What is Trevor AI?

Trevor AI is a task planning app, enabling you to plan your day by scheduling your tasks in your calendar timeline.

Daily planning

Planning your day in a timeline provides clarity on everything competing for your time, so you can figure out what you can realistically do in a day, and what’s actually worth doing.

Time-blocking

Scheduling tasks in your calendar timeline, known as time-blocking, is among the simplest, yet most powerful productivity techniques. It enables us to gain a new level of control and type a of motivation that is within our control.

Deep work

Deep Focus is what allows us to perform our best work, in less time. Defining a specific block of time for a specific task helps us to prime our mind for action and turn passive to-dos into an action plan that we can focus on.

How does it work?

Video Walkthrough: https://www.youtube.com/watch?v=C5NWC7QMVOg

Core Functionally

1. Organise your Tasks (+AI)

Similar to To-do lists and task management apps, you can add, edit and complete tasks, assign due dates, durations and recurrence rules, organise tasks into colour-coded lists, add notes to both tasks and lists, as well as to share lists for collaboration with peers. Tasks are stored internally in Trevor’s database, but can also be synced in real-time from our supported Task Integrations, listed further on.

• Trevor’s AI helps by auto-assigning a predicted duration to each task.
• Enables you to harness the benefits of task management, similar to to-do apps.

2. Manage your Calendars

Similar to Calendar apps, you can sync calendar accounts and add, edit, move and resize calendar events in the calendar’s timeline.

• Enables you to harness the benefits of time management, similar to calendar apps.

3. Schedule your Tasks (+AI)

Schedule your tasks in your calendar’s timeline, in various intuitive ways from drag & drop to smart scheduling suggestions - A scheduled task has a corresponding calendar event, kept in perfect sync at all times. This allows you to visualise the task in your timeline, as well as to track it’s state with the complete checkbox. A scheduled task has a start time and date and an end time and date, unless it’s scheduled in the all-day field, which only requires a start and end date.

• Trevor’s AI helps with task scheduling automations listed below.
• Enables you to harness the best of task management and time management, cleverly integrated into a singular system, often referred to as “time-blocking”.

4. Focus on Deep Work (+AI)

Focus on the current task by tapping on it, which includes a beautiful timer, a big note field and an AI generated action plan to help you get started, by breaking the task down into more manageable steps.

• Enables you to harness the benefits of improved focus and reduced procrastination.

5. Track Progress and Develop a Planning Habit (+AI)

A personalized “Start My Day” email will be sent to you, if you opt-in to “functional” emails. It includes various progress reports, shows overdue tasks, your daily plan, and a personalized AI coaching based on your recent schedule - all in an effort to keep you up to date and help you improve your planning, one day at a time.

• Enables you to harness the benefits of personalized coaching and improved motivation.

Availability

Trevor AI is a web-based application, available on any modern browser, at https://app.trevorai.com/ on mobile, tablet and desktop.

Use the Add to Home Screen feature in your browser’s menu for a more native app experience.

Pricing

Trevor AI is a freemium product with a free and pro tiers.

Free Tier

Enables you to leverage most of Trevor AI’s core technologies for personal use - limited to one calendar account and limited automation.

Pro Tier

Enables you to leverage all of Trevor AI’s Intelligent Time-blocking Technology with the ability to add multiple calendar accounts for work and life. Pricing: https://trevorai.com/home/#pricing

Calendar Integrations

All calendar integrations are synced 2-way and in real-time and enable to you show/hide individual calendars and to manage their events from Trevor’s Interface.

1. Google Calendar
2. Microsoft Calendar (Outlook & Office365)

Apple’s iCal has no open API and is not currently supported, but you could share your Apple calendar to your Google account to display Apple events in Trevor AI.

Important: Signing Up will generate an internal ‘Trevor AI’ calendar, that is not synced with Google or Microsoft and cannot be accessed outside of Trevor AI. Ideally you should sync with at least one of the available 3rd party integrations and mark one of your calendars as a Scheduling Calendar, as explained below.

Syncing multiple calendar accounts is available for Pro users.

