# Widgets and notifications in the apps

On iPhone, iPad and Android: home screen widgets, buttons on notifications, Live Activities and Focus filters.

## Widgets

Each widget shows **one thing** and has **settings of its own**. A widget you just added works right away with sensible defaults; small sizes show less. A tap opens the task or page in the app.

**Change the settings:**

::: tabs
== iPhone and iPad
Long-press the widget → *Edit Widget* (iOS 17 or later).
== Android
Long-press the widget → *Settings* (you can skip this step when adding it).
:::

The lists to choose from (databases, views, properties, calendars, forms …) come straight from your Flowplan instance.

| Widget | What it shows | Settings |
| --- | --- | --- |
| **Quick capture** | Buttons for note, task, voice memo, photo | Where to save (default: your capture inbox), which buttons |
| **Tasks** | Open tasks – **check them off right in the widget** | My tasks, records of a database (with view) or to-dos of a page; all open, due today or overdue; number |
| **Today** | Appointments and tasks due | Calendars, range (today, 3 days, week), tasks due on/off |
| **Page and favorites** | Your favorites, or one page / database view | Page, view, up to two properties |
| **Database counter** | One number (count, sum, average) with its last 14 days | Database, view, value, group, history |
| **Journal and habits** | Whether today is written, your streak; habits **to check off** | Journal, habit database |
| **Time this week** | Hours this week and today; **start/stop the timer** | Which timer "Start" starts |
| **Mentions** | Who mentioned you or gave you a task; **mark as read** | Mentions and/or new tasks, unread only |
| **Form responses** | New responses to a form | Form |
| **Flowplan** | Tasks due at a glance | With or without the inbox, running timer on/off |
| **Flowplan Inbox** | Number of unread notifications | – |
| **Flowplan Instance, Live, Storage** | [Administrators](#widgets-for-administrators) only: state, one live number, storage | What to show or which metric |

"My tasks" shows, besides tasks from documents, the open records of databases in which you are in a person property (such as "Assignee") – with the database and due date (the [database's due date](/projects-and-tickets#when-is-a-record-due)), and you can check them off right away if you may edit the record. By the same rules these records also appear in the **Flowplan** widget (including the count on the app icon and the reminders without push), with their due date in the **Today** widget and so in Siri's "What's on today in Flowplan", and in Spotlight on iPhone and iPad. Private records of others, databases behind a journal PIN, end-to-end encrypted spaces and properties hidden from you stay out everywhere; a record that a chosen calendar view in the **Today** widget already shows appears there only once.

Good to know:

- **Counter history:** Flowplan keeps the value of every day. Days before the widget was set up are estimated and drawn lighter and dashed.
- **Privacy:** widgets only show what you may see in Flowplan. Pages behind a journal PIN or end-to-end encrypted only show their state in a widget, never content.
- **Signed out?** When your session ends (e.g. a short SSO session), every widget shows *Open Flowplan to sign in*. Its settings stay; after signing in, the widgets fill again at once.
- **Profiles:** widgets belong to the active profile. Switching removes what the previous profile showed; on Android every widget keeps its settings per profile.
- **Colours on Android:** from Android 12 all widgets take the system colours (Material You, from the wallpaper or the chosen theme), light and dark. Red, amber and green keep their meaning. After a new wallpaper the widgets follow with their next update.
- **Check off today's tasks:** add the **Tasks** widget and choose *Due today* in its settings.
- **Updates:** when you change something in Flowplan, when the app comes to the foreground, and in the background about every 30 minutes (iOS decides how often).
- **Requirements:** the configurable widgets, the Live Activities other than the timer, and Siri and Shortcuts need a Flowplan server 0.7.0 or newer. *Flowplan*, *Flowplan Inbox* and the running timer work from 0.4.0.

## Widgets for administrators

People who administer the instance (members of the admin group, `OIDC_ADMIN_GROUP`, default `flowplan-admins`) get three more widgets in the app for iPhone, iPad and Android. Each shows one thing big; on the iPhone you choose which in the widget's settings.

| Widget | Sizes (iOS) | Setting (default first) | Tapping opens |
| --- | --- | --- | --- |
| **Flowplan Instance** | small, medium, lock screen | *Show:* state (*All fine*, notices or problems with the most important one), last backup, or version with available update | Administration (Monitoring when there are notices or problems) |
| **Flowplan Live** | small, medium, large, lock screen | *Metric:* active now, requests/min, error rate (1 h) or sign-ins today; from medium up the other numbers small and the requests of the last 24 hours as a chart | Administration → Monitoring |
| **Flowplan Storage** | small, medium, lock screen (ring) | *Metric:* disk used, database and files, or fullest workspace (quota) | Administration → Storage |

