Everything you need to get the most out of Flo, boards, calendar, notes, and memory. Skim the sections you care about.
planFlo is a productivity tool built around an AI assistant named Flo. You type or paste whatever is on your mind and Flo sorts it into the right place: a task on one of your boards, an event on your calendar, a draft in your notes, or a summary in memory.
The layout in 30 seconds. The left rail is split into two groups. Global (Projects, Memory) stays the same no matter which board you're in. Projects is your home base across all boards; Memory is your long-term context library that Flo reads on every chat. Project (Boards, Calendar, Notes, Focus, Archive) is scoped to whichever board you have active. Switch boards and the Project-scoped views update to match.
After you sign up you land on your first board with a handful of sample columns. A one-time tutorial walks you through the main surfaces in about two minutes. You can replay it anytime from Account Settings → View Guide.
First things to try:
Flo is the chat input at the top of every view. It reads what you type or paste, figures out what you mean, and routes it to the right surface. Under the hood it calls Anthropic's Claude models.
What Flo sees on every message:
What Flo can do today: create/edit/move cards, add checklist items, schedule events, rename boards and columns, save notes, save context to Memory, duplicate cards across boards, answer questions about what's on your board, and generate short summaries.
What Flo can't do yet: author long-form content (blog posts, emails), learn your preferences automatically, or act on reminders asynchronously without you asking.
Models and pricing: Pro uses Claude Sonnet. Max uses Sonnet for simple requests and automatically upgrades to Claude Opus for complex tasks and file uploads. You don't need to pick a model.
Projects is your home base. Every workspace in planFlo is a board (work, side projects, personal life), and Projects is where you see all of them at a glance. Progress bars, urgency badges, recent activity, and a quick-view popup for each board without having to switch into it.
Creating a new board: click "New board" from Projects, name it, and optionally pick a starter template (Content calendar, Product launch, Personal life, or blank). Templates pre-fill columns and category tags you can customize later.
Pinning: hover a board and click the pin icon to keep it first in all board lists across the app.
Plan limits: Free plan gets 3 boards. Pro gets 10 boards. Max is unlimited. If you downgrade and exceed the limit, excess boards are locked (read-only) instead of deleted. They stay visible in Projects so you can upgrade again and pick up where you left off.
Memory is how you feed long-term context to Flo. A Memory Pad is a topic (e.g. "Client Project X", "Product Roadmap", "My Writing Style"). Inside each pad you add entries: meeting notes, research, decisions, preferences, whatever matters.
Memory is global It's not tied to any single board. Flo reads all your pads on every chat, so anything you save here carries across your whole account.
Flo summarizes each pad in the background and the summary is injected into Flo's context on every chat. That means Flo can reference things you wrote weeks ago without you re-explaining them.
How to add to Memory:
Memory Pads are Pro/Max only. Free plan users with no pads see a paywall; Free users who created pads during a trial can still read those pads in read-only mode, but can't add, edit, or summarize until they upgrade.
A board is a kanban workspace: columns across the top, cards in each column. Every card has a title, a category tag, a priority, an optional due date, an optional time window, and an optional checklist.
Moving cards: drag a card between columns to change its status. Hold cmd or ctrl while clicking the grip handle to reorder a card within its column.
Customizing columns: click the three-dot menu on a column to rename it, pick a color, or insert a new column before or after. The first column (usually "Ideas") is where new cards land by default. The last column (usually "Done") triggers a completed state when cards move there.
Managing your board list (create, pin, plan limits) lives in Projects.
The calendar shows every card with a date plus any personal events you've created directly. Switch between month, week, and day views with the controls at the top.
Personal events vs. board events: personal events are not tied to any board. They show up account-wide on your calendar. Board events are cards on a specific board that happen to have a date; they stay scoped to that board.
Google Calendar integration: bidirectional sync with your primary Google Calendar. Pull your events into planFlo's calendar view, and push planFlo cards with dates out to Google. Connect from Account Settings or the Calendar settings gear.
Recurring events: cards and events support daily, weekly, biweekly, and monthly recurrence. Completed recurring cards auto-advance to the next occurrence.
Notes are standalone documents. Each note has a title, a category (Note, Email, Script, Social, Template, or Brief), and a rich-text body. Write anything: meeting notes, drafts, summaries, longer-form ideas.
Format Text: in the note editor, click Format Text to have Flo clean up the structure (add line breaks, paragraph spacing, basic formatting). Pro gets 15 free formats/day, Max gets 25, beyond that it costs 1 AI request each. Free plan doesn't have access.
Draft Generator: when you add a content-type card (blog, email, social copy) to a board, planFlo auto-generates a draft shell in Notes with a rough outline. This is a template, not finished content; fill it in or rewrite from scratch.
Focus Mode is a single-screen view that pulls everything urgent across all your boards into one list, grouped by priority level. Use it first thing in the morning to see what's actually due, what's overdue, and what's high-priority without hopping between boards.
Archive stores any card you've archived. Archived cards are read-only but recoverable. Click a card to view its full details or restore it to its original board. Use Delete to permanently remove an archived card.
Your Account Settings live under the profile icon in the left nav. From there you can edit your name, manage your subscription (opens the Stripe billing portal), see your AI usage, connect Google Calendar (once verification clears), send feedback, and sign out.
Managing billing: the Manage Billing button opens the Stripe customer portal where you can change plans, update your card, cancel, or download invoices. Changes you make there sync back to planFlo automatically within seconds.
Plan mechanics (trial, upgrade/downgrade, cancel, price changes, team plan): all on the pricing page.