Workflow is a planning tool for creative work. Track projects, client outreach, social posts and publishing dates on one calendar. It runs in your web browser and needs no account.
Open workflow-planner.html in a modern browser such as Chrome, Edge, Safari or Firefox. The page opens on the current week.
Everything you enter is saved in that browser, on that device. There is no sign-in and no cloud sync. This is useful for privacy, but it also means your data does not follow you to another computer or browser. Read the backup section before you rely on it.
Use the three buttons at the top right to switch views:
Use the ← and → arrows to move one week or one month at a time. Today jumps back to the current period. The header always shows today's date and the range you are viewing.
The summary bar under the header counts your items. See Summary numbers, Today and overdue.
The page switches to the new day automatically at midnight, so the "today" highlight stays correct.
Use the ☀ button to switch between dark and light themes. Your choice is remembered.
There are five ways to add an item:
After you save an item, the calendar jumps to its date, clears any filter or search that would hide it, and briefly highlights it. A message at the bottom confirms the date, or "Unscheduled" if it has none.
Click any item to open it for editing. These fields are available:
| Field | What it is for |
|---|---|
| Title | Required. Shown on the calendar. |
| Type | Task, Meeting or Note. Meetings show 📅 and notes show 📝 on the calendar. |
| Time (optional) | A start time, such as 2:00 PM. It shows on the item and sorts each day's items by time. Items without a time come last. |
| Categories | One or more of Personal Projects, Creative / Portfolio, Client Outreach, Social Media, Publishing. The first one sets the item's colour. An item with none is "Uncategorized". |
| Status | Draft, Scheduled, In Progress or Published / Done. |
| Platform / Channel | Free text, such as Substack or Instagram. |
| Client Name, Contact Email | Optional. Used for search, the client filter and exports. |
| Start Date, Finish Date | When the item happens. Leave both empty to keep it unscheduled. An item appears on every day from start to finish. |
| Repeat | Does not repeat, Weekly, Every 2 weeks, or Monthly. See Repeating items. |
| Awaiting Assets | Tick this when you are waiting for images, files or other material. |
| Notes | Anything else: links, details, reminders. |
Press Save to keep your changes. If you close the window with unsaved changes, Workflow asks before discarding them.
The Quick add box sits above the summary bar. Type one line and press Enter. Workflow picks out the type, date and time, and uses the rest as the title.
| You type | You get |
|---|---|
| Meeting with Sam Tue 2pm | Meeting "Meeting with Sam" on the next Tuesday at 2:00 PM |
| Note: gallery ideas | Note "Gallery ideas", unscheduled |
| Send proposal Oct 28 | Task "Send proposal" on October 28 |
| Call Jo tomorrow at 14:30 | Meeting "Call Jo" tomorrow at 2:30 PM |
It understands:
A Meeting with no date is put on today. A Task or Note with no date goes to the Unscheduled strip. Open the item afterwards to adjust anything it got wrong.
In Week view, click the status word under an item to move it to the next status: Draft → Scheduled → In Progress → Done → Draft. In Month view, change status from the item window.
An item is urgent when its finish date falls within the next seven days and it is not Done. Urgent items get a yellow outline and a ⚠ "Due soon" label. They are also listed in the yellow banner at the top of the page, with the number of days left.
Items with Awaiting Assets ticked show ⏳ on the calendar, so you can see what is blocked at a glance.
The bar under the header shows seven counts. Click any number to list those items in a panel, whatever week they fall in. The panel ignores your filters, so it always shows the full set. Click the number again, or Close, to hide it. Click an item in the panel to open it.
| Count | What it includes |
|---|---|
| Active Items | Everything not marked Done. |
| Due This Week | Items, including repeats, with a finish date in the next seven days. Done items are not counted. |
| Overdue Not Done | Items whose last date has passed and that are not Done. Repeating items are not counted. |
| Awaiting Assets | Not-Done items with Awaiting Assets ticked. |
| In Draft | Not-Done items with Draft status. |
| Completed / Done | Items with Published / Done status. |
| Recurring Items | Items set to repeat. |
The Today panel lists what is on for today that is not Done, sorted by time, with the number of overdue items. It is hidden on days with nothing scheduled.