Scheduling

The Scheduling Calendar

All tasks scheduled with Trevor AI are synced with the scheduling calendar. By default, it’s a newly created “Trevor AI” calendar, which can easily be changed via Calendar Options from the main menu. In some cases, the “Trevor AI” calendar is not created automatically and an internal calendar is selected for scheduling. When tasks are scheduled in an internal calendar, they can only be viewed in Trevor AI and will not sync with your other calendar accounts (Google, Outlook, etc). Make sure to set your preferred Scheduling Calendar and to enable it across your devices.

Scheduling Methods

1. Drag & drop a task from the Task Hub into the Calendar, at the desired day and time.
2. Select a Smart scheduling suggestion or a Quick scheduling suggestion from the task’s scheduling dropdown.
3. Drag or press on your timeline to create a new scheduled task from a the displayed text field.
4. Add a new scheduled task with natural language date parsing (ex: "Walk the dog tomorrow at 10am")
5. Select one of Trevor AI’s auto-generated scheduling suggestions by clicking on a special suggestion event in the calendar timeline, presented as a coloured border with a title and no background.

Actions for Scheduled Tasks

1. Complete - marks the task and the corresponding calendar event as completed.
2. Unfinished - shows the task in the Task Hub, ready to be scheduled again and marks it’s calendar event as completed. Previously known as 'Partially Complete'.
3. Unschedule - shows the task in the Task Hub and removes the calendar event.
4. Reschedule - moves the event for another time.
5. Remove - permanently deletes the task and it’s event.
6. Change start time
7. Change end time
8. Change title
9. Change the task’s list
10. Set recurrence rules
11. Add reminders
12. Write in the note field

Overdue Tasks

Overdue Scheduled Tasks are highlighted in the Task Hub with a red due date and are visible by default, even tho they are scheduled. Overdue tasks are also shown as smart rescheduling suggestion events in the calendar timeline, which you can tap on to accept the suggestion. Some actions for overdue suggestions may be a Pro tier feature.

Recurrence Rules

There are 2 separate ways to set recurrence rules in Trevor AI.

Recurring Tasks

Recurring Tasks are set via the task’s expanded field, by clicking on the scheduling icon. This recurrence rule is for the task alone and does not contain a calendar event.

Once a recurring task is scheduled it will show up in the Task Hub on it’s next recurrence, allowing you to schedule it again. This feature is useful for recurring tasks which are scheduled in different parts of the day or week.

Recurring Scheduled Tasks / Events

Recurring Scheduled Tasks / Events are recurrence rules set from the event menu of a scheduled task. They can be set by tapping Set Recurrence and behave similar to similar to recurring events in other calendar apps.

Setting this rule visualises all past and future recurrences in the calendar timeline. This feature is especially useful for habits and tasks which are scheduled in similar parts of the day or week.

Each recurrence can be moved or resized individually, as well as to be completed individually to track progress.

Recurring Scheduled Tasks may be a paid ‘Pro’ feature.

AI & Automation Features

At Trevor AI, we believe that you should have the ultimate decision when planning your ideal day. A day that aligns with your long-term goals, work-life balance and overall wellbeing. In an effort to keep control in your hands we introduce AI features that act as an assistant, rather than a “boss”. These AI scheduling features are Trevor’s core value proposition.

AI Scheduling video showcase: https://www.youtube.com/watch?v=9q3STBdRdZY

Personal AI Model

Calendar data is deeply personal and we respect that. Each user’s data is annonymized and fed into a deep learning model that learns that user’s scheduling patterns. This privacy-first approach, enables Trevor AI to predict how long each task would take, in which day of the week is it likely to be scheduled, and at what time. AI models are updated on different frequencies for free and pro tier users, which reflect on the prediction accuracy.

Automated Task Durations

Trevor automatically assigns a predicted duration for each of your tasks, unless disabled via Account Settings. The duration is shown next to the task’s title and can easily be changed via a tap. Automated duration allows Trevor to more accurately find time for your tasks using the availability algorithm.

Scheduling Suggestions

Scheduling (and Rescheduling) Suggestions are special temporary events that show up in your calendar timeline. They are presented with a semi-transparent background, Trevor’s tri-shape logo, and a title.

