TimeHero basics

Learn the basics TimeHero with tasks, projects, and folders.

Brendan Shand avatar
Written by Brendan Shand
Updated over a week ago

Welcome to TimeHero! Our goal is to keep you and your team on track, and automate as much as possible when it comes to planning your work and getting stuff done.

To do that, TimeHero takes your tasks and finds the best time for you to work on them. We'll let you know the risk of each task based on how much free time you have to work on it before it's due. And we'll update you with what to work on each day.

TimeHero's automated scheduling algorithm plans your work out into the future, taking into consideration events and vacation days. It can even forecast when a whole project will be completed, so you can see if you're on track before you even start working.

So let's dive in!

Quick links:

  • Home

  • Inbox

  • Tasks

  • Subtasks

  • Events

  • Projects

  • Folders

  • Help


The home screen shows you tasks assigned to you which are due soon, and recent/starred projects. You can toggle between recent and starred projects by clicking that heading.


Found under the Work section of TimeHero, the inbox is a quick place to add tasks. You can also create and assign tasks to other team members in the inbox, and let them sort the tasks later.


What are tasks?

Tasks are individual units of work that you need to complete. The image above shows two tasks. 

  1. "Track results" which is a task that is estimated to take 30 minutes, and lives in the October marketing project, which is within the folder The North Magazine. This task doesn't have a due date.

  2. "Submit expense report" which is also estimated to take 30 minutes, lives in the Inbox, and has a due date of Feb 13.

TimeHero will plan tasks in your schedule automatically. As you add new tasks, complete existing ones, and as new events come up, TimeHero will shuffle tasks to try to keep everything on track. If tasks are planned automatically, you'll always have a good idea of what to work on.

If you know you'll work on a task on a certain day, you can pin it:

Pinned tasks won't get moved automatically by TimeHero.

Tip: you can click and drag tasks that aren't split or repeating in the calendar to pin them to different days!

Note: if auto reschedule incomplete tasks is turned on, TimeHero will reschedule any past incomplete pinned tasks, removing the pin in the process.

Adding tasks

You can add tasks to your inbox, or to a project. 

When you add tasks, and TimeHero can understand info you type. For example, if you were to add a task and type as the name:

Draft report for 2h starting next week due Feb 1

TimeHero would create a task and plan it for 2 hours in your schedule, sometime between next week and February 1, wherever you have free time to work on it.

For more information on creating tasks, see TimeHero task sentence structure & language

The ideal size for a task is between 30 minutes to 2 hours – any longer than that and you should consider breaking it down into smaller parts!

For example, instead of adding the task "Write report for 8 hours by Friday," break it down into "Research report for 2h," "Write first section for 1h," etc.

Click on a task to open a details panel for that task. The details panel is where you can add or change the task's description, due date, assignee, and more! You can even add comments and file attachments to the task from the "Activity" tab.

For more details on planned date, start date, and due date, see this help article.


Subtasks are a checklist within a task that can help you remember what needs to be done for that task to be complete. Click on a task's name to open the task, then head to the subtasks tab.


Events are something that happens at a set time, usually at a set location, maybe with other people. Events are fixed in place – unlike tasks which can be done at any point when you're free, TimeHero won't automatically reschedule events.

"Blocked"  means that you will not be able to work on tasks during this event. You can toggle events to be Available (able to work on tasks), or Blocked (unable to work on tasks).

If you have events where you are blocked, TimeHero will plan fewer tasks that day.


Found under the Work section of TimeHero, head to the projects tab to create projects and folders to organize your tasks. 

Projects are containers for tasks, and can be anything from "Annual conference planning" to "Misc admin to-do."

When adding a project, after choosing its name and color, you can set a few other options:

  • Starts: When the project starts. TimeHero will start planning tasks in the project from this date.

  • Due: When the project should be fully completed. TimeHero will try to make sure tasks are planned before this date.

  • Owned by: The owner of the project, useful for indicating the person responsible for moving work forward in a given project or folder.

  • Shared with: Only available when creating projects at the top level of your team, this controls which team members can see the project.

  • Description: Add any info about the project here, including links to relevant websites or files.

Don't worry too much about what you call your project or where you create it – you can always move it later.


Just like how projects are containers for tasks, folders contain projects. TimeHero uses a Folder > Project > Task structure to organize your work.

In addition, folders can contain other folders! This is useful for organizing your work however you'd like.

For example:

📁  Clients
 - 📁  Acme Inc.
     - 📋  Project X
     - 📋  Misc tasks
 - 📁  Widget Co.
     - 📋  Project ABC
     - 📋  Launch event
📁  Office
 - 📁  HR
     - 📁  New positions
        - 📋  Hire admin assistant

Each folder has its own reporting tabs, so you can see tasks, files, timesheets and Gantt charts for all projects inside.


If you are stuck with anything during your set up of TimeHero, just click the help icon in the bottom right corner of your screen to start a new conversation with a TimeHero representative. We'll get back to you as soon as we can!

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