Board prep
Private beta
A holistic rethink of teams, time and energy.
gtd_done hands founders planning tools that used to cost thousands. Track what you did, watch your team get things done, and spend more time on what you do best.
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30-day free trial · Fully featured · No credit card
6 views
day, week, kanban, timeline, projects, stats
4 themes
camel, dark, editorial, modernist
∞ ledger
completed work never disappears
gtd_donePersonal ▾BookingsTheme ▾Stats
HomePlannerKanbanTimelineProjectsTeam
Wednesday, August 12
Good evening — you've got this.
"You don't have to see the whole staircase, just take the first step."
06:0009:0012:0015:0018:0021:00
The problem
Our tools don't match our mind-flows.
Inputs can't be stopped. Few tools catch, triage, schedule, track and delegate them in one place. Enterprise apps are clunky. Personal workflows don't scale. gtd_done brings these together and gives you back time and energy.
o=^o>
Route what arrives
Work lands by email, in meetings and in your head. gtd_done gives you one triage surface that costs less to face, and it works to your team's patterns or your own.
¯\_(ツ)_/¯
A list is not a plan
An unquenchable backlog drains energy and buries your priorities. gtd_done lines your time up against what matters, and tells you where you stand as you go.
=^._.^=
Schedule and relax
Lock the time aside, avoid interruptions, safely delegate and track, and end each day with a sense of progress and improvement.
How it works
Capture → Clarify → Commit → Complete
Context carries from capture to completion. Workspaces hold projects, projects hold tasks, and each one carries its owners, dependencies and history, so everyone on your team works from the same picture. Scattered tools drop that context at every handoff.
01
Capture everything
Catch inbound noise fast. Forward an email, add it in the app, or route it from the tools you already run. The lightest lift possible, straight onto the delivery surface.
02
Clarify in seconds
Give it a size, an energy level (and a project/workspace if desired). Delegate quickly or quickly complete.
03
Never drop a ball
Drag directly to your calendar or allow autoschedule to pick the best available slot for you. Minimise your cognitive effort while maximising priorities.
04
Finish, and see it
Complete the task. It turns green on your calendar for good and feeds your streak.
What's inside
Workspaces in sync with projects, teams and tasks.
gtd_done splits cognitive load across work contexts without breaking collaboration inside or outside the enterprise.
Zone 1: Context
Workspaces form a robust context surface
Workspaces are what everything else hangs off. Each one is a collaboration surface holding discrete projects, and each project carries its own participants, tasks, sub-tasks, blockers and timeline.
01 · Workspaces ● real screenshot
Start with agile workspaces — the 50k view of your life.
A workspace is a collaboration surface: one for the company, one per client, one for the family. Each holds discrete projects — with external participants invited per project — and every project carries its own tasks, sub-tasks, blockers and timeline.
- Collaboration spaces — invite your team to a workspace and toggle between them with a click.
- Discrete projects, per-project guests — external participants join a single project, never your whole workspace.
- Tasks, sub-tasks, blockers and timelines — every project carries its full working structure.
- Delegates and a combined view — an assistant can act on your behalf, and one view stacks every workspace when you need the full picture.
Zone 2: Capture
Capture to calendar
Capture from the app or a forwarded email. Autoschedule puts it on your calendar.
02 · Email to board
Email becomes semi-useful again.
Every account has five capture addresses, each with its own behaviour, so they fit the rhythm you already work in. Mail one and the subject becomes the card's title, the body its first note, and the attachments file underneath. Mail the schedule address and the card books itself into your first free slot.
- Five addresses — Fire off directly to inbox, someday, done or even to autoschedule based on target address and your preferences.
- Every task has an email — CC important communication to your tasks for seamless logging and updates without increased effort.
- Every card and project has its own address — BCC it on a live thread and the correspondence files itself, without the other people ever seeing it.
- Locked to your sign-in address — mail from anyone else is discarded, silently, even with a valid token.
Toinbox-schedule+8f2c…@inbound.gtd-done.com
SubjectReview the Series A data room
Attachdataroom-checklist.pdf · 1.2 MB
Anna — checklist attached. Can you go through the legal folder before Thursday's call?
Scheduled · on the calendar
thu 09:30Review the Series A data room30m
Note: "Anna — checklist attached. Can you go through…" · 📎 dataroom-checklist.pdf
03 · Bookings ● real screenshot
Booking links, but with manners
Personal links give you your own booking page in seconds. Shared links let several gtd_done users offer times from one link, individually or collaboratively, and a slot only appears when it's free on every host's calendar. Meetings never clash.
- Multi-host availability — invite up to two more gtd_done users per link. Bookings land only when everyone's free.
- Time zone matcher — the visitor picks their zone and every slot re-renders in local time.
- Each host's own hours — slot times follow each host's timezone, from their Google Calendar or set manually.
