BusyCal can manage all your to do items (also known as tasks or reminders). To dos can be displayed in a To Do List in the right sidebar and/or in the calendar on the date they are due.
To dos come in three flavors:
- Undated To Dos — To dos without a due date are displayed in the To Do List only.
- Dated To Dos — To dos with a due date can be displayed in the calendar, in the To Do List, or both.
- Timed To Dos — To dos with a due date and time can be displayed in the calendar, in the To Do List, or both.
To show the To Do List, choose View > Show To Do List, press ⌘-Option-T, or click the Hide/Show To Do List button on the right side of the toolbar and choose either Show To Do List or Show Both from the pop-up menu. The To Do List appears in the right sidebar.
The To Do List can be sorted by Due Date, Priority, Title, Calendar, Tag, or Manually. To change the current sort order and other To Do List settings, use the pop-up menu at the top of the To Do List, or go to BusyCal > Preferences > To Dos.
You can show dated to dos, timed to dos, and completed to dos in the calendar on the date they are due or completed. If a to do is not completed on its due date, it carries forward each day until completed. (If dated and completed to dos don’t appear in your calendar, see To Do Preferences, just ahead.)
Timed to dos are sorted inline with calendar events (e.g. a timed to do with a due time of 9:00 AM will appear sandwiched in between events at 8:00 AM and 10:00 AM). Dated to dos are grouped together below events. To dos that occur at the same date or time are sorted by priority and title. Completed to dos are sorted by completion time.
- Dated To Dos — To create a new dated to do, choose File > New To Do, press ⌘-K, or Control-click on a day and choose New To Do from the contextual menu. A dated to do appears in your calendar on the due date, with a checkbox in front of it.
Timed To Dos — To create a new timed to do, choose File > New Timed To Do, press ⌘-Option-K, or Control-click on a day and choose New Timed To Do from the contextual menu. A timed to do appears in your calendar on the due date and time, with a checkbox in front of it.
Tip: To create a timed to do in Week view, hold down ⌘ while double-clicking in the calendar.
Undated To Dos — To create a new undated to do, choose File > New Undated To Do, press ⌘-U, or Control-click in the To Do List sidebar and choose New Undated To Do from the contextual menu.
You can also create to dos using Quick Entry in the app or from the BusyCal Menu by preceding the text with a dash “-”, or the words “todo”, “remember to”, or “remind me to.” If a date or time is included, BusyCal creates a dated or timed to do. Otherwise, an undated to do is created. For example:
todo Call Bob tomorrow
-Call Bob tomorrow at 10am
remember to Call Bob next Tuesday
-Call Bob Nov 7
remind me to pick up dry cleaning at 5pm
If you mark a to do as completed by checking the “done” checkbox in the calendar or Info Panel (or pressing ⌘-/), the completed to do appears with a checkmark in front of it on the date that it was completed.
To customize how to dos are created and displayed, choose BusyCal > Preferences > To Dos.
The following options are available for customizing to dos:
- Default Calendar for To Dos — The default calendar new to dos are created in.
- Sort To Do List by — The sort order for the To Do List.
- Show dated To Dos — The date range for to dos displayed in the To Do List. The default displays to dos due by next month. You can select a different range if you want to view fewer or more to dos.
- Show undated To Dos — Whether or not to display undated to dos in To Do List.
- Show completed To Dos — Whether or not to display completed to dos in To Do List.
- Show dated To Dos in calendar — Whether or not to display dated to dos in the calendar on their due dates.
- Show completed To Dos in calendar — Whether or not to display completed to dos in the calendar on the dates they are completed.
- Carry forward uncompleted To Dos — Whether or not to carry forward past due to dos and display them on the current date.
You can create to dos that repeat based on either the due date (e.g., Pay Rent on the 1st of every month) or on the completion date of the previous to do (e.g., Oil Change 3 months after completion of the last Oil Change).
To create a repeating to do that repeats based on the due date (e.g., Pay Rent on the 1st of every month), select a repeat interval from the “repeat” pop-up menu on the Info Panel.
To create a repeating to do that repeats based on the completion date of the previous to do (e.g., Oil Change 3 months after completion of the last Oil Change), choose Custom from the “repeat” pop-up menu on the Info Panel, and then choose Regenerate from the Frequency pop-up menu and enter a value for the number of days, weeks, months, or years after completion to generate the next occurrences of the to do.
See Repeating Events for additional information on creating custom repeat intervals.
Completed occurrences of a repeating to do appear in the calendar, but only the next uncompleted occurrence of a repeating to do appears. When you complete an occurrence of a repeating to do, the next occurrence of the repeating to do is created automatically.
For example, you could create a to do on Tuesday to “Take out trash” that repeats weekly. Only the next uncompleted occurrence of the to do appears in the calendar. When you complete it (or delete it), the next occurrence of the to do is created on the following Tuesday.
Note: When you mark a recurring to do as completed, BusyCal sets the completed date as today (even if the event appears on an earlier date on your calendar) and then creates the next occurrence. Depending on your settings in BusyCal > Settings > To Dos, this may cause the to do to disappear from your calendar on its earlier date, even if your intention was to indicate that you completed it on a date in the past. BusyCal’s logic is based on the Change Oil model: if you plan to change your oil every month, and you skip a month or two, BusyCal ignores the repeats that would have occurred in the past and schedules the next occurrence forward from the date on which you mark the task as completed.
You can convert to dos to events by ⌘-dragging them from the To Do List to the calendar:
- Hold down ⌘ while dragging a to do from the To Do List to the calendar in Month view to convert it to an event on that date, at the current time.
- Hold down ⌘ while dragging a to do from the To Do List to the all-day portion of a day in Day or Week view to convert it to an all-day event.
Tip: You can also drag an undated to do to the calendar to set the due date, or drag it to a different date to change the due date.
To dos in BusyCal sync with the Reminders app in OS X and iOS through iCloud.
iCloud calendars are type-specific. Each iCloud calendar can contain either events or to dos, but not both. BusyCal indicates a to do calendar by displaying a checkmark next to its name. The to do calendars in BusyCal sync with the Reminder Lists in the Reminders app on OS X and iOS through iCloud.
Note: BusyCal does not sync to dos with Google Calendar. You can create to dos only on local calendars, iCloud calendars, Exchange calendars, and CalDAV servers that support to dos.
The Reminders app on iOS can display location alarms when arriving at or leaving a specified location. For example, you could create a to do to “Pick up dry cleaning” that triggers when you leave the office. BusyCal supports location alarms that sync with the Reminders app, and you can even create and edit location alarms in BusyCal.
To create a location alarm in BusyCal, create a to do with a custom Alarm Type of Location, click Location, and select a contact or search for a location using the embedded Google Maps interface.
Location alarms trigger on your iOS device each time you arrive at or leave a location until you complete the to do or delete it. In addition, you can set a specific date and time to be reminded on both your Mac and iOS device, regardless of whether you reach the location.
Note: BusyCal supports location alarms only on iCloud to do calendars.