Focus one - FAQ · agross Software

1. Focus & Workflow

1.1 Method of Operation

The workflow in Focus one follows a clear, practical 4-step process. This helps you capture tasks structurally, organize them meaningfully, prioritize them specifically, and complete them consistently.

Collect: Everything that needs to be done lands in the Inbox as a new task.
Process: Tasks are assigned to standard lists, projects, and/or Areas, and provided with dates and/or repetitions. Processing also includes reviewing all lists regularly to update, move, or delete tasks as needed.
Focus: Focusing means deciding which tasks need to be done next. This happens partly automatically (via a completion date) or tasks are intentionally moved to “Next” and/or “Focus.”
Execute: Tasks are worked through and completed accordingly.

1. Collect

Everything that comes to mind or needs to be done is first collected in the Inbox. This is where spontaneous ideas, new tasks, reminders, or things you want to plan later land. The Inbox is your central gathering place - free of structure and priorities. The key is: Get it out of your head; everything is noted down quickly to be processed later.

Tip: Enter tasks as simply and quickly as possible – the Inbox serves as an initial storage space, not a working list.

2. Process & Organize

In the second step, the collected tasks are sorted, assigned, and refined. During this phase, you can:

Assign tasks to suitable Standard Lists (e.g., “Scheduled,” “Anytime,” or “Waiting for”).
Assign tasks to a Project if they are part of a larger goal.
Assign tasks to an Area (e.g., Work, Personal, College, …).
Set dates, deadlines, and/or repetitions.

In this step, you also decide if a task is still relevant or if it should be deleted. Processing also involves regularly reviewing all lists - this ensures tasks remain up to date and clearly prioritized, minimizing the risk of overlooking something.

Recommendation: Plan a regular review to keep your lists tidy and realistic. The review interval can be set within the project settings in Focus one.

3. Focus

Now you decide what is important next. Focusing helps you direct your attention specifically to what matters most. This step can already be handled during your regular review.

You can: - Manually move tasks to “Next” and/or “Focus.” - Or concentrate on tasks that automatically appear in the “Next” list due to a set completion date.

Always switch to the appropriate Area. If you are at the office, you should only see the tasks and projects of the “Work” Area and not those from home.

Additionally, you can set the Focus on your most important tasks. These will then appear in the “Focus” list.

Tip: Don’t give too many tasks the Focus! Three, for example, is a proven, manageable number. Work through these and then prioritize again.

This ensures you always know what stands before you now without being overwhelmed by the entire list.

Goal: Always keep only the truly relevant tasks in view.

4. Execute

The final step is about doing. The tasks from your “Focus” or “Next” list are worked through – one after the other. As soon as a task is finished, you can check it off. It then automatically disappears from the active lists and moves to Done.

Execution happens in calm concentration, free from distraction – you work with clarity because you have collected, organized, and focused beforehand.

Result: Less chaos, more overview, and the rewarding feeling of actually completing things.

Summary

Step	Goal	Main List
1. Collect	Capture everything	Inbox
2. Process	Structure and plan tasks	Standard Lists, Projects, Areas
3. Focus	Set priorities	Focus, Next
4. Execute	Implement tasks	Done

These four steps form the core of the Focus one workflow – simple, clear, and effective.

1.2 How can I stay focused on specific tasks in Focus one?

Focus one provides four powerful ways to reduce information overload and sharpen your focus on what matters most:

1. Areas (Thematic Separation) By creating Areas (e.g., Work, Personal, College), you can keep projects and tasks completely separate. Use the Area Switcher on the main screen to select your current context. Once an Area is active, only the associated tasks and projects are displayed—and even the standard lists (like “Next” or “Waiting for”) update automatically to match.

2. Project Focus (Deep Work) Need to dedicate your full attention to a single goal? Use the Project Focus feature. Right-click (Mac) or long-press (iOS) on a project in your list and select “Focus Project.” This filters the entire app to show only that specific project, hiding everything else so you can work without distraction.

3. The “Next” List (Automated Planning) The “Next” list serves as your dynamic daily schedule. It ensures you never lose track by gathering relevant tasks from various sources:

Date-based Tasks: Tasks scheduled for today (or earlier) automatically appear here.
Sequential Projects: For projects set to “sequential,” only the top (next) task is automatically shown in the “Next” list. Once completed, the following task moves up.
Manual Selection: You can move any task into this list manually at any time to prioritize it for your day.