Scheduling suggestions are not calendar events and are not synced with your calendars. They become calendar events (scheduled tasks) once you click on them individually or accept them in bulk. You can also choose to ignore them.

These suggestions leverage Trevor’s AI scheduling technology to showcase the best predictions based on your scheduling preferences and calendar availability in realtime. This unique feature automates planning by eliminating numerous decisions while allowing you to take the ultimate decision of whether you want to do that specific task at that specific time.

You can leverage scheduling suggestions in the following ways:

Task-Based Scheduling Suggestions

Trevor AI can provide one or multiple scheduling suggestions for a specific task:

Hover & Long-Press

Hovering on a task’s schedule icon will show the optimal scheduling suggestion for that specific task in your calendar timeline. A long-pressing on that same icon will instantly accept the suggestion

Click & Choose

Clicking on the task’s schedule icon will show the top 3 scheduling suggestions. Simply click on your preferred suggestion in your calendar to schedule it.

Plan-Based Scheduling Suggestions

Trevor AI can create a plan for your current calendar scope (ex: 3 days). The plan is visualized with Scheduling Suggestions for multiple tasks, which you can accept to schedule in bulk.

Plan My Day Widget

The widget is located on the top left of your calendar component, showcased by magic icon and “Plan My Day” text.

Clicking on it will generate a plan for the current calendar scope (ex: 3 days), represented by Scheduling Suggestions. You can then accept that plan in bulk with a single click. Essentially, you can even plan your week with just 2 clicks.

Hovering over the widget shows a dropdown with the following options:

Source of Tasks:

• Task Hub - Trevor uses advanced AI to select the optimal tasks for today from all of your tasks, including integrations with Google Tasks, Microsoft To Do, and Todoist.
• Scheduling Queue - Trevor will only suggest tasks from the scheduling queue - giving you fine control over which tasks (or lists) you want the AI to schedule.
• Opened List or Filter - Opening a task list or Todoist filter makes sure only those tasks will be suggested.
• Overdue Tasks - Only uncompleted tasks with past due dates will be suggested for rescheduling.

Timeframe:

• A Day
• 3 Days
• A Week

Actions include:

• Accept X Suggestions - schedules all visible suggestions in bulk
• Undo - undo the last bulk schedule
• Close widget

Preferences

Scheduling suggestions are limited to your scheduling hours and your scheduling blocks, specified in Account Settings.

Smart Scheduling Queue

The Smart Scheduling Queue is a simple prioritisation mechanism for tasks that aims to give power users more granular control over which tasks Trevor AI should aim to schedule.

• You can add individual tasks to the queue by clicking on the scheduling icon and then “Add to Scheduling Queue”
• You can add whole lists as well, by opening the list and clicking the Scheduling Queue icon.

Tasks in the queue are then visualised as Scheduling Suggestions in your timeline, if that option is selected in the Plan My Day Widget, on the top left of the calendar.

You can also open the Smart Scheduling Queue filter from the lists dropdown at the top of your Task Hub - This will allow you to schedule your whole queue with 1 click via the Plan My Day Widget. Switching to a bigger timeframe (like Weekly) might provide better options.

Progress Dashboard

My Progress dashboard, accessible from the Main menu, showcases your progress towards scheduled and completed tasks over time, as well as time allocation in each list of tasks. The main graphs include:

• Scheduled task hours per day
• Scheduled task hours invested in each list
• Number of scheduled tasks out of all tasks within each list
• Number of scheduled vs completed tasks per day.

This enables you to get motivated by your progress and to provide transparency on how you invest your most valuable asset - time.

We plan on leveraging AI to categorise your tasks in various ways to provide even more transparency on whether your day-to-day actions align with your long-term goals.

My Progress may be a paid ‘Pro’ feature.