- Google Meet built in — toggled per link, added to every booking.
04 · Calendars ● real screenshot
No ceiling on calendars connected
Connect an unlimited number of calendars, then overlay a partner's, a colleague's, or a shared team calendar behind your own. Set your hours and energy windows once, and every autoschedule decision and booking link obeys them.
- Multiple calendars, one view — overlay teammates' or a partner's calendar while you plan.
- Peak and low energy windows — mapped onto every autoschedule decision.
- Buffers and no-schedule days — respected by autoschedule and by every booking link.
- Timezone follows Google automatically, or pin it manually when you travel.
Zone 3: Clarify
Projects, Kanban, Week and Timeline give you clear insights across dependencies and milestones
05 · Projects
Snapshot overviews of all projects in flight
Projects sit on a horizon, from 1–3 months out to someday, so your attention matches the time frame. Weekly review enforces GTD's golden rule that every active project has a next action.
- Five horizons — from this quarter out to someday/maybe.
- GTD's golden rule, enforced — projects with no next action are flagged in red.
- Progress at a glance — completed-versus-total on every card.
1–3 months3
Product launch
Next: finalise pricing
CRM rollout
Next: import contacts
3–6 months2
Capital raise
Next: partner intros
Data room
⚠ No next action
6–12 months0
Empty.
12–24 months1
Family projects
Next: self assessment
Someday0
Empty.
AllCapital raiseProduct launchCRM rolloutFamily
Inbox4
Board memo draft
Hire ops lead
In progress1
Investor update
Scheduled77
Deck design
Data migration plan
Legal review
Done15+
Pitch deck v3
Partner call notes
Vendor shortlist
Someday4
Intro video
06 · Kanban
Kanban that applies GTD principles yet does not compromise on agile practices. Keep control of time without the clutter.
Five columns mirror how work moves: Inbox, In progress, Scheduled, Done and Someday. Filter by project and act from the card.
- Quick actions on every card — schedule, autoschedule, defer, complete.
- Project filters across the top so you can isolate one body of work.
- Scheduled cards have a real calendar event behind them.
- Scheduled and In Progress enable differing ways of working while representing state accurately.
07 · Week view
The week fits on one screen.
Every gtd_done task and every outside meeting sits on one weekly grid, colour-coded by project. You see what the week is made of before it happens.
- Full week, one screen — tasks and meetings together.
- Drag to reschedule — the task and the calendar event move as one.
- Colour-coded by project, so patterns jump out before you're buried in them.
Mon
Tue
Wed
Thu
Fri
8
Board prep
Admin
10
Deep work
Interviews
Deep work
Interviews
Deep work
12
Lunch
Lunch
Lunch
Lunch
Lunch
14
Client
1:1s
Client
1:1s
16
◐ Sarah's cal
Partner sync
◐ Sarah's cal
Timeline · all projectsday · week · month · quarter
Product launch
Capital raise
CRM rollout
Data room
Family projects
In progressScheduledDoneMilestone
08 · Timeline
The timeline lays every project against the calendar.
Zoom by day, week, month or quarter on one shared timeline. Milestones sit as diamonds against their due date, and overdue work shows in red.
- Day, week, month or quarter zoom on one shared timeline.
- Milestones marked with a diamond, overdue work marked in red.
- Scheduled, in-progress and done work, layered across every project at once.
Zone 4: Commit
Owners and deadlines
Every task shows its owner and its deadline on the timeline the whole team sees.
09 · Priorities
Stack rank the work and see who owns it.
Inside the timeline, drag every task into one ranked order. The top item is unambiguous, and every row carries the name of the person accountable for it.
- Drag to re-rank — the top of the list is always the true next action.
- Every task has a visible owner — no need to open it to find out.
- Rolls up from a task to its project to the whole workspace.
Priority · Q3 fundraisedrag to re-rank
1⠿Finalise term sheet redlinesRLhigh
2⠿Investor update — AugustSKmedium
3⠿Data room — legal docsMPhigh
4⠿Partner intro list, round twoDOmedium
5⠿Refresh pitch deck appendixRLlow
Milestones◆ due date
Term sheet signedhit14 Jul
Data room completeoverdue2 Aug
Partner intros wrappedupcoming22 Aug
Close roundupcoming30 Sep
10 · Milestones
Milestones put deadlines where the whole team sees them.
Set a milestone once and it shows on the timeline, on the project card, and to everyone attached to the project.
- Set once — visible on the timeline, the project card and the team's radar.
- Overdue milestones flagged in red.
- Attach any number of tasks to a milestone and watch it roll up automatically.
11 · Subtasks
Break work down without losing the thread.
A big outcome rarely fits in one task. Split it into children, assign each to a different person, and the parent's progress rolls up as they finish.
