Frequently Asked Questions
These answers reflect the current app. Interface placement varies by platform, but the data rules are shared. If a term is unfamiliar, check the Glossary.
Getting Started
Do I have to follow the complete GTD method?
No. You can use only Inbox, Projects, and Schedule, then add action lists, tags, filters, and Project Review as needs emerge. Quick Start is a recommended path, not a required workflow.
Which platforms does Locus support?
The primary native apps support iPhone, iPad, and Mac. Web Inbox works in a modern browser but currently provides lightweight Inbox browsing, capture, and title/note editing. See the feature matrix.
What is included in free and Pro access?
Entitlements, price, and trials can vary by version, region, and App Store. The subscription page inside the app is authoritative. Built-in AI requires eligible Pro access and has usage limits. For purchase trouble, try Restore Purchases, then contact Support.
How do I search?
Use the in-app search entry. On Mac, press ⌘F. If you need to reuse a complex query, create a Custom Filter instead of repeating a search.
Inbox and Quick Entry
What belongs to the Inbox?
A task and every ancestor must have no project, no plan/due date, no action list, and no Exclude from Inbox tag. The Inbox is a dynamic view, not an ordinary folder. See the exact rule.
Why is a task still in the Inbox after I added a tag?
An ordinary context tag does not mean “processed.” Enable Exclude from Inbox for that tag, or add a project, plan/due date, or action list.
Why did a defer date not change the Inbox count?
Defer controls availability, not Inbox membership. An availability-filtered view can hide the task, but the structural Inbox count can still include it.
Was my task deleted after processing?
Usually it only left the Inbox. Find it in its project, action list, Schedule, tag view, or global search.
How do @ and # work?
@name selects a tag and #name selects a project. Matching is case-insensitive, and a missing object can be created when you submit. One task can have multiple tags but only one project.
What is the difference between ⌘N and Global Capture on Mac?
⌘N inherits context from the current Locus page. Control–Option–Space opens from any app and always sends the task to the Inbox. See Mac Quick Capture.
Tasks, Projects, and Availability
Which task statuses are available?
Active, Paused, Completed, and Canceled. Paused means “not now”; Canceled means “no longer doing.” Completion records a date and sends the task to Logbook.
How many subtask levels are supported?
Tasks support deep hierarchy. Keep it understandable; if an intermediate group becomes its own outcome and review cycle, make it a subproject.
What does First Available mean?
It is the first executable leaf Locus calculates through project, section, and task hierarchy. It considers parallel/sequential order, status, parent state, defer, and action lists.
Why is First Available different from Next Action?
First Available is calculated. Next Action is a manual action-list choice. A Next Action can still be unavailable; a First Available task need not be in the Next Action list. See the comparison.
Why is a task blocked or unavailable?
Common causes are an earlier sequential sibling, a paused/completed/canceled ancestor, a future defer date, Waiting For, or Someday / Maybe. Inspect the full ancestor chain.
How do project types differ?
Parallel exposes multiple direct actions, Sequential exposes the first executable chain, and Single Action List groups related independent actions. See Project Types.
How do folder, category, and section differ?
A category is a top-level area, a folder organizes the project tree, a project is a finishable outcome, and a section divides stages within a project. A section is not an ordinary task.
Why did Locus adjust a child date?
A child plan/due date cannot be later than its parent, and a child defer date cannot be earlier. Moving under a new parent applies the same boundaries.
What happens when I complete a project?
Active tasks in the project complete with it. Already paused or canceled items preserve their meaning. Read the confirmation and back up important data first.
Tags and Filters
Can tags be nested?
No. The current model is one level of Tag Group → Tags. Use projects and folders for real hierarchy. The old Tag Hierarchy page remains only as a compatibility note.
What are single- and multi-select Tag Groups?
A multi-select group allows several tags from the same group. A single-select group replaces the old group tag when you choose a new one. Deleting a group deletes its tags.
What is a location tag?
A tag tied to a fixed place or search term for Nearby filtering and enter/exit notifications. Setup is primarily on iPhone/iPad and requires location and notification permission.
Why does the feature say Filters on Mac and Perspectives on mobile?
They are the same feature. Mac navigation says Filters; iPhone and iPad currently say Perspectives. This manual writes “Custom Filter (Perspective),” and internal identifiers can still say Perspective.
Why is a Custom Filter empty?
