Task Allocations

Task Allocations let you block time on your calendar for any task — and with multiple allocations, you can reserve time for the same task across several sessions. This gives you a more accurate and flexible view of how your time is distributed across your work.

❓ What task allocations are

In Routine, allocating time means dragging a task into the calendar to block dedicated time for it. Allocations are distinct from regular calendar events — they represent focused work time reserved for a specific task.

With multiple allocations, you can:

• Block time for the same task across multiple time slots

• Split complex work into smaller, focused sessions

• See all planned and completed time blocks for a task in one place

• Delete individual allocations directly from the task view

• Track how time has been distributed across a task over time

Each allocation is linked to its task — not a standalone event.

⚙️ How to create allocations

From the task list:

1. Drag any task from the task list into the calendar

2. Drop it onto a time slot to create the first allocation

3. To add another allocation for the same task, hold Option (macOS) or Alt (Windows/Linux) while dragging the task again

4. A small + indicator appears confirming a new allocation will be created

5. Drop to add the additional time block

From the calendar:

1. Hold Option/Alt and drag an existing allocation to a new time slot

2. The + indicator confirms a new allocation will be created

3. Drop to place the additional block

From the task view:

1. Open any task

2. Navigate to the Allocations section

3. View all existing allocations and delete any that are no longer needed

📅 How allocations appear in the calendar

• Allocations are visually distinct from regular calendar events

• A checkbox indicator marks each block as a task allocation

• Allocations follow the event coloring system — color is determined by calendar, label, or a custom color property defined in your event type settings

• Clicking an allocation shows the related task details

• Double-clicking opens the task directly

• Allocations can be resized and moved like regular events

✅ Viewing allocations from a task

When you open any task:

• All allocations are listed in the Allocations section

• Past and future allocations are grouped separately

• You can delete individual allocations directly from this view

• This gives a complete picture of how time has been planned and spent on the task

💡 For tasks bound to a custom database row, the week planning option is not available — scheduling maps directly to the task's date column instead.

💭 Why multiple allocations matter

Multiple allocations enable:

• More realistic planning for complex or multi-session work

• Better visibility into how time is distributed across tasks

• Greater flexibility in daily and weekly scheduling

• Accurate time tracking for projects and deep work

• A clear separation between calendar events and focused work blocks

🗣️ Use cases

Task Allocations are especially useful for:

• Deep work — block multiple focused sessions for a large task spread across the week

• Long-term projects — plan work incrementally across days without creating separate tasks

• Writing and research — split creative work into morning and afternoon sessions

• Client work — track time spent across multiple working sessions for the same deliverable

• Recurring work — allocate consistent weekly time for ongoing responsibilities

• Team coordination — show teammates when you're heads-down on a specific task

Task Allocations turn your calendar into an accurate reflection of how you plan to spend your time — not just when your meetings are.