Task Management

By default, tasks created in Trevor AI are stored internally on Trevor AI’s servers and can only be accessible via Trevor AI. Alternatively, you can seamlessly connect multiple task managers in combination with Trevor’s internal task system, as explained in Task Integrations. Task management happens mostly in the Task Hub component, located on the left side of the interface, supporting the following features:

Task Lists

Each task belongs to a list. You can manage your lists from the top right icon in the Task Hub, allowing you to:

• Create a new list, by choosing it’s name and color
• Edit a list’s title and color
• Delete a list and all of it’s tasks permanently
• Show/hide a list. Hidden lists are simply not shown in the Task Hub.
• Set a Default List via the Starred icon. New tasks will be added to the default list, unless another list is specified.
• Override Scheduling Calendar. Tasks from that list will be scheduled in the chosen scheduling calendar (optional).
• Link to Scheduling Block. AI scheduling features will respect the connected scheduling block, as defined in Account Settings (optional).
• Share a list with another user - sends an invite via email (optional).
• Sync task lists from Task Integrations, including Todoist filters.
• Add notes to a list, once you open that list in the Task Hub.

Shared Task Lists

All collaborators in a shared task list can:

• Manage tasks
• Assign tasks
• Schedule tasks from themselves

Not yet supported:

• Viewing collaborator’s schedules
• Scheduling tasks for other collaborators but yourself
• Viewing progress reports or analytics for collaborators

Tasks

Tasks in Trevor AI are handled similar to traditional to-do lists. You can easily:

• Create tasks from the Add New Tasks Panel
• Edit task’s title by clicking on it.
• Mark a task as completed via it’s checkbox on the left
• Move to another List, via the expand button
• Delete the task, via the expand button
• Write a note, via the expand button
• Assign a task, only in shared lists
• Drag to reorder tasks, only in an opened list

In addition to those traditional features, you can:

• Assign a duration for each task. Trevor AI assigns a predicted duration automatically, which you can easily override. It’s visible in the task container as [30min][2h][All-day]
• Drag & drop it in your schedule
• Schedule it via Smart Suggestions and Quick suggestions from it’s scheduling icon
• Set a Due Date from it’s scheduling icon
• Set Recurrence Rules from it’s scheduling icon
• Add to Scheduling Queue from it’s scheduling icon

Task Integrations

All task integrations are synced both ways and in real-time.

We plan to eventually integrate with most of the popular task management apps. This is the currently available list of integrations:

Todoist (task manager)

Trevor AI is an official Todoist integration, allowing you to sync and schedule your Todoist tasks in realtime, with 2-ways sync.

Supported features include:

• Schedule Todoist Tasks with Google Calendar and Microsoft Calendar (Outlook & Office 365)
• Create, edit, reorder and delete Todoist tasks.
• Filter Tasks with Todoist Filters in the Task Hub.
• Complete/Uncomplete Recurring (unscheduled) Tasks. Not yet able to set Todoist Tasks as Recurring Scheduled Tasks.
• Read Labels like 30min and 2h, which are assigned as task durations.
• Read Task’s Due Date to show as hint in Trevor’s UI and improve Scheduling Suggestions.
• Update the Due Date, once the task is scheduled via Trevor AI. Note that setting a due date in Todoist, does not schedule the task automatically.
• Read the “Assigned To” field, allowing you to show/hide Unassigned Tasks as well as Tasks assigned to other people, configurable via Account Settings.
• Open in Todoist button for each task.
• Support for webhooks for auto-syncing.

Note: Todoist’s Google Calendar Integration can cause duplication conflicts. It’s advisable to disable it when using Trevor AI for scheduling.

Microsoft To do (task manager)

Trevor AI integrates with Microsoft To do, allowing you to sync and schedule your tasks in realtime, with 2-way sync.

Supported features include:

• Show Lists and To Dos (tasks) in the Task Hub
• Create, edit and delete tasks
• Complete and Un-complete tasks
• Reorder tasks in a list, only within Trevor AI
• Read the task’s due date
• Complete recurring tasks

Not supported yet:

• Moving tasks between lists
• Subtasks
• Update due date when changed via Trevor AI
• Create recurring tasks via Trevor AI

Google Tasks (task manager)

Trevor AI integrates with Microsoft To do, allowing you to sync and schedule your tasks in realtime, with 2-way sync.

