Help centre

The sections, and what each one is for

There are only a few, and each answers a different question:

• Hoy (Today) — what is on me right now. Anything overdue sits at the top, grouped.
• Próximamente (Upcoming) — the next few days, with overdue items at the top too so they do not vanish.
• Entrada (Inbox) — where everything you capture without deciding lands. It is meant to empty out.
• Disponibles (Anytime) — what you could do now and has no day attached.
• Listas (Lists) — all your lists and projects, with their sections.
• Algún día (Someday) — deliberately parked: no date, no nagging.
• Conversaciones (Conversations) — the meetings and ideas you have recorded.
• Filtros, Métricas, Actividad, Archivo and Papelera for everything else.

Your first task

Tap the round button at the bottom right, or press Q on a keyboard. Type the whole sentence and press Enter.

The button adds where you are: inside a list it proposes that list, inside a label it brings the label along, and in Today it sets today's date. It only falls into the Inbox when you are nowhere in particular.

Make it yours in five minutes

• Which section the app opens on: Ajustes → Pantalla de inicio. Today is only the default.
• Which icons show at the bottom on a phone: Ajustes → Barra del móvil. Pick three to five from a catalogue of eleven and order them.
• What shows in the desktop sidebar: Ajustes → Menú lateral.
• Light, dark or automatic: Ajustes → Apariencia.
• Your time zone: Ajustes → Zona horaria. It matters more than it looks, because every date is worked out from it.

Where: Ajustes (Settings)

Gestures and shortcuts

• Swipe a task right to complete it, left to reschedule it.
• Long-press a task for its menu; on a desktop that is right-click, and it works on lists, labels, filters and calendar days too.
• Keyboard: Q or N to add, V to dictate, / or ⌘K to search, G then T, I or U to jump to Today, Inbox or Upcoming.
• Long-press the floating button to start dictating.

Write the whole sentence and Kairo splits it up

Whatever it recognises leaves the title and shows up as a chip below, so you can see what it understood before saving.

• #List — the destination list. Multi-word names work: #Website redesign.
• @label — a label, and you can add several.
• p1 to p4 (or !!1 to !!4) — the priority. The words "urgent" or "critical" also set P1.
• +Marta — assigns it to that person, if the list is shared.
• // — everything after it becomes the task's note and stops being parsed.
• Dates, times and repetitions have their own topic below.

Dictating

The add sheet has a microphone: tap it, talk, and what you say is typed into the field.

To empty your head in one go there is hands-free dictation (press V, or long-press the floating button): you talk without stopping and every pause closes one task and starts the next.

Symbols are spoken by name, and so are clock numbers. Dictation currently listens in Spanish, so these are the Spanish phrasings:

The ✨ button, for when the sentence comes out crooked

It appears as soon as there is something written and re-reads the text: it drops filler words, understands corrections made mid-sentence — "call Ana, I mean, call Armando" — and matches names against your real lists and labels.

If the server has AI interpretation configured, it also asks a model about whatever the parser missed. Without it everything still works, just with the built-in parser.

Some things are tapped, not typed

"Someday", "no date" and "this is an event" are not understood as text: typed, they stay in the title. They are buttons inside the date picker on the add sheet.

Priority, labels, list, section — if the list has any — and who it is assigned to, if it is shared, all live there too.

• Enter adds and closes. ⌘/Ctrl + Enter adds and keeps the sheet open, to chain several.
• Shift + Enter makes a line break, for a task that needs two lines.
• Reminders are not here: you set those inside the task once it exists.

First, the token

In Ajustes → Captura rápida, tap "Crear token de captura". It copies itself, and it is never shown again: keep it where you keep passwords.

On the same screen you choose "Dónde caen las tareas capturadas" — where captured tasks land. It applies to everything coming from outside; if you say the list out loud, that one wins.

Lose a phone or stop using a service, and revoking its token there cuts it off immediately.

Where: Ajustes → Captura rápida

One button on your phone, and you talk (iOS)

The full recipe, with the action names in both languages, is inside the app. In short:

• In Shortcuts, add "Dictate Text" and set "Stop Listening: after a pause", so it sends as soon as you stop talking.
• Below it, "Get Contents of URL" pointing at the capture endpoint, method POST.
• Request body as JSON, with two fields: text (the Dictated Text variable) and token (yours).
• A third field called project with a list name makes that shortcut always send there.
• Assign it to the Action Button, the lock screen, Control Centre or Back Tap.
• To use it with the phone locked, duplicate the shortcut and swap "Dictate Text" for "Ask for Input": launched with "Hey Siri", Siri asks and you dictate.