- Any task can have children — decompose an outcome into concrete next actions.
- Progress rolls up to the parent automatically as children complete.
- Assign children individually without losing one owner for the whole.
Data room — legal docs3/5 done
Cap table — final versionRL
IP assignment agreementsMP
Prior financing docsSK
Employment agreements — signed copiesMP
Insurance certificatesRL
Zone 5: Collaborate
Guests see one project, and your calendar stays yours
With the workspace foundation laid, collaboration becomes the daily rhythm: capture work as it flies in, let autoschedule find it a home around your energy, and give outside stakeholders a window on exactly the outcome they care about.
Inbox · capture now, decide later4
Draft Q4 board memo+ size+ energy⚡ autoschedule
Renew office lease30mmedium⚡ autoschedule
Mon
Tue
Wed
Thu
Fri
9
Deep work
Review
Deep work
⚡ auto
11
Standup
Client
Standup
Client
Admin
13
Lunch
Lunch
Lunch
Lunch
Lunch
15
Filing
⚡ auto
Expenses
1:1
17
Partner
Partner
12 · Capture & autoschedule
Capture without deciding, and let autoschedule place it.
Everything you capture lands in an inbox that asks nothing of you. Give a task a size and an energy level, and autoschedule drops it onto your Google Calendar, synced both ways.
- Autoschedule — one tap finds a slot that respects your work hours, buffers and no-schedule days.
- Synced to Google Calendar — every scheduled task is a real event, updated in both directions.
- Energy-aware — high-focus work goes to your peak window, admin to the post-lunch dip.
- Someday, Do now, Trash — triage straight from the capture card.
13 · Stakeholder access
Invite exactly the people who need to see this outcome.
A project carries its own guest list: a client, an investor, a contractor. They see progress on that one outcome, and nothing else of your workspace.
- Per-project sharing — invite someone to one outcome, not your entire workspace.
- Access level per person — view or edit.
- Scoped visibility — they see that project and nothing else.
Capital raise · shared with
AHAmira Hassan
InvestorView only
InvestorView only
LFLars Fischer
InvestorView only
InvestorView only
PNPriya Nair
Legal counselEditor
Legal counselEditor
name@example.com+ Invite to project
Zone 6: Complete
Reporting
Stats and the done log show where the hours went.
13h
tracked this week
44h
12-wk average
Projects · Areas · Colour✓ include meetings · this week so far
Capital raise8.1h
Product launch4.9h
CRM rollout2.7h
No project1.5h
14 · Reporting
Stats show where the hours went.
Every scheduled and completed task leaves a mark on your Google Calendar. Stats turn that record into hours by project, colour and workspace, with or without meetings.
- Time by project or colour, with meetings included or excluded.
- Twelve-week trend — see whether the pattern is improving.
- Per-workspace stats — team hours and your own, split apart.
15 · Done log
A done log that works like Strava.
Finish a task and it logs itself. Work that was never a task (a hard call, a great 1:1, a run before the kids woke up) logs in one line and counts too. Streaks and a heatmap show, week by week, that you kept showing up.
- Auto-logged completions, plus one-line manual wins for work that was never a task.
- Streaks and a heatmap — twelve weeks of finished work, at a glance.
- Every week ends with a list of what got done.
23
this week
11d
streak
Days you finished tasks · by week
Done log+ log something you did…
✓Draft investor updateCapital raise08:30
✓45-min runmanual log12:20
✓Clear inbox to zeroweekly review16:00
A note from Rob
Giving back a day a week
For over a decade I built and scaled enterprise applications with teams spread across time zones, worked with investors who each wanted something different, and ran sales processes that dragged on for months. I did all of it while trying to keep a life.
Death by a thousand cuts wore me down. The update nobody read, the meeting that took four days to schedule, the commitment that lived in someone's head, the half hour spent remembering a decision I'd already made. Across a week those cuts cost a day I never got back.
gtd_done is one part of my attempt to give us all that day back (and some cash). It applies principles that already work (David Allen's Getting Things Done, calendar-first planning, honest accounting of the hours) to the practices a founder runs on: faster collaboration, work others can see without asking, automation wherever a human adds nothing, and tracking of tasks, projects and who owes what. And, I hope, some peace of mind.
This is a personal journey. I use gtd_done every day, and I build it for the version of me that was drowning in small things.
RL
Rob Lincolne
Founder · gtd_done
Founder · gtd_done
Pricing
Use the whole thing for a month, no pressure, then decide.
Free trial
Full access
30days free
Every feature, no restrictions, no credit card. Cancel by doing nothing.
Start your 30 daysAfter the trial, gtd_done is $4.99/month billed annually ($59.88/year) — or $9.99 month to month. We'll ask for a card then, not before.