Supported features include:

• Show Lists and To Dos (tasks) in the Task Hub
• Create, edit and delete tasks
• Complete and Un-complete tasks
• Read the task’s due date
• Move task to another list (within one account)
• Manage tasks created from Gmail’s “Add to Task”

Not supported or Partially supported:

• Task Due date is limited to only date, without time
• Recurring Google Tasks cannot be recognised and will not work correctly after completion
• Recurring Google Tasks cannot be created from Trevor’s interface yet
• Subtasks are shown as separate tasks and are not visually structured
• Tasks assigned directly from Google Docs will not be shown in Trevor AI

Start My Day Email

Start My Day is a morning digest email that is personal for each user, including valuable bits of information and actionable guidance.

It is enabled/disabled via the Email Preferences in Account Settings. Emails are received based on your preferred Scheduling Hours (and days).

Start My Day includes:

1. Brief progress report for yesterday’s completed task hours.
2. A list of overdue tasks, which the user has not marked as completed.
3. Today’s plan, including calendar events and scheduled tasks
4. A list of scheduled recurring tasks for today
5. A personalized set of actionable advise from Trevor’s AI, on how you can improve your scheduling for optimal productivity and balance.

The User Interface

Trevor AI’s user interface consists of 3 main components:

The Header Menu

The header menu on top of the app UI contains:

1. Trevor’s Logo, on the left, as the home button
2. The currently visible calendar date, in the center, which opens the date picker when tapped.
3. Filters for the calendar view, on the right, such as Daily, 3 Days, Weekly and Monthly.
4. The main menu at the far right, illustrated by an icon of a meditating human, containing links to My Progress dashboard, Account Settings, Calendar Options, Pro Plan details, What’s New, How-to Guide, Privacy Policy, Terms of Service, Cookie Policy and Logout button.

The Task Hub

The Task Hub (previously known as the “inbox”) displays your tasks, organised by lists. It’s located on the left side of the UI (below the header menu) on larger screens, or can be opened via a button on mobile.

By default, under each list the top 3 tasks are visible. Each list title can be clicked to expand it and show all of it’s visible tasks, as well as the list’s note.

Tasks can be dragged from the Task Hub into the calendar to schedule them.

The Task Hub also contains:

1. The Add New Task Panel, used to create tasks
   1. You can type a title for a task to create it.
   2. You can assign the task to a list other than the default / starred list, by either clicking the hashtag ‘#’ button or type ‘#’ in the title field.
   3. You can define a date and or time using natural language, to create a new scheduled task.
2. The Control Panel on top, which contains the following Task Hub options:
   1. A lists dropdown to expand a selected list, similar to clicking the list’s title.
   2. A search field for tasks.
   3. ‘Show Scheduled’ and ‘Show Completed’ filters, which make scheduled and or completed tasks visible in the Task Hub, illustrated by icons.
   4. ‘Show Overdue’ filter, which only shows scheduled tasks which are overdue and have not been marked as completed
   5. A button to go to list management mode for adding and editing lists.
3. Each Task contains:
   1. A checkbox to track it’s completed state.
   2. A title, which is editable on tap.
   3. A default duration, predicted by Trevor’s AI and easily editable by tapping on it.
   4. A scheduling icon, which expands the task on tap, revealing the following options:
      1. ‘Repeat’ dropdown, to set recurrence rules for tasks
      2. ‘Set due date’ button
      3. Quick and Smart scheduling suggestions, which are a grid of buttons indicating optimal times to schedule the task in the timeline based on availability and a prediction algorithm.
      4. Once a task is expanded, it’s scheduling suggestions are visualised in the calendar as Suggestion Events.
   5. An expand icon, containing the Notes field for the task and options to Complete, Edit, Move to List and Remove the task.

The Calendar Timeline

Calendar timeline on the right side of the UI (below the header menu), showing both scheduled tasks and calendar events.

• Calendar events and scheduled tasks are synced with either Google Calendar and/or Microsoft’s Outlook / Office365 Calendar.
• All events can be moved, resized and edited, similar to traditional calendar apps.

Event Menu

Events and scheduled tasks can also be clicked on, which displays an Event Menu that includes all the actions for scheduled tasks, listed above.

Scheduling Suggestions Widget

Located on the top left of the calendar component, as described above.

Mobile UI

On Mobile devices with smaller screens, below the header menu, either the Task Hub or the Calendar is displayed at one time. The Add New Tasks Panel is displayed as an overlay. The 3 options are toggled from a bottom navigation bar.

