How to Master Tasks in rivva
Complete guide to creating, scheduling, and managing tasks in rivva. Learn the difference between manual and smart scheduling, how to use Inbox for task extraction, and time-blocking strategies.
If you’ve ever felt overwhelmed by endless to-do lists that never seem to shrink, you’re not alone. Traditional task managers just give you a list and hope you figure out when to do things. rivva’s different.
Tasks in rivva aren’t just items on a list. They’re intelligent, scheduled, and designed to fit your actual capacity. Here’s how to create, schedule, and manage them like a pro.
What makes rivva tasks different?
Every task in rivva has details like a title, duration, and timing. But unlike other apps, rivva doesn’t just store tasks—it helps you decide when to work on them based on your energy levels, calendar availability, and priorities.
You can schedule tasks manually (if you already know when to do them) or let rivva smart-schedule them for you. And if you want, you can even time-block tasks on your Google Calendar so your schedule reflects the work you actually need to do.
Three ways to create tasks
rivva gives you flexibility. Choose the method that fits how work shows up in your day.
Method 1: Create a task manually
Best for when you already know what needs to be done.
Tap the task creation button in the app, then add:
Title and description
Duration (how long it’ll take)
Start date and deadline
Task type (Admin, Creative, Deep, or Personal)
Priority (High, Medium, Low)
Subtasks (optional)
Then decide how to schedule it:
Manual scheduling: You pick the exact time
Smart scheduling: rivva finds the best time based on your energy and availability
Pro tip: The only field you must fill in is the title. That’s it. Creating a task in rivva really is that easy.
Method 2: Create tasks from Inbox (email extraction)
Many tasks hide in your email—follow-ups, document comments, approvals, meeting action items. rivva’s Inbox automatically detects these for you.
When rivva spots an action item in your email, it appears in Inbox where you can:
Review the task with full context
Edit details like title, duration, or deadline
Choose to manually schedule or smart schedule it
Delete it if it’s not relevant
Tasks from Inbox never enter your workflow without your approval. You’re always in control.
Method 3: Create tasks with Nia
The fastest way. Just tell Nia what you need to do, and she’ll:
Turn it into a task
Fill in helpful details automatically
Smart schedule it for you
Try prompts like:
“Add a task to review the budget report by Friday”
“Remind me to call the supplier tomorrow at 2pm”
“I need to finish the proposal, review contracts, and schedule a team meeting—all by Wednesday”
All tasks created by Nia are smart-scheduled by default.
Understanding rivva’s default settings
To make task creation faster, rivva uses some smart defaults. You can always change them:
Start time: Today (unless you specify otherwise)
Task tag: Admin (you can change to Creative, Deep, or Personal)
Duration:
Admin/Personal: 30 minutes
Creative: 45 minutes
Deep work: 1 hour
Priority: Medium (you can adjust to High or Low)
Schedule: Smart Schedule defaults to your work hours, but you can customize this
Manual vs. Smart Scheduling: What’s the difference?
Manual scheduling means you pick the exact date and time for a task. This works well when you already know when something must happen.
Tasks with manual scheduling only appear on your planner when they have a start time. Otherwise, you’ll find them in Task Manager.
Smart scheduling means rivva schedules the task for you using:
Your energy rhythm
Your connected calendars
Your availability throughout the day
If your day changes, rivva automatically adjusts smart-scheduled tasks so your plan stays realistic.
To smart-schedule a task, just toggle on the “Smart Schedule” button and rivva finds the best time for you.
Time-blocking tasks on your calendar
Want your calendar to reflect reality? Enable time-blocking.
When time-blocking is turned on:
Tasks appear on your Google Calendar
You get a realistic view of your day
Others can see when you’re busy (if your calendar is shared)
Time-blocking is optional and works per task. You can choose which calendar each task appears on if you have multiple calendars connected.
Managing tasks in Task Manager
Task Manager is your hub for all tasks. Tasks are organized into three main categories:
1. Today – tasks starting today
This category has three subcategories:
Overdue: Tasks past their deadline and not complete
Incomplete: Tasks whose scheduled time has passed but the deadline hasn’t (yet)
To-Do: Tasks scheduled for today that haven’t been started
2. Upcoming – tasks with a future start date
3. Done – completed tasks
From Task Manager, you can:
Edit task details (title, duration, timing, type)
Reschedule tasks manually or switch to smart scheduling
Delete tasks you no longer need
Mark tasks as complete
You can also manage tasks through Nia using natural language.
Can I create multiple tasks at once?
Currently, tasks are created one at a time via manual entry. However, Inbox and Nia make bulk processing easier:
In Inbox, you can add multiple items to tasks or smart-schedule several at once
With Nia, you can ask her to create multiple tasks in one prompt (she’ll process them in batches of three)
Can I edit or delete tasks?
Yes! Any task—whether created manually, from Inbox, or by Nia—can be edited or deleted anytime.
To edit: Click the task in Task Manager or ask Nia to edit it for you To delete: Swipe on the task or ask Nia to delete it
Tasks are flexible and designed to adapt to your workflow.
Still have questions about tasks? Reach out at support@rivva.app or message us on WhatsApp.