Where: Ajustes → Captura rápida → "Un botón del móvil y dictas"

Dropping an idea instead of a task

The same shortcut pointed at the recording endpoint, with a kind field set to IDEA, turns whatever you say into a plan: the tasks that come out of it, or a whole list with its sections if the idea is big enough.

For a longer idea, there is a variant that records audio instead of dictating. Watch one detail almost everyone gets wrong: the body has to be a Form, not JSON, because JSON cannot carry a file.

Where: Ajustes → Captura rápida → "Soltar una idea con un botón"

An NFC sticker

In Shortcuts → Automation → NFC, scan the sticker and pick "Open URL" with whichever address you want: one opens Kairo already listening, another opens the meeting recorder.

One on the nightstand, one in the car, one by the front door.

Where: Ajustes → Captura rápida → "Pegatina NFC"

A task by email

Kairo gives you your own address. Forward any email to it and the subject becomes a task, with the body as its note; the subject accepts the same syntax as quick add.

Treat it like a password: anyone who has it can create tasks in your account. You can generate a different one or switch it off whenever you like.

Where: Ajustes → Captura rápida → "Tarea por correo" → "Crear mi dirección"

From other apps, and from any service

• On Android, with Kairo installed, it shows up in the Share menu of any app: share a text or a link and it arrives in quick add, already written.
• On iOS, long-press the Kairo icon for "Nueva tarea" and "Dictar".
• A bot, Zapier, n8n or a hub button: anything that can make a web request with your token creates tasks. The response includes a field ready for Siri to read out loud.

Where: Ajustes → Captura rápida → "Cualquier otro servicio"

Lists and projects

When you create one you pick between List and Project, and the difference is intent: a List is something that accumulates — groceries, books — and a Project is something with an end.

A list can sit inside another, have its own colour, be favourited, archived and saved as a template. You can also duplicate it whole.

You rename it from its own "⋯" menu, without going into settings.

Sections

A section splits a list from the inside: supermarket aisles, project phases, the days of a trip.

Create them with "Añadir sección" at the end of the list or from the list's "⋯" menu; rename and delete them from the "⋯" on each section header.

• "Sin clasificar" (Unsorted) is not a section: it is the drawer for whatever is in none of them. It cannot be renamed, but its menu offers to turn it into a real section and take its contents along.
• To move a task, drag it by its handle on a desktop, or use its own menu on a phone, where there is no handle.
• A list with no tasks but with sections shows the sections, so there is somewhere to put the first thing.

Subtasks

Any task can have subtasks, and a subtask can have its own. This is where work really gets split: each subtask can carry its own owner, date and priority.

A subtask always lives in its parent's list, even if the person looking at it keeps the parent somewhere else.

Section or label?

The short rule: if the word only means something inside that list — "Aisle 3" inside the groceries — it is a section.

A label earns its place when a task needs to be in two places at once, or when the word is useful outside that list: @waiting, @calls, @home.

The same list, three ways

• List, grouped by section, date, list, priority, person or label.
• Board, one column per section, drag and drop, fingers included.
• Calendar, by month or week, rescheduling as you drag.
• The order you choose is saved with that list, not globally: a birthday list can run by date while the shopping list stays manual.

What piles up is not available work

"Disponibles" answers "what can I do right now that has no day on it?", and a shopping list with thirty lines in it makes that view useless.

So every list has a switch to stay out of it, on by default. It saves the moment you flip it — there is no save button.

Where: The list's "⋯" menu → its settings

Undo, trash and multi-select

• Completing and deleting can be undone from the toast at the bottom.
• Deleted items stay thirty days in Papelera (Trash), with their subtasks, comments and files intact.
• Multi-select: pick several tasks and complete, reschedule, re-prioritise, label, move or delete them in one go.
• The Inbox cannot be changed to another list, on purpose: it is the single place where uncategorised capture lands, and it should tend towards empty.

Search

Press / or ⌘K. It searches open and completed tasks, lists, sections, labels, saved filters, comments, attachments and people, all at once.

Arrow keys to move, Enter to open, and it understands commands to jump to any section.

The filter language

A filter is a saved query. It works in English and Spanish, with the operators & (and), | (or), ! (not) and parentheses.

The words it understands

• Dates: today, tomorrow, yesterday, overdue, 7 days, this week, next week, this month, a weekday name, or a date like 25/12.
• Structure: no date, no labels, has labels, no priority, subtasks, shared, completed.
• People: assigned to: me, assigned to: none, created by: me, unassigned.
• Lists and labels: #List for that exact list, ##List for it and its sub-lists, @label.
• Text: search: anything — and any word it does not recognise is searched in the title and the note.

