Plan projects, organise tasks and keep everything in one flexible workspace. Switch between a fast list and Timebox’s spatial canvas whenever you need a different perspective.
Best for freelancers, makers and individuals managing their own work.
Included
Choose Individual when you own and manage the work, even when you occasionally share tasks with others.
Give your team a central place to plan, discuss and organise work together. Team members get the full Timebox experience, while owners can manage seats, members, branding and billing from one account.
Best for companies and teams that need shared ownership and central administration.
Choose Teams when the work belongs to the organisation rather than one individual.
A fully customised solution for organisations with specific security, compliance, deployment, support or integration requirements.
Best for larger organisations and teams that need more than a standard subscription.
Everything in Teams, plus
Choose Enterprise when your organisation needs Timebox to fit its own processes, policies and technical environment.
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Timebox User Guide
Timebox is a visual task management and collaboration tool for individuals and teams. It combines a traditional list view with a spatial workspace where tasks can be organised freely.
This guide explains how to create and organise tasks, use the visual workspace, collaborate with others, connect a calendar, manage a team and configure your account.
Getting started
Creating an account
Create an account using your email address or one of the available social login providers:
After signing in for the first time, Timebox may show a short onboarding tour. This introduces the main interface, the task list and the visual workspace.
Your first workspace
A workspace contains your tasks, subtasks, visual layout and workspace settings. You can use one workspace for a project, an area of responsibility or a complete personal planning system.
Tasks can be managed in two main views:
You can switch between the views without losing information. Both views show the same underlying tasks.
Working with tasks
Creating a task
Create a task from the list view or directly on the visual workspace.
In the visual workspace, you can create a task at a specific position by using the crosshair control.
New tasks can be moved, resized and organised immediately after creation.
Editing a task
Select a task to open its details. Depending on the task and your permissions, you can edit:
Changes are saved to the workspace and synchronised with other active collaborators.
Task notes
Each task can contain rich text notes. Use the notes field for instructions, background information, decisions or other content related to the task.
Notes are stored with the task and remain available in both the list and visual views.
Completing a task
Mark a task as complete using its completion control. Timebox gives visual feedback when a task is completed and can also play a sound effect when sounds are enabled.
Completing a parent task does not necessarily remove its subtasks. Review the subtree when the parent contains unfinished work.
Task priorities
Tasks can have one of the following priority levels:
Priority is available in the task details and can also be displayed as a column in the list view.
Use priorities to indicate relative importance. A due date indicates when something should be finished, while priority indicates how important it is compared with other work.
Due dates
Add a due date to a task to include it in date-based planning and calendar exports.
A due date can optionally include a specific time. Tasks without a specific time are treated as date-based items.
The due date column may be hidden in the list view by default. Enable it through the list column settings when you want to review deadlines directly in the list.
Task size and spent time
Timebox can store both the planned size of a task and the amount of time or effort already spent.
Size represents the estimated effort or scale of a task. Spent represents the amount already used or completed.
The exact meaning depends on the unit configured for the workspace. For example, a workspace may use hours, days, points or another custom planning unit.
Task size can also influence how tasks are represented in the visual workspace.
Duplicating tasks
Select a task and use Cmd+D on macOS or Ctrl+D on Windows and Linux to create a duplicate.
The duplicate can then be moved, renamed or edited independently.
Review comments, attachments and sharing settings after duplication to confirm which information has been copied.
Deleting tasks
Select a task and use the delete action or the supported keyboard shortcut. Depending on your device and configuration, Backspace may be used to delete the selected task.
Deleting a parent task can also affect its nested subtasks. Check the task hierarchy before confirming deletion.
Task hierarchies and subtasks
Creating subtasks
Tasks can contain other tasks. This allows you to divide projects into phases, work packages and individual actions.
A task with children acts as the parent of a subtree. There is no requirement to keep every workspace at a single hierarchy level.
Use subtasks when a task is too large to complete as a single action or when several related tasks belong to the same project area.
Navigating nested tasks
In the visual workspace, breadcrumb navigation shows your current position inside the task hierarchy.
Select a parent or breadcrumb item to move back to a higher level.
This makes it possible to focus on one part of a large project without displaying every task in the workspace at the same time.
Collapsing and expanding subtrees
Task subtrees can be collapsed to hide their child tasks or expanded to show them again.
The collapsed state is stored per user. One collaborator can keep part of the hierarchy collapsed without changing another collaborator's preferred view.