- Everyone else sees *Administrators only* in these widgets; without a sign-in they say *Open Flowplan to sign in*.
- Like the other widgets they read their data with the app's device token (`GET /api/mobile/admin-summary`). The instance checks on every call that the person of the session the device is bound to is an administrator right now – leaving the admin group, signing out or removing the device under *Signed-in devices* stops it. API tokens never get this data.
- Only numbers and states are sent – no names, e-mail addresses or workspace names.
- With the statistics switched off (`FLOWPLAN_METRICS=off` or in the administration under *Monitoring → Statistics*), *Flowplan Live* says "Statistics switched off"; state and storage stay.
- Older instances without this endpoint show *Administrators only*.

## Buttons on notifications

Long-press a notification (or pull it down) for its buttons. They do their work in the background; the app does not open.

| Notification | Buttons |
| --- | --- |
| **A task is due** (a task assigned to you is due today, a [date reminder](/databases#date-reminders) of a record) | **Done** ticks it off; **Tomorrow** moves its date to tomorrow – the time of day stays, a date further ahead moves one day on |
| **Comment, reply, mention in a comment** | **Reply** – type the answer right in the notification; it goes into the thread (or comments on the page) under your name. **Mark as read** |
| **Everything else** | **Mark as read** |

- Each button also marks the notification as read; the number on the app icon follows.
- **Done**, **Tomorrow** and **Reply** need the phone unlocked; **Mark as read** works on the lock screen.
- **Done** on a record uses the database's “done” state (a status option such as *Done*, or a checkbox *Done*); databases without one only offer **Mark as read**. If the task changed meanwhile, nothing is ticked off – a notification says so, and a tap opens the page.
- Your rights apply as in the browser, and the change shows in the activity, versions and automations like any other.
- **Done**, **Tomorrow** and **Reply** only appear when the notification brings its text along – without it, nobody could tell which task a button acts on. Through the [push relay](/configuration-ai-push#push-relay-and-end-to-end-encryption) that is the default, because the text is end-to-end encrypted (operators can turn it off with `MOBILE_PUSH_CONTENT=off`); older app versions through Expo only get it with `MOBILE_PUSH_CONTENT=on`. Otherwise there is **Mark as read** only.

**Reminders without push:** if your instance does not send push notifications to the app (switched off by the operators, or a test build without push), the app reminds you of your tasks itself – at 09:00 on the day a task is due, as long as notifications are allowed for Flowplan. It uses the tasks the app knows from its summary (the next eight).

## Live Activities and ongoing notifications

On iPhone what is running appears on the lock screen and in the Dynamic Island, on Android as a notification (a Live Update on Android 16):

| What runs | Shows | Button |
| --- | --- | --- |
| **Timer** | a running clock | – |
| **Focus** | e.g. 25 minutes of focus, then the break | *End* |
| **Meeting now** | the time left | *Open notes* – creates the meeting note in your journal if there is none yet |
| **Imports and exports** | their progress | – |
| **Voice memo** | recording | *Stop recording* |
| **Incident of the instance** | administrators only, only while it lasts | – |

Meetings, imports/exports and incidents can be switched off in the app settings under *Live Activities*; the timer, focus and voice memos always appear while they run.

If you start or stop the timer or focus elsewhere – in the browser, on another device – or focus moves on to the break, the instance updates the Live Activity on the iPhone by push through the [push relay](/configuration-ai-push#push-relay-and-end-to-end-encryption), even when the app is not open. By default this push holds only times and the phase; the Live Activity already knows the title and link from when it started on the device.

## Focus filters

On the iPhone and iPad, a Focus (Settings → Focus → e.g. *Work* → **Add filter** → **Flowplan**) can choose:

- **Profile or workspace:** a profile ("all workspaces") or one workspace of a profile. When the Focus starts, the app switches to that profile and opens the workspace; when it ends, it goes back to the profile you had before – unless you switched yourself in the meantime.
- **Hide notifications from other workspaces:** while the Focus is on, your instance does not send this phone push notifications from other workspaces – or none at all if the Focus belongs to another profile. They still arrive in the inbox. If the Focus is never switched off, the rule ends by itself after a day.

Workspaces appear in the list once the app has been signed in to that profile; open the app on the profile once if one is missing.