Keyboard Shortcuts

Laptops and desktop devices can use the following shortcuts

• Arrow Left shows previous calendar period (1 day, 3 days, weekly, monthly)
• Arrow Right shows next calendar period (1 day, 3 days, weekly, monthly)
• Shift + Arrow Left shows previous calendar day
• Shift + Arrow Right shows next calendar day
• Option + Space (on Mac) and Ctrl + Space on Windows and Linux focuses the Add New Task Panel

Settings and Personalisation

Account Settings

Accessible from the main menu, allows you to:

• Add sign-in methods, such as Google, Facebook and Email
• Integrate Calendar Accounts from Google or Microsoft’s Outlook or Office365
• Integrate Tasks from Todoist
• Customize certain Trevor AI behaviours and automations like task duration predictions, default task duration, start of day, number of shown overdue suggestions, default reminder times and more.
• Export Data, per GDPR requirements.
• Delete Account, which irreversibly purges all of your data from our servers.

Calendar Options

Accessible from the main menu, allows you to:

• Customise the Schedule view’s vertical size to Compact, Default or Detailed.
• Change time and date format between AM/PM and 24h, as well as the starting day of the week (Monday or Sunday)
• Show and Hide individual calendars from all of the synced calendar accounts
• Star one calendar as the ‘Scheduling Calendar’, as explained above.

Calendar Options are also a part of the walkthrough for each new user, so you can setup calendar accounts and individual calendars in advance.

Common Issues, Questions and User Requests

The most common errors and questions our users are facing and their solutions:

Common Issues

• Sync Error
  • User Experience: Seeing a “Sync Error” error message and unable to add/edit calendar events.
  • Cause: Most commonly due to expired permission to read/write the user’s calendar.
  • Solution: Relog into Trevor AI. If it doesn’t work, revoke permissions for Trevor AI in Google - https://myaccount.google.com/u/1/permissions or Microsoft - https://account.live.com/consent/Manage, and to sign in again, which will refresh the access token we need to keep the calendar in sync. Contact us at support@trevorlabs.com in case the solution doesn’t work.
• Blue screen, Blank screen or App not working
  • User Experience: User sees our blue background gradient, but app is not working.
  • Cause: Most commonly due to security extensions in the user’s browser, which prevents the app’s javascript from loading.
  • Solution: Disable browser extensions for app.trevorai.com, after which to clear the browser cache and refresh the web page. Trying a different browser might also help. Contact us at support@trevorlabs.com in case the solution doesn’t work.
• Microsoft Admin Consent Required
  • User Experience: Unable to integrate with Microsoft due to stricter permissions.
  • Cause: When integrating with Microsoft’s Outlook/Office365 calendar, often times the user is trying to sign in via an organizational account, which has stricter permissions, setup by their company’s admin, to allow integrating with 3rd party apps like Trevor AI.
  • Solution: User should request permission from their company’s admin or to try to enable the permissions via this link: https://account.live.com/consent/Manage. The user can opt in for a read-only integrations for extra security, but will be unable to schedule tasks or edit events on read-only calendars.
• Todoist Sync Issue
  • User Experience: Any sync issues with Todoist tasks, with or withour error messages.
  • Solution: “Re-connect” Todoist from Account Settings
• Timezone issues
  • User Experience: Wrong timezone
  • Cause: Trevor AI gets the user’s timezone from their device’s browser, which is likely where the issue is originating from.
  • Solution: Fix the timezone on the user’s device

FAQ

• Question: Localisation and Language Support
  • Answer: Trevor is only available in english language, but can be used in most countries.
• Question: Privacy
  • Answer: Trevor AI deeply respects the user’s privacy, will never sell user data to 3rd parties and complies with EU’s GDPR. User data is hosted on Google’s server infrastructure.
• Question: Native iOS, Android or Desktop Apps
  • Answer: Trevor AI is a mobile and desktop optimised web app, available at https://app.trevorai.com on any modern browser. No dedicated iOS, Android or Desktop apps are available yet. For the best experience, use the “Add to Home Screen” feature in browser’s share menu.

Contact us:

support@trevorlabs.com