Saving one

A filter you use often gets a name and a place in the sidebar: "what I have to do at work today" stops being retyped every morning.

Where: Filtros → new filter

What it understands, typed or spoken

In English and Spanish, inside the sentence and in any order:

Times

• "at 17:30", "17:30", "at 5pm" and "9am" all work.
• In Spanish, "a las 5" is read as 17:00: between one and seven with no am or pm, it is almost always the afternoon.
• If you write only a time that has already passed today, it is saved for tomorrow.
• A task with no time is an all-day task, and that changes how it reminds you (see reminders, below).

Repeating

Write it in the sentence or pick it in the date picker:

• A repeat with no date starts by itself: "every monday" begins next Monday.
• "Every month" keeps the day of the month and "every year" the same day, without drifting.
• When you complete it, the task jumps to the next round instead of disappearing.

Deadlines and duration

A deadline is not the same as the task's date: one is when you plan to do it, the other is when it has to be handed in. Write it with "deadline" or "due by".

The time zone is your profile's, not your device's

Every date is worked out with your account's zone, not the one on the machine in front of you. With your profile in Madrid and your laptop in New York, the task is saved at Madrid time, which is what you meant.

Check it on day one, especially if you travel: it is the number one cause of dates showing up a day early in your calendar.

Where: Ajustes → Zona horaria

What it does not understand (and how to say it)

• "every other week" is not recognised. Say "every 2 weeks".
• Written "weekend" is read as a weekend repeat. For one specific Saturday, say "on saturday".
• "tomorrow morning" sets the date but not the time. Say "tomorrow at 9".
• Dates are European order: 25/12 is 25 December. 12/25 does not work.
• "every 18th of the month" does not exist as such: set the date to the 18th and add "every month".

A birthday is not a task

Some dates arrive on their own: a birthday, the end of an insurance policy, a passport expiring, a renewal. They are not things you do, and ticking them off never made sense.

In Kairo that is an event: no checkbox, not counted as pending in the counters or the stats, and when its day is over it moves on by itself — if it repeats, it jumps to the next round; if it does not, it is retired.

That is why a birthday marked as an event still arrives next year, which is the entire point of writing it down.

How to mark one

When creating the task, inside the date picker, there is an "Es un evento" switch. The same switch is inside an existing task.

One surprising detail: remove the date from an event and it stops being an event. An event with no date would be a task nobody can ever close.

Setting a reminder

Open the task and tap the "Recordatorio" row. You can set several, and each person sets their own even on a shared task.

• With a time: at the time, 10 or 30 minutes before, 1 hour before, 1 or 2 days before.
• All-day: that day at 9:00 or 18:00, the day before at 18:00, two days before at 9:00, a week before at 9:00. A birthday falls due at midnight, so "at the time" would ring in the small hours — hence a different set.
• Or an exact date and time, unrelated to the task's own.
• On a repeating task the reminder is re-armed every round: next year's birthday rings too.

Where: Open the task → "Recordatorio"

Getting them on your phone with the app closed

Alerts are switched on per device, not per account: the permission is granted by the browser on that phone or computer.

On iPhone two things are needed: iOS 16.4 or later, and Kairo added to the home screen. In a Safari tab Apple does not deliver notifications, and there is nothing we can do about it from here.

If you once blocked Kairo's notifications, you have to allow them again in the browser settings; the app cannot do it for you.

Where: Ajustes → Avisos → "Activar en este aparato"

Email and the bell

• Inside the app, the bell in the header keeps everything that happened, with "mark all as read".
• Email only carries the alerts that are actually about you: a task assigned or shared with you, something you were waiting on being unblocked, or being added to a list. Switch it off in Ajustes → Avisos.
• Comments deliberately send no email: one task with a conversation on it would be ten emails in an afternoon, and an inbox like that gets filtered away entirely.

Where: Ajustes → Avisos → "Avisarme también por correo"

Snoozing one that arrives at a bad moment

Every reminder alert carries two buttons, snooze 10 minutes and snooze 1 hour. It creates a new alert and leaves the task's own untouched.

Snoozing needs a connection: it is one of the few things that does not work offline.

Recording

Conversaciones has three buttons: record a conversation, record an idea — you thinking out loud — and upload audio you already have.

• While recording you can pause, and tap the star whenever something important is said: afterwards Kairo works out what was being discussed at that moment.
• "Modo mesa" (table mode) turns the screen black and keeps recording, so you can lay the phone face down without burning battery.
• Anything under two seconds is discarded. A phone microphone reaches two or three metres.

