🚀 Getting Started

Welcome to FocusOps!

FocusOps is an AI-powered productivity platform designed for professionals, entrepreneurs, and ADHD users. It transforms traditional task management into an engaging, intelligent system that helps you focus on what matters most.

First Time Setup

Complete Onboarding: Set up your profile and learn the basics
Choose Your Theme: Select from 10+ themes to match your style and preferences
Create Your First Project: The app creates "My First Project" automatically, but you can rename or create new ones
Add Some Tasks: Start adding tasks to see how the system works
Try AI Planning: Generate your first AI game plan to see task prioritization in action

Navigation Overview

Left Sidebar: Projects, clients, bulk operations, and navigation
Main Content Area: Task views (Kanban, Calendar, Table, List)
Right Sidebar: Day planner and calendar integration (hamburger menu on mobile)
Top Header: Quick actions, search, new items, theme toggle, and settings

📅 Daily Workflow

FocusOps is designed around a specific workflow that leverages AI strategy generation and visual planning:

1. Planning Phase - Build Your Task Lineup

• Add Tasks: Use "New" button or Scratchpad to create tasks
• View All Tasks: Switch to "All Tasks" view to see everything
• Generate Strategy: Click "Generate Plan" for AI-powered prioritization
• Review & Edit: AI creates "Today's Lineup" - customize as needed

2. Focus Mode - Execute Your Day

• Switch to Focus: Click focus button (👁️) in top header
• View Strategic Plan: Tasks appear in AI-suggested order
• Start Working: Tasks flow from Lineup → Focus Queue → Active
• Time Tracking: Built-in timer tracks work automatically

3. Review & Adjust

• Check Stats: View activity logs and productivity analytics
• Adjust Priorities: Move tasks around based on new information
• Plan Tomorrow: Prepare next day's tasks before signing off

💡 Core Concepts

🎯 Smart Prioritization

Tasks are intelligently organized by priority and context. Focus on today's work, see what's coming next, and plan for the future with clear visual organization.

🧠 AI Coach

Google Gemini AI analyzes your tasks and creates strategic game plans, suggesting optimal task order, estimated times, and why each task matters today.

⏱️ Game Clock

Integrated time tracking shows real-time earnings for billable work. See your productivity pay off as you work, with automatic time logging.

🎯 Prioritization Matrix

Multi-dimensional task prioritization beyond simple urgency/importance. Consider impact, effort, dependencies, and strategic value.

🔄 Offline-First PWA

Works completely offline with automatic background sync when you're back online. Your data is always accessible, even without internet.

📱 Mobile-Optimized

Responsive design works seamlessly on phone, tablet, and desktop. Install as a mobile app for the full experience.

✅ Task Management

Creating Tasks

Multiple ways to add tasks to your system:

• Quick Add: Click "+ New" in header → Task
• Scratchpad: Natural language entry with AI parsing
• AI Task Breakdown: Let AI break down complex projects into subtasks
• Keyboard Shortcut: Press 'n' for new task modal

Task Properties

Title: Clear, action-oriented task name
Description: Markdown-supported detailed notes
Project/Client: Organize work by context
Priority: High, Medium, Low
Status: Backlog, Todo, In Progress, Done, Blocked
Due Date: Optional deadline with visual indicators
Estimated Time: AI-suggested or manual estimate
Billable Rate: For client work tracking
Tags: Custom labels for filtering and organization
Custom Fields: Add your own metadata

Task Actions

• Start Timer: Begin time tracking on any task
• Add to Lineup: Schedule for today's focus
• Break Down: Use AI to create subtasks
• Duplicate: Create similar tasks quickly
• Archive: Remove from active views but keep history
• Delete: Permanently remove (with confirmation)

📁 Projects & Clients

Organize your work into Projects and associate them with Clients for better tracking and reporting.