Everything included from day one
- Unlimited capture, tasks and projects
- Google Calendar integration and the permanent time ledger
- Planner & autoschedule with energy windows and buffers
- Personal & shared booking links with time zone matching
- Team workspaces & delegates
- Home, Kanban, Timeline and Projects views
- Done log with streaks and history
- Full stats — time by project, colour and week
- All four themes
- Mobile PWA — add to home screen
No credit card
No feature gates
Export your data any time
Waitlist members start with 90 days instead of 30.
Cost comparison
79% less than Calendly and monday.com together.
Most teams pay for a scheduling tool and a task tool separately. gtd_done replaces both, at 63% less than Calendly Teams on its own and 50% less than monday Standard on its own.
Team of
billed annually
| Scheduling + tasksgtd_doneOne plan | SchedulingCalendlyTeams plan | Tasksmonday.comStandard plan | BothCalendly + mondayWhat teams actually buy | |
|---|---|---|---|---|
| Per seat / month | $4.99$9.99 billed monthly | ~$16~$20 billed monthly | ~$12~$14 billed monthly | ~$28~$34 billed monthly |
| Booking linksPersonal + shared, time-zone aware | Included | Included | — | Via Calendly |
| Tasks, projects, Kanban | Included | — | Included | Via monday |
| Autoschedule tasks into your calendarBy size and energy | Included | — | — | — |
| Permanent done log & time stats | Included | — | Dashboards on Pro, ~$19 | Partial |
| Free tier | 30-day full trial, no card | 1 event type, 1 calendar | Up to 2 seats, no calendar view | Limited |
| Your team, per year5 seats, annual billing | $299.40 | ~$960 | ~$720 | ~$1,680gtd_done saves ~$1,381 |
Competitor prices (~) are approximate: public list prices per seat, billed annually, converted to USD at the last check in August 2026. Check their sites for current pricing in your currency. Calendly Teams is the cheapest tier with team scheduling and round-robin. monday.com Standard is the cheapest tier with Calendar and Timeline views. Their free tiers exist but don't cover the features compared here.
FAQ
Questions
Do I need to know GTD to use this?+
No. The structure (inbox, next actions, projects, horizons) is built in, so you pick up the method by using the app. If you already run a GTD system, everything lands where you expect.
What makes the booking system different from Calendly?+
With a shared link, several gtd_done users offer times from one URL, and a slot is only bookable when it's free on every host's calendar — a booking never double-books one of you. Slot times follow each host's own timezone, and the visitor picks the zone they see. Personal one-host links work the conventional way too.
How does autoscheduling decide where a task goes?+
Every task carries a size (how long) and an energy level (how much focus). gtd_done reads free/busy from your Google Calendar, then scores each open slot against your work hours, energy windows, buffer preference and no-schedule days. High-energy work gets protected morning time. Low-energy admin fills the post-lunch dip and the gaps between meetings.
Does it interfere with my existing calendar?+
gtd_done only manages events it created. Your meetings and personal events are read to find free slots and shown in your Planner, nothing more. Completed events are never deleted — they stay as a permanent record of how you spent your time.
What's a delegate?+
Someone (typically an assistant) you invite to capture, schedule and complete tasks on your behalf. Delegates cannot change your settings, your calendar connection or your schedule preferences, and you can revoke access at any time.
Can I create tasks by email?+
Yes. Your account has five capture addresses — Inbox, In progress, Someday, Done and Autoschedule. Forward any email and the subject becomes the card's title, the body its first note, and attachments file underneath. The Autoschedule address books it straight into your first free slot. Every card and project also has its own address, so you can BCC it on a live thread and the correspondence files itself. Only mail from your sign-in address is accepted.
Is there a mobile app?+
gtd_done is a mobile-first PWA — add it to your home screen on iPhone or Android and it runs full screen. One codebase, every device, no app-store lag for updates.
Can I change how it looks?+
Four themes ship today: Camel, Dark, Editorial and Modernist. Switch from the top bar at any time.
What happens after the 30 days?+
We ask whether you'd like to keep going. If you do, it's $4.99/month billed annually ($59.88/year), or $9.99 month to month. If you don't, nothing happens — there's no card on file to charge, and you can export everything you've captured. Waitlist members start on 90 days rather than 30.
Is anything held back during the trial?+
No. Calendar integration, autoscheduling, shared booking links, team workspaces, delegates, the timeline and the full stats view are all switched on from the first day. A month of restricted access wouldn't tell you whether this fits your week.
When does the beta open?+
We're onboarding from the waitlist in small weekly batches. Join below and we'll be in touch as places open up.
Join the waitlist
Stop wondering where your week went.
Start the day with a plan that fits your energy and end it with a record of what you did.
✓ You're on the list. We'll be in touch.
That didn't save. Email hello@gtd-done.com and we'll add you by hand.
Early access rolls out weekly · Waitlist members get 90 days free, no card