Items that are past their date and not Done appear in a red Overdue banner, so old items cannot hide in weeks you are not viewing. Click one to open it and mark it Done, move its date or archive it. To clear a backlog, use Mark all done or Archive all in the banner. They apply to the overdue items currently shown, and both show an Undo message.
The row under the header controls what appears on the calendar:
Filters apply to the calendar, the banners and the unscheduled strip. They do not change your data. Category buttons are remembered between visits; search text and the client choice are cleared when you reload.
When filters or search are hiding items, a note above the calendar says how many, with a Show everything link that clears them all. Saving an item also clears any filter that would hide it.
An item with no dates is kept in the dashed Unscheduled strip above the calendar. Use it for ideas you have not placed yet. Click an item to schedule it in the window, or drag it onto a day.
In Week or Month view, drag a single (non-repeating) item to another day to move it. It keeps its length: a three-day item stays three days long. Drag it onto the Unscheduled strip to remove its dates.
Repeating items cannot be dragged. Open them and change the dates or repeat settings instead.
Set Repeat to Weekly, Every 2 weeks or Monthly. Then choose Repeat Until if the series should end. Repeating items show a ↻ on each occurrence.
The backup bar at the top of the page shows where backups go and when the last one was made.
The status on the right of the bar reads "Backed up today" with the time, or shows the date of your last backup.
Choosing a folder needs Chrome or Edge. In Safari and Firefox the Choose folder button is hidden, and Back up now saves the file to your Downloads folder. You get the same daily reminder banner.
Workflow does not delete old backup files, so the folder grows by one small file a day. Delete old ones when you like.
Click Backup at the top right for these options:
| Option | What it does | Use it for |
|---|---|---|
| Export Backup (JSON) | Saves every item, including the archive, to a file in your Downloads folder. It counts as today's backup. | Full backups you can restore later. |
| Restore from JSON Backup | Replaces everything in the planner with the contents of a backup file. Backups made by older versions of Workflow also work. | Recovering data or moving to another browser. Current data is replaced, so back up first. |
| Export Calendar (.ics) | Creates a calendar file of scheduled items, with repeats and skipped dates. A single-day item with a time becomes a one-hour event at that time. Everything else is an all-day event. | Viewing your schedule in Apple Calendar, Google Calendar or Outlook. |
| Export Spreadsheet (CSV) | Creates a spreadsheet of all items, including archived ones, with Type and Time columns. | Sorting, filtering or sharing a list in Excel, Numbers or Google Sheets. |
Click Print to print or save as PDF the view you are currently on, Week, List or Month. Buttons and filters are hidden in the printout. Use the arrows first to choose the week or month you want.
| Key | Action |
|---|---|
| N | New item (when no window is open) |
| Esc | Close the open window. Asks first if you have unsaved changes. |
| Tab | Move between controls. It stays inside an open window. |
| Enter | Open the focused item or button |
Check that you are using the same browser and computer you used before. If you cleared browser data, or your browser's storage was reset, the planner has no copy. Restore from your most recent JSON backup.
Workflow now jumps to a new item's date and clears filters that would hide it. If you still cannot find one, click the matching number in the summary bar, such as Active Items, to list everything regardless of week or filters. Items with no date are in the Unscheduled strip above the calendar.
Click the number. The panel lists those items with their dates. Old items that were never marked Done are the usual cause. They appear in the red Overdue banner, where you can mark them done or archive them.
Either no backup has been saved today or the browser needs you to allow the folder again. Click Back up now. If it still fails, click Change folder in the backup bar and choose the folder again.
Your browser cannot pick a backup folder. Use Chrome or Edge for that. In other browsers, Back up now saves to your Downloads folder.
Your browser has run out of space for the planner or has blocked storage, often in a private window. Export a backup, free some browser storage, and try again from a normal window.
The planner loads its fonts from Google Fonts. Without a connection, it uses standard fonts instead. The layout still works.
Restore only accepts a JSON file exported from Workflow. Calendar (.ics) and spreadsheet (CSV) files cannot be restored.