The “Next” list also respects your active Areas and Project Focus settings, ensuring you only see what is relevant to your current context.

4. Focus List (Daily Priorities) For your most important daily goals, there is the “Focus” list. You can mark tasks by swiping left or using the context menu. These tasks then appear together in the Focus list, allowing you to quickly prioritize the things that truly count today from a long list of to-dos.

Tip: Less is more. Intentionally set the focus on just a few tasks (e.g., three per day) to ensure you actually complete them.

1.3 Why should I review my projects regularly?

To prevent your task manager from becoming a “graveyard” for old tasks, regular reviews are essential. They ensure that your lists stay up to date and that you maintain confidence in your system.

How does Focus one support this? In the settings of each project, you can define an individual Review Interval (e.g., weekly or monthly). The default interval for new projects is one week.

The Red Dot: When a project is due for review, Focus one displays a subtle red dot to the left of the project name in your project list.
The Process: Briefly go through the project, update dates, delete completed or obsolete tasks, and set new priorities.
Completion: Once you confirm the review using the button within the project (located below the last task), the interval starts over.

Your Benefit: You stay in control of your projects and prevent important tasks from getting lost in the daily grind.

Info: You can disable the review for a specific project by setting the interval to 0 (zero) in the project settings.

2. Features, Account & Security

2.1 Sync & Privacy

Focus one uses your personal iCloud account to sync your data across all your devices. This ensures top-level privacy and security: since your data is stored in your private cloud, no one—including us—can access it.

If you encounter any synchronization issues, please go through the following checklist:

1. Use the Same iCloud Account Ensure that you are signed in with the same Apple ID on all your devices.

iOS: Settings App → [Your Name] (Apple ID, iCloud…)
macOS: System Settings → [Your Name] (Apple ID)

2. Enable iCloud Drive iCloud Drive must be active for the sync to function.

iOS: Settings App → [Your Name] → iCloud → iCloud Drive should be “On”.
macOS: System Settings → [Your Name] → iCloud → iCloud Drive should be “On”.

3. Grant Focus one Sync Permissions Focus one needs explicit permission to store data in your iCloud.

iOS: Settings App → [Your Name] → iCloud → (Apps Using iCloud) Tap “Show All” → Locate Focus one and ensure it is toggled “On”.
macOS: System Settings → [Your Name] → iCloud → iCloud Drive → “Apps syncing to iCloud Drive” → Ensure Focus one is toggled “On”.

Note: After enabling these settings, it may take a few moments for your data to fully sync for the first time, depending on your internet connection.

Yes! Focus one fully supports Apple Family Sharing.

When you purchase a subscription or the Lifetime version, up to five other members of your iCloud Family Group can use Focus one at no additional cost.

How it works: 1. Make sure Family Sharing is enabled in your Apple ID settings. 2. Your family members can simply download Focus one from the App Store. 3. If the Premium status isn’t recognized automatically, they can just tap “Restore Purchases” in the app settings.

Privacy Note: Even though you share the subscription, your data remains strictly private. Each family member uses their own private iCloud storage. No one can see another person’s tasks or projects.

2.3 Can I collaborate on tasks and projects with other users?

No, Focus one is designed strictly as a personal task manager.

The app is optimized to provide maximum clarity for your individual tasks and projects. It does not include collaboration features for teams or groups.

Why is this? 1. Privacy & Security: Your data is synced exclusively via your personal iCloud account. No one—not even us as developers—has access to it. Sharing data with other users would compromise this private, secure environment. 2. Focus: Focus one is built to minimize “noise.” The app focuses on your individual productivity without the added complexity and distractions that often come with team-based tools.

Tip: If you need to collaborate on a project with others, you can still use Focus one for your personal planning to track the specific steps you are responsible for within that larger project.

2.4 Can I attach files or documents to tasks?

Currently, attaching files (such as PDFs or images) directly to Focus one is not supported.

Focus one is designed to be a lean and fast task manager. However, we understand that file attachments are important for many workflows, and we may consider adding this feature in a future update.

Pro Tip for now: You can use the Notes field of any task to store links. If your files are stored in iCloud, Dropbox, or on a server, simply copy the shareable link into the task’s notes. This gives you one-click access to your documents.

Looking Ahead: We are constantly improving Focus one. User feedback regarding features like file attachments helps us prioritize our roadmap for upcoming versions.

Focus one - FAQ