List view
Using the list
The list view provides a structured overview of tasks and subtasks. It is suitable for quickly adding tasks, reviewing details and scanning larger projects.
The list follows the task hierarchy. Parent tasks and subtasks are displayed according to their nesting level.
Configuring columns
You can configure which information is displayed as a list column.
Available columns can include:
Hide columns that are not relevant to the current workflow. This keeps the list compact and easier to scan.
Column settings affect how information is displayed. They do not remove information from tasks.
Selecting multiple tasks
Use multi-select to select more than one task. Shift-click can be used for range selection where supported.
Multi-select is useful when deleting several tasks or performing another available bulk action.
Check the complete selection before applying destructive actions.
Visual workspace
Organising tasks spatially
The visual workspace allows tasks to be positioned freely instead of being restricted to a fixed list or board structure.
Use position, distance, grouping and task size to express relationships between tasks.
For example, you can place urgent work near the centre, group tasks by project area or arrange work into a planning framework.
Moving tasks
Drag a task to change its position on the canvas.
When alignment guides are enabled, Timebox displays guide lines while dragging. These help align tasks with neighbouring items.
Grid snapping can also be enabled to place tasks at consistent intervals.
Minimap
The minimap provides a small overview of the complete visual workspace.
Use it to understand where tasks are located outside the current viewport and to navigate large layouts more efficiently.
The minimap is especially useful when a workspace contains multiple distant clusters of tasks.
Grid settings
The workspace grid can be configured to match different planning styles.
Depending on the available workspace settings, you can configure:
A smaller grid creates finer placement steps. A larger grid is useful for broad planning and larger task groups.
Perspective and view settings
The visual workspace can be displayed using different perspective settings.
Use a flatter view when precise alignment is important. Use more perspective when you prefer a stronger sense of depth.
The selected view affects presentation and navigation, but it does not change the task data.
Task opacity
Use the task opacity control to dim tasks in the workspace.
This can help emphasise selected items, improve visibility behind tasks or reduce visual noise in dense layouts.
Text labels
Create a text item to add a heading, note or annotation directly to the canvas.
Text items are useful for naming groups, adding instructions or creating visual sections.
These are canvas annotations. They are not task tags or a separate task classification system.
Image tasks
Images can be placed on the visual workspace as task items.
Use image tasks for references, mood boards, sketches, diagrams, screenshots or other visual project material.
Image tasks can be positioned alongside normal tasks and text annotations.
Icons
Tasks can use icons from the built-in icon library.
The library contains categorised SVG icons for different types of work, objects and concepts.
Icons provide a quick visual distinction between tasks without requiring a different task title or colour.
Planning templates
Timebox includes templates for common prioritisation and planning methods.
Eisenhower Matrix
The Eisenhower Matrix divides work into four categories based on urgency and importance:
Place tasks in the relevant area to decide what to do, plan, delegate or remove.
MoSCoW
MoSCoW is a prioritisation framework with four groups:
It is commonly used for product planning, project scope and release decisions.
RICE
RICE helps compare ideas using reach, impact, confidence and effort.
Use the template to arrange or evaluate initiatives before deciding what to work on first.
Timebox provides the visual planning structure. Calculate or record scores according to the process used by your team.
Comments and communication
Adding comments
Open a task and use the comments section to discuss work without moving the conversation to a separate application.
Comments are attached to the task, which keeps decisions and updates close to the relevant work.
Real-time comments
Comments are synchronised in real time. When multiple collaborators have the same task open, new comments can appear without reloading the page.
Typing indicators show when another collaborator is writing a comment.
Unread comments
Timebox keeps track of whether comments have been read.
An unread badge can appear on a task when new comments are available. Open the task and review the comments to update its read state.
Images in comments
Images can be added to comments by attaching a file or pasting an image where supported.
Use inline images for screenshots, visual feedback and examples that are directly related to the discussion.
Attachments
Uploading files
Files can be attached to tasks. This keeps project documents, images and other resources connected to the relevant work.
Open the task and use the attachments section to select and upload a file.
Unread attachments
New attachments can produce an unread indicator for collaborators who have not viewed them.
Open the task and review its attachments to clear the unread state.
Managing storage
Available file storage may depend on your subscription or team plan.
Remove outdated or duplicated attachments when they are no longer needed. Deleting a task may also remove access to the files associated with it.
Sharing and collaboration
Sharing a task
A task can be shared with another Timebox user. Sharing can include the task and, depending on the selected scope, its related subtree.
