbe Calendar within your Google Account. select “calendar” in your Google Account and click on My calendars menu:
The Google Calendar sync can be terminated by clicking on the “disconnect” link in your Nozbe Calendar.
Please note that only events with set date will be synchronized.
Integration with Box is very similar to our Dropbox integration. At the moment you can authorize access by Nozbe to it from the attachments to projects view. You can also add links to your Box files in comments to actions. It is done via Box.net widget that allows you to search through entire BOX.net content. There are 2 important things that have to be mentioned:
BOX widget is available only on desktop devices (Windows, Linux and OS X computers) and on our webapp
BOX widget does not provide log out button. Once you log in to it will be hard to change the BOX account in Nozbe to select files from it. To do so you will have to uninstall the app with its local data or clear browser local data in case of using webapp.
Here is how to get it up and running from within a comment to action:
- choose to create a new comment and click on box icon
then you will see the following view, where you will need to click the “add file from Box”
next you will be asked to access your Box account
after having done that you will see a Box File Picker window that will allow you to browse and choose from all your files in Box.net by simple clicking on the chosen file as shown in following screenshots.
once you pick a file it will show in your comment like this:
and please do not forget to confirm creation of the comment by enter. The effect will be a shown below:
Second way to integrate your Nozbe with Box is, of course analogical to all other integration of this sort, doable from attachments to projects view. The difference with this part of integration is that it only will attach to you project a copy of a file named (at least partially) like your project in Nozbe.
Accounts and Payments
Types of accounts
Before we go into details on subject of payments it is important to make differences between accounts clear. At the moment there are four types of accounts available to users:
- free lifetime account limited to 5 active projects (+Inbox resulting in total of 6) and 100MB storage
- 30-days trial of a Personal account. Unlimited in any aspect but the time. Obtainable via all non-web apps and suggested at the moment user of a free account tries to add 7th project or exceeds limit of data.
It expires when the time is up, and can be downgraded prior to that date by the user, or at later date by contacting the support. Upgrade to regular paid account is possible at any moment.
- Personal account. One user account with no limits on features or content. Limited only by the time of subscription. In case of annual cycle chosen, the user is notified around 14 days prior to expiry of pending automatic renewal (more on that later).
- Multi-user accounts. Family (up to 5 users). Team (up to 20 users). Business (up to 50 users). All those are composed of groups of personal accounts maintaining relation via common source of payment and team area.
Please note that archived data does not count towards any limits (current or past).
Accepted modes of payment
We accept most credit cards, PayPal and (for Poland only) wire transfers and also payments via iTunes.
Among accepted credit cards are: MasterCard, Visa, MaestroCard, JCB, American Express.
In case of PayPal both direct debit from a PayPal account and payment by credit card without PayPal account are accepted. Wire transfers are limited to Poland only and will show as option only after having introduced appropriate billing address during the checkout process. They are serviced by przelewy24.pl
Billing Cycles and restrictions
All the payments are subject to auto-renewal and by processing a payment you acknowledge and accept this condition. The recurrence can be stopped at anytime via a request send to firstname.lastname@example.org and results in the ceasing of billing cycle, but account remains valid for the rest of period that it has been paid for.
There are two types of cycles: monthly and annual.
The only payments that require manual renewal are those processed by przelewy24.pl for Poland.
The only subscriptions that cannot be cancelled by Nozbe.com (Apivision.com) are made via App Store (iTunes). Due to Apple policies, only the owner of account can cancel his/her subscription, thus all users using that method of payment are requested to make sure to also stop recurring on their end in “my account->manage my subscriptions” of their iTunes accounts.
Processing of a payment
There are two basic ways in which you can purchase your subscription. One is to choose a plan at the nozbe.com/signup website
Or you can go to settings of your account (gear icon) and choose the plan that you prefer there:
You will then be taken to the payment site. Top of this page will show you the plan you chose and its cost. Here is an example.