Projects

Projects are containers for related tasks:

• Create projects from sidebar or "+ New" button
• Set project status (Active, On Hold, Completed, Archived)
• Assign default billable rate
• View project-specific analytics and time spent
• Filter views by project

Clients

Manage client relationships and billing:

• Associate multiple projects with one client
• Track total time and earnings per client
• Set client-specific billing rates
• Generate client reports
• View all client work in one place

⏱️ Time Tracking & Billing

💰 Game Clock Dashboard

Watch your earnings grow in real-time as you work on billable tasks. The Game Clock shows:

• Current task timer and earnings
• Today's total billable hours and revenue
• This week's totals
• This month's totals
• Real-time $$$ counter

Starting & Stopping Timers

• Click play icon: Start tracking time on any task
• Right-click play icon: Start tracking AND enter Focus Mode for distraction-free work
• Only one task can have an active timer at a time
• Timer automatically stops when you start another task
• Manually log time for past work
• Edit time entries in Activity Logs

Billable vs Non-Billable

Mark tasks as billable or non-billable. Set hourly rates at task, project, or client level. The system automatically calculates earnings based on time logged and rates configured.

👁️ Views & Interfaces

📋 Kanban View

Drag-and-drop boards organized by status. Perfect for visualizing workflow and moving tasks through stages.

📋 List View

Clean list view showing your prioritized tasks. See today's focus items, what's queued up next, and upcoming work in an organized layout.

📊 Table View

Spreadsheet-style view with sorting, filtering, and bulk operations. Great for power users and detailed task management.

📅 Calendar View

Time-blocking calendar where you can drag tasks onto specific time slots. Integrates with external calendars.

👁️ Focus Mode

Distraction-free view showing only your current task and what's next. Perfect for deep work sessions.

📈 Stats & Analytics

View productivity trends, time spent per project/client, completion rates, and AI-generated insights.

🤖 AI-Powered Features

Powered by Google Gemini AI

FocusOps uses advanced AI to help you work smarter, not harder. All AI processing is secure and your data is never used to train models.

🎯 Daily Game Plan Generation

Click "Generate Plan" to get AI-powered task prioritization. The AI analyzes:

• Task urgency and importance
• Dependencies between tasks
• Estimated effort vs. available time
• Project deadlines and priorities
• Your working patterns and preferences

📝 Task Breakdown

Turn vague ideas into actionable subtasks. Paste a complex project description and AI will break it down into specific, manageable steps with time estimates.

⏱️ Time Estimation

AI suggests realistic time estimates based on task complexity and historical data. Helps you plan your day accurately.

📊 Activity Summaries

Automatic AI-generated summaries of your daily and weekly work. See patterns, insights, and productivity trends.

💬 Live AI Coach

Chat with your AI productivity coach for advice, motivation, and strategic guidance throughout your workday.

📅 Week Planning

AI-Powered Weekly Strategy

Plan your entire week with AI assistance. The Week Planning module helps you distribute tasks across days, set weekly goals, and maintain a sustainable workload.

🎯 Weekly Goals

• Set overarching goals for the week
• AI suggests which tasks align with your goals
• Track weekly progress with visual indicators
• Review and adjust goals mid-week

📊 Day-by-Day Distribution

• Drag tasks to specific days of the week
• See workload balance across days
• AI warns about overloaded days
• Reschedule easily when plans change

📈 Weekly Review

• End-of-week summary with AI insights
• Compare planned vs. actual completion
• Identify patterns and blockers
• Carry forward unfinished tasks

🔥 Streaks & Gamification

Build momentum with streak tracking. FocusOps gamifies your productivity to help you stay consistent and motivated.

📊 Streak Criteria

Choose what counts as a "streak day":

• Task Completed: Complete at least one task
• Time Logged: Log minimum amount of time (configurable)
• Billable Earned: Earn minimum billable amount
• Daily Standup: Complete your daily planning

🏆 Streak Stats

• Current streak count displayed prominently
• Longest streak record tracked
• Calendar view showing streak days
• Notifications to maintain your streak

⚙️ Configure in Settings

Customize streak criteria in Settings → Gamification. Set minimum time or earnings thresholds that work for your workflow.

💬 Natural Language Input

Type Tasks Like You Think

FocusOps understands natural language. Just type your task the way you'd say it, and the app automatically extracts dates, times, priorities, and more.

📝 Supported Formats

Priority Markers:

#high or #urgent
#medium or #normal
#low or #later
!! for urgent

Time Estimates:

2h or 2hrs
30m or 30min
1h30m combined

Due Dates:

tomorrow, today
friday, next monday
due friday

Project/Client:

for Acme Corp
@ClientName
on ProjectName

💡 Examples

"Call John about project tomorrow #high"
"Write report 2h @ClientName"
"Review PR due friday !!"
"Meeting with team 30m tomorrow"

🌐 Browser Extension

🚀 Quick Capture from Anywhere

The FocusOps browser extension lets you capture tasks and track time directly from any webpage without leaving your current context.