Use the sharing section in the task details to invite a collaborator by email address.
The invited person receives an in-app notification and can accept or reject the invitation.
Sharing permissions
Timebox supports three sharing permission levels:
Grant the lowest permission level required for the person's role.
Only users with sufficient permissions can change sharing access for other collaborators.
Shared task positions
Collaborators can keep their own visual position for a shared task.
This means shared task fields can stay synchronised while each user organises the task differently inside their own workspace.
Moving your visual copy of a shared task does not necessarily move it for every collaborator.
Sharing history
The sharing section includes an activity history or audit log.
Use this history to review invitations, permission changes and other sharing-related activity.
The history can be collapsed when it is not needed.
Real-time editing
Changes to shared task information are synchronised through the real-time collaboration system.
When another collaborator edits a shared field, the update can appear without manually refreshing the page.
A temporary network interruption may delay synchronisation. Timebox displays a connection warning when the real-time connection is lost.
Calendar connection
Connecting Timebox to a calendar
Timebox can provide an iCalendar feed containing tasks with due dates.
The feed can be connected to calendar applications that support an .ics subscription, including Google Calendar and Apple Calendar.
Use the Connect calendar option to obtain the calendar feed URL.
Depending on where the connection is created, the feed can be scoped to a workspace or a specific task hierarchy.
One-way calendar export
The calendar connection is a one-way subscription from Timebox to your calendar.
Changes made to due dates in Timebox can appear in the connected calendar after the calendar provider refreshes the feed.
Editing an event inside Google Calendar, Apple Calendar or another external calendar does not update the corresponding Timebox task.
This is not a two-way calendar synchronisation.
Calendar refresh times
External calendar applications decide how frequently subscribed calendars are refreshed.
A task may therefore not appear immediately after its due date is created or changed.
Removing and reconnecting the feed is normally unnecessary. Allow the calendar provider time to refresh it.
Notifications
Notification centre
The in-app notification centre contains account and collaboration-related notifications.
Notifications can include:
Open a notification to view the related item or complete the requested action.
Share invitations
When someone shares a task with you, the invitation appears in the notification centre.
Accept the invitation to add the shared task to your account. Reject it when you do not want access.
Deadline reminders
Task due dates are available for planning and calendar export, but dedicated due-date reminder alerts may not yet be available.
Use the calendar feed when you need external calendar notifications for dated tasks.
Teams
Team subscriptions
A team subscription provides seats that can be assigned to team members.
The number of available seats depends on the active team plan.
Team administrators can invite members, manage seats and update team settings.
Inviting team members
Open the team management area and enter the email address of the person you want to invite.
The invited person receives a team invitation. After accepting it, the person can join the team according to the available seat and membership settings.
Managing seats
A seat represents access for one team member under the team subscription.
Use the team settings to review:
When every seat is assigned, an additional member cannot be added until a seat becomes available or the subscription is changed.
Team name and branding
Team administrators can configure the team name and upload team branding.
A team logo can be displayed alongside the Timebox interface and team name.
Where available, a separate logo can be uploaded for dark mode to maintain sufficient contrast.
The team logo may be displayed at a fixed height while retaining the original image proportions.
Removing members
Removing a member releases the seat assigned to that person.
Review shared tasks and permissions before removing someone from a team. Team membership and individual task sharing can represent different types of access.
Subscriptions and billing
Managing a subscription
Use the subscription management area to review the current plan, billing period, renewal information and available plan changes.
Team subscriptions can also show the number of included or purchased seats.
Payment method
The billing area allows an authorised account holder to manage the payment method used for the subscription.
Payment information is processed through the configured payment provider.
Invoices
Invoices are available from the billing or subscription area after a payment has been processed.
Invoice information can include:
Keep company and billing information accurate before the next invoice is generated.
Company and VAT details
Business customers can provide a company name, country and VAT number where applicable.
VAT requirements and calculation depend on the customer's country, business status and validity of the VAT number.
A VAT number may be checked before business tax treatment is applied.
Promotion codes
A valid promotion code can be entered during the relevant subscription or checkout step.
The discount, duration and eligible plans depend on the conditions attached to the promotion code.
Account and profile
Profile information
Your account profile contains the information used to identify you inside Timebox.
You can upload a profile picture. The picture can appear in collaboration interfaces, comments, sharing controls and team member lists.
Social login
When your account supports social login, you can sign in through the connected provider instead of entering a separate Timebox password.