- Information on chosen plan (in this case Personal annual)
- Country. This choice is important as on it depends currency of your payment and it should be same as your billing address.
- Payment options (Visa/MasterCard/AmEx/JCB/Maestro/PayPal etc.)
Please note that depending on your billing address the cost of Nozbe may vary. This is based on local regulations, such as VAT (Value Added Tax) for citizens of European Union.
Nozbe.com (Apivision.com) charges users only the fee as displayed at this site and in your payment confirmation. Please note that some banks may pose on your transaction additional fees, for which Nozbe takes no responsibility, and in case of a refund we’ll only reimburse the fee as provided at our marketing pages.
If you plan to use Nozbe for your firm and it is registered in the EU, please remember to enter your company name and EU VAT number in appropriate fields (no.1 &2)
If you have a discount coupon (either from special offer or from our support personnel) please type it in the field no.3. The value of it will automatically influence what you see at the top of the page in “review payment information” area.
Once the payment is processed you will be taken to confirmation page looking like this
And you will receive a confirmation email looking like this:
Previous subscriptions and charges
In case you are changing from an existing paid plan the unused portion of the old plan will be either subtracted from the current balance to-be-paid, or (in case you were using old in-direct mode of payment) included into validity of your account.
Previous subscription and billing cycle will get automatically cancelled and there is no way to re-instate it. It is to avoid future double billings, from the old and new plan. NOTICE: once the previous order is cancelled, be it upon your resignation or change in subscription, it can't be reinstated.
In case of any question or concerns with respect to your payment please contact our Support Team at email@example.com.
Upgrade can be done at any time and requires no special preparations. Simply go to the settings, and choose the plan you like from the available choices. Process the payment and re-log.
In cases where there was a previous plan, the old subscription is automatically cancelled by the system as to avoid future double billing. Any unused balance will be subtracted from the current payment, or (in case of payments via old system) included in material (time) form to validity of the account.
Downgrade is a bit more complex matter than in case of upgrade. It can of course be done at any moment but depending on the plan you are downgrading from-to certain steps need to be taken.
If you are downgrading between multi-user plans. First you will need to remove excessive users from your team as described in Removal from Team
Once your user number is down to required by the lower plan (e.g. 5 users for Family when you are going down from Team of 10-20) option to downgrade will become available in the settings of your account. Choosing it and processing a payment will result in downgrade of the whole team. Unused portion of the old plan will be discounted from the new payment.
If you wish to downgrade from a multi-user to personal. You will need to remove all the users - just as above- and also go to the settings, choose personal plan and process the payment. Unused portion of previous plan will of course be discounted from the new one.
If you wish to downgrade from multi-user plan to a free level. Apart from removing all the users, you will also need to remove/complete exceeding data/projects. Limit on a free account is 5 active projects (+Inbox) and 100MB storage. Completed projects and tasks do not count towards the 100MB limit. Once done, go to settings, choose to “go free” and that’s it.
In case of downgrading from personal plan to free, simply make sure that your account meets the limit of a free one (5 active projects+Inbox and 100MB storage) and the “go free” option will become available for you in the settings. Please note that NO refunds are possible past 60-days limit.
You can cancel your account and payment at any time. Simply go to your settings, scroll to the bottom of the page and click this link.
Please note that by doing so you wipe your account clean, thus if there is any data you wish to save from it please do it prior to closing the account. Now, in case you have had a paid subscription, it will be cancelled within 24 hours since your termination. You will be notified by separate email from PayLane.com. In case your payments were processed via Apple App Store (iTunes) you will need to make sure that they do not recur on your own by managing your subscriptions under your account . We are sorry, but we are treated by Apple as a 3rd party and not capable of interfering with it from our end. Payments from Poland processed by online wire transfer do not automatically recur, thus require no further actions.
All Nozbe subscriptions extend automatically by default, but you also have the possibility to extend (re-subscribe) manually at any time, for example under special offers.