Check whether you used All instead of Any, whether active or unavailable status was excluded, whether the date range is correct, and whether location permission is available. Temporarily remove one condition at a time.
Why does a filter show too much?
Check AND vs. OR and add the missing status, project, or date scope. “No Project” is not equivalent to Inbox.
Dates, Schedule, and Reminders
What is the difference between plan, due, and defer?
Plan is when you intend to work; due is the latest completion boundary; defer is when it is too early to act. See Three Date Types.
Why did yesterday’s planned task move to Today?
An unfinished past plan rolls into Today so it does not disappear. A due date remains overdue.
Why does one task appear on several dates?
A task with a plan start and end appears on each covered visible day. It is still one task.
Why can’t I see Apple Calendar events?
Confirm calendar integration is enabled, specific sources are selected, and System Settings still grant access. An Apple Calendar event is not a Locus event task.
When is the next repeating task created?
When the current occurrence is completed. Fixed Date follows the original schedule; After Completion starts from actual completion. Day 31 skips shorter months, while Last Day occurs every month.
Why did a reminder not fire?
Check notification permission, task status, future time, Focus, the 64 pending-notification capacity, and alarm permission. See Reminder Troubleshooting.
How is an alarm reminder different from a notification?
Alarm reminders use AlarmKit on a supported iPhone OS. Due and custom notifications use ordinary system notifications. Locus attempts notification fallback when an alarm is unavailable.
Why is a far-future reminder not scheduled yet?
The system allows about 64 pending local notifications, shared by time and location reminders. Locus schedules the nearest candidates first and re-plans when data changes.
Sync and Data
Is iCloud sync real-time?
Not strictly. CloudKit depends on network and system scheduling. Brief differences are normal. After a bulk change, keep the app open and avoid repeating the operation on a stale device.
Can sync replace backup?
No. Sync also propagates mistakes. Automatic backups are local, created at most every 24 hours when the app runs, and retained for 14 copies.
Are backup files encrypted?
No. A .locusgtdbackup is JSON and can contain attachments. Keep it only in trusted locations.
What is the difference between Merge and Replace?
Merge skips current records with the same UUID and adds missing ones. Replace deletes current GTD data and rebuilds it from the backup. Replace cannot be undone; export a current backup first.
Should I reinstall to fix sync?
Not as a first step. If data has not uploaded, uninstalling can delete the only copy. Back up a complete device, inspect sync status, and contact Support.
What are the attachment limits?
One attachment can be up to 20 MB, and one file selection can include up to 20 files. Attachments are synchronized and included in current backups.
Imports and System Integration
Is Apple Reminders connected by sync or import?
It is a one-way move import. After success, the source reminder is deleted and a Locus Inbox task is created. Test with a dedicated list and a small batch first.
What can Things 3 import?
Area, Project, Heading, Task, Checklist, and Tag map to Folder, Project, Section, Task, Subtask, and Tag. Repeat rules are not imported, and nested tags are flattened.
What can the widget display?
Today, Inbox, or one Custom Filter / Perspective. Today can also include due projects and Apple Calendar events. The system timeline can refresh with a short delay.
What can Web Inbox do?
app.locusgtd.com can browse the Inbox, capture tasks, and edit title and notes. It does not currently complete tasks or edit dates, tags, and projects.
AI Assistant
Can AI change data directly?
Yes, when the request requires it and you authorize the operation. For important changes, ask for a read-only list first, then approve the exact scope. Back up before large deletes, moves, or date edits.
Why is built-in AI unavailable?
Check Pro entitlement, daily/weekly allowance, network, and service status. You can configure a custom provider, but its cost, model compatibility, and data handling are the provider’s responsibility.
Does my custom API key sync?
Not as ordinary task data. Configure it again on a new device. The key is kept in local secure storage.
What data is sent in an AI request?
The prompt, conversation, and relevant Locus data needed to fulfill it are sent to the active AI service. Avoid secrets and read the Privacy Policy and provider policy.
How is MCP different from the in-app Assistant?
The Assistant runs inside Locus. Mac MCP exposes Locus to an external client with Read-only, Ask before destructive changes, or Allow all changes access. See MCP.
Still Need Help?
Prepare the app version, device and OS, reproduction steps, expected and actual results, and the full error. For sync, include the number of devices and the last known good time. Contact Locus Support, and redact private content, passwords, verification codes, and payment details.