Access to the social login account may be required to recover or continue using this sign-in method.
Two-factor authentication
Two-factor authentication adds an extra verification step when signing in.
Timebox can support verification using:
Store recovery information securely when it is provided. Losing access to both your primary login and verification method can prevent access to the account.
Workspace settings
Themes
Select a theme to change the visual appearance of the Timebox interface and workspace.
Theme settings can improve contrast, match personal preferences or support different working environments.
Dark mode
Dark mode uses a darker interface designed for reduced brightness and a different visual contrast.
Teams can provide a separate dark mode logo when the normal logo is not readable against a dark background.
Units
Workspace units determine how task size and spent values are interpreted.
Choose a unit that matches the way the workspace is planned, such as hours, days, points or another supported unit.
Keep the unit consistent within a workspace to make task sizes comparable.
Smallest unit and fractions
The smallest unit controls the minimum planning step available for task sizes and workspace scaling.
Fraction settings allow values smaller than one complete unit when supported.
For example, a workspace using hours may allow half-hour or quarter-hour values.
Timezone
The workspace timezone affects how dates and times are interpreted and displayed.
Choose the timezone used by the project or team when collaborators work from different locations.
Changing the timezone can change how a due time is presented without changing the intended moment in time.
Sounds and visual feedback
Sound effects
Timebox can play sounds for supported task actions.
Sound effects can be disabled in the relevant settings when you prefer a silent interface.
Completion effects
Completing a task can trigger visual feedback such as particle effects.
These effects confirm the action and do not change the task's data or sharing behaviour.
Keyboard shortcuts
Keyboard shortcuts provide faster access to common task actions.
Available shortcuts can include:
Some shortcuts depend on the active view, browser and current text input focus.
When the cursor is inside a text field, browser and text editing shortcuts may take priority.
Connection and synchronisation
Connection lost
Timebox uses a live connection for real-time collaboration and synchronisation.
When the connection is interrupted, Timebox displays a warning or reconnect prompt.
A lost connection can be caused by a temporary network issue, a sleeping device or an unavailable server connection.
Reconnecting
Use the reconnect option when it is displayed.
Do not continue making important shared changes while the application reports that it is disconnected unless the interface explicitly confirms that the changes can be stored safely.
After reconnecting, review recently edited tasks to confirm that the latest values were synchronised.
Recommended workflows
Personal task planning
Collaborative project planning
Visual prioritisation
Troubleshooting
A shared task is not visible
Check whether the sharing invitation has been accepted.
Confirm that you are signed in with the same email address that received the invitation.
Open the notification centre and review pending invitations.
I cannot edit a shared task
Check your permission level. Read access allows viewing but does not allow editing.
Ask an administrator of the shared task to change your permission to Write or Admin when editing access is required.
A calendar task has not appeared
Confirm that the task has a due date and that the correct workspace or task calendar feed is connected.
Calendar subscriptions are refreshed by the external calendar provider and may not update immediately.
Remember that the connection is one-way. Changes made to the external calendar are not sent back to Timebox.
Another user sees a task in a different position
This can be expected. Collaborators can keep their own visual position for shared tasks while the shared task data remains synchronised.
Changes are not appearing in real time
Check whether Timebox displays a connection warning.
Reconnect when prompted and verify that your internet connection is working.
Reload the application only when reconnecting does not restore the live connection.
A list column is missing
Open the list column settings and enable the relevant column.
Priority, size, spent time, due date, comments, attachments and sharing information can be hidden from the list without being removed from tasks.
I cannot invite another team member
Check whether the team has an available subscription seat.
Review pending invitations because an unused invitation may already reserve or require a seat, depending on the team configuration.
Increase the number of seats or remove an unused member when no seats are available.
Privacy and security
Only share tasks with people who need access to their content.
Use Read permission when someone only needs to review information.
Enable two-factor authentication to add an extra layer of account protection.
Do not share private calendar feed URLs publicly. Anyone with access to a feed URL may be able to read the calendar information exposed by that feed.
Review team membership, sharing permissions and active sessions regularly.
Feature availability
Some features depend on the active subscription, team configuration or account permissions.
Native mobile applications, two-way calendar synchronisation, offline mode, deadline reminder alerts and AI assistance should not be assumed to be available unless they are explicitly shown in the current Timebox interface.
The web application can be used across supported desktop and tablet browsers. Interface behaviour may vary slightly between devices and browsers.