To re-subscribe, go to Settings and click 'Extend' button next to your current plan. You will be taken to a secure web page to enter your billing details. If they are the same as before, no changes are needed, but if any details need amending please change them there and then. After completing the payment, please re-log into your account.
In case you are re-subscribing to the same plan while your account is still valid, you will be charged for a full billing cycle (year or month), and a full year/month will be added to the current validity date of your account. Your previous subscription will be IRREVERSIBLY cancelled (see 'Cancellation' for details on subscriptions via AppStore), and your new subscription will be set to recur.
In case you re-subscribe to an expired account, it will be extended counting from the date of re-subscription.
If for any reason you wish to change your payment details, please simply re-subscribe, as described in 'Re-subscribing to the same plan'. This will allow you to amend all details on the billing.
In case your group desires to change to a higher plan(same applies in case of downgrades), this change needs to be done by the owner/payer account. To put it plainly, the person who has the administrative rights over a group account is the one that ought to be upgrading or downgrading. Changes of plan conducted by other members will NOT be reflected on remaining accounts within team.
Some users try to transfer admin rights to their account, or co-admin, by processing a payment via their own sub-account. We are sorry but such action will only result in double-billing. At the moment there is no way for a group account to have more than one administrator. If your team wishes to transfer ownership of team between their members for any reason please kindly contact our support team at firstname.lastname@example.org
Password reset is available in your Nozbe settings. In the process, you will be required to input your present password. In case you don't remember it, please contact our User Support at email@example.com
One of the greatest things about Nozbe.com (Apivision.com) is that we provide our users, all of them, with a unique guarantee. Under it, if within 60 days from your initial payment (please note it is 60 days and not 2 months) and for any reason you do not like Nozbe you can cancel your account and request a refund. As courtesy to yourself and also to our support, please do that no later then on 58-59 day of the subscription. 60 days is a limit we have especially negotiated with the banks and past that point we do not have a way to process any returns.
Under the 60-days-guarantee you are entitled to a refund, but it is only possible with your account closed/cancelled or downgraded to free. Cancellation process is described here. Once you are done with it please write our Support Team immediately (firstname.lastname@example.org) requesting the refund. Usually, refunds are issued within no more then 24 hours, but depending on method of payment chosen at subscription it can take a few days before you will see the funds back at your end.
If you require refund for any reason please kindly contact us at email@example.com.
Some users take advantage of this very comfortable way of purchase, namely via Apple App Store. Of course they are more then welcome to do so. Both annual and monthly payments are possible by this method.
But... As described here if at any time you wish to cancel the subscription, you will need to make sure to do it both in Nozbe and in iTunes. In iTunes you will need to visit your account there, choose option “manage my subscription” and cancel Nozbe subscription.
In task details you can set repeating of that task: every day, every week, every 2 weeks etc. To make repeat a task on the last day of every month add a task with due date for 31st and set to repeat every month. Do remember to add it for the month with 31 days (January, March, May, …).
A great beginner user case is contained in a post on Micheal Hyatt site. In many ways it is what our tutorial and course discuss. Michael's approach can be interesting even to advanced users as speaks in it of Daily Rituals, weekly review and of Next action use... all of which are quite essential to proper and productive use of Nozbe.
One of the most frequent questions asked by users. Although it seems quite well defined in the description of actions still it seems some users are not entirely clear on this topic.
The matter is quite simple. You do need to share a project with someone, to be able to delegate to them. Once you do the following happens to the action on the side of that user (things you do not see):
- the task ends up on their Next Action list
- gets marked with a star
why? to make them aware of it and allow them to decided if it really is something that they can do now, or if it needs to be amended/commented.
- they get informed that you delegated something to them by a pop-up on their mobile device
- they get an hourly update on this matter via email notifications.
So, as you can see Nozbe keeps them well informed and up to date.
In case of any doubts or questions please do not hesitate to contact us at firstname.lastname@example.org