Download Extension (Chrome/Edge)

✨ Features

• Quick-add tasks via popup or keyboard shortcut
• Capture selected text as task title or description
• Automatically attach source URL to tasks
• Set project and priority from the popup
• Start/stop time tracking directly from the extension
• View today's tasks without opening the app
• Requires FocusOps login (extension checks authentication)

📦 Installation

Download: Click the download button above or get it from GitHub Releases
Extract: Unzip the downloaded file to a permanent location on your computer
Open Extensions: Go to chrome://extensions (Chrome) or edge://extensions (Edge)
Enable Developer Mode: Toggle the switch in the top-right corner
Load Extension: Click "Load unpacked" and select the extracted extension folder
Log In: Click the FocusOps icon in your toolbar and log in with your account

Note: You can also download the extension from within the app: Settings → Integrations → Browser Extension

⌨️ Extension Shortcuts

Alt+Shift+F - Open extension popup
Enter - Create task / Start timer

Customize shortcuts at chrome://extensions/shortcuts

⏱️ Time Tracking from Extension

• Open extension popup and click ▶ Start Tracking
• Timer runs in background even when popup is closed
• Open popup again to stop tracking
• Time syncs automatically to your FocusOps account

🔄 Sync & Offline Mode

FocusOps is designed to work seamlessly online and offline. Your data is always accessible, even without internet.

☁️ Cloud Sync

• Automatic background sync when online
• Incremental sync for fast updates
• Conflict resolution with smart merging
• Sync status visible in top-right corner

📴 Offline-First Architecture

• All data stored locally in browser
• Full functionality without internet
• Changes queue and sync when back online
• PWA can be installed for app-like experience

🔧 Data Cleanup Tools

If you encounter sync issues, use the Data Cleanup tool in Settings:

• Scan for Issues: Find orphaned or conflicting data
• Fix Orphaned Items: Clean up data that can't sync
• Force Sync: Trigger a full re-sync with cloud
• Reset Local Data: Clear and re-download from cloud

💾 Backup & Restore

• Export all data as JSON backup (Settings → Data)
• Includes tasks, projects, clients, notes (even unassigned ones)
• Includes time logs, activity logs, and all metadata
• Import from backup file to restore
• Data portability - your data is yours

🔔 Notifications

Stay on track with browser notifications (Settings → Preferences):

• Session Reminders: Get notified before scheduled work sessions (1 hour, 30 min, 15 min, 5 min before, or at start time)
• Task Due Reminders: Notifications when tasks approach their due date
• Overdue Alerts: Daily reminders for overdue tasks
• Streak Reminders: Maintain your productivity streak
• PWA Recommended: Install FocusOps as a PWA for notifications even when the browser is closed

⌨️ Keyboard Shortcuts

Work faster with keyboard shortcuts (Mac: ⌘ / Windows: Ctrl):

New Task N

Search ⌘K / Ctrl+K

Toggle Sidebar [

Focus Mode F

Settings ,

User Guide ?

🔧 Troubleshooting

Sync Issues

If your data isn't syncing:

• Check your internet connection
• Look for sync warnings in the top-right corner
• Try the "Force Sync" button in Settings → Sync Dashboard
• Clear browser cache and reload

AI Features Not Working

If AI features aren't responding:

• Check your subscription tier (AI features require Pro plan)
• Ensure you're online (AI requires internet)
• Try again in a few moments (rate limiting may apply)
• Check browser console for error messages

Performance Issues

If the app feels slow:

• Archive completed projects to reduce data load
• Close unnecessary browser tabs
• Clear browser cache
• Update to the latest browser version

Lost Data

If you can't find your data:

• Check if you're logged into the correct account
• Look in archived projects/tasks
• Try restoring from a backup (Settings → Backup & Restore)
• Contact support immediately if data is missing

📧 Still Need Help?

We're here to help! Reach out to our support team:

Email: support@focusops.net
Beta Users: You get priority support with direct access to developers

Help & Documentation