Where: Conversaciones → "Grabar una conversación"

The iPhone limit, said plainly

On iPhone the browser cuts the microphone the moment you lock the screen or switch apps. It is not a Kairo bug and it cannot be fixed from the web: this is for meetings with the phone in sight, not for carrying it in your pocket.

If you do leave the app mid-recording, Kairo warns you when you come back so you check the result before trusting it.

For a long meeting with the phone away, record with Voice Memos — a native app — and send the file to Kairo from the Share menu with a shortcut. It is transcribed the same way, speakers and all.

Phone calls cannot be recorded: iOS blocks it at system level. On speakerphone or car hands-free, they can.

Where: Ajustes → Captura rápida → "Grabar con el móvil bloqueado"

What you get at the end

• A written summary, with key points and with the moments you starred, clickable to jump to that point in the audio.
• Detected tasks: tick the ones you want, choose the list they go to, and they are created. Nothing is created until you accept it.
• If it was a big idea, it proposes a whole list with its sections: untick what you do not want and create it.
• A sentence-by-sentence transcript with who said what; tap a sentence to hear it. You can correct the text and name each voice.
• Translate the transcript into another language, keeping the original timings and speakers.
• Your own notes and files: the context that was never said out loud.
• A mind map of what was discussed, and a chat to ask it things: "what did we agree?", "what is on me?".

Getting names spelled right

The names of your lists, labels, sections and tasks are already passed to the transcription engine as hints. Whatever is missing — surnames, product names, in-house acronyms — you add by hand.

The transcription language is a setting too, and both changes only affect new recordings.

Where: Ajustes → Vocabulario propio · Ajustes → Idioma de las transcripciones

Sharing and exporting a recording

• A link for people without an account, choosing what it includes — summary and tasks, transcript, audio, your notes — and how long it lasts: 7, 30 or 90 days, or no expiry. You can see how many visits it has had and withdraw it whenever.
• Export as Markdown, plain text, SRT or WebVTT subtitles, or JSON, with or without timestamps and speaker names.
• Download the original audio.
• Deleting one sends it to the trash with its audio, transcript and summaries, recoverable for thirty days. The tasks you created from it stay.

Before recording other people

In Spain, recording a conversation you are part of is lawful; recording one you are not part of is not. And if you share recordings of other people, data protection duties are still yours.

Saying it out loud at the start takes three seconds and avoids the whole problem.

A whole list

From the list menu, "Compartir". You invite by email and choose each person's role: Administrador, Miembro or Invitado.

If they already use Kairo they get access straight away; if not, an email invitation goes out. The invitation is for that address, not for whoever holds the link.

A single task

You can also share one task without giving access to the list. It lands in their inbox and they move it wherever they like: it stays the same task for both of you, even though each keeps it in a different place.

Sharing is not assigning: making them responsible is a separate checkbox, off by default.

A task has one owner, not several. Real splitting of work is what subtasks are for, each with its own.

A link anyone can open

A list can be published as a read-only public link, and unpublished whenever you want. Single tasks have no public link: their link only opens for people the task is already shared with.

Workspaces

For a team or a company, a workspace groups lists and people with their roles. Your personal space and your work one live side by side without mixing.

Where: Ajustes → Espacios de trabajo → "Crear espacio de equipo"

All of this needs a connection

Sharing, inviting and changing roles are among the few things that do not work offline, and the app says so instead of failing silently.

What works on a plane or in a basement

Almost everything. Creating, editing, completing, moving, reordering, deleting and commenting on tasks works exactly as it does online, and your lists, labels, filters and recent recordings are already stored on the device before you need them.

You can record, too: the audio stays on the phone and uploads and transcribes itself when the connection returns.

Changes go out in order as soon as there is network. Nothing to open, nothing to press.

What does not

These need the server or another person. The app says so when you try, instead of failing silently:

• Sharing, inviting and changing settings.
• Uploading attachments.
• Creating new lists and labels, and setting or snoozing reminders.
• Dependencies between tasks.

If it says there is no connection but there is

Kairo does not trust what the system says — a hotel wifi or a plane with wifi switched on both claim to be online — so it checks with the server before giving up.

That is why it sometimes takes a few seconds to notice. It is deliberate: being wrong every few seconds would leave the app re-fetching forever.

iPhone and iPad

Open Kairo in Safari, tap the share button and choose "Add to Home Screen".

It is not decoration: on iPhone, alerts only arrive if the app is on the home screen, and recordings waiting to upload are wiped after seven days if you live in a Safari tab.

Android

In Chrome, three-dot menu → "Install app". Once installed, Kairo shows up in the Share menu of any other app.

Desktop

In Chrome or Edge, the install icon in the address bar. You get your own window, with no tabs around it.

Once it is installed

• Long-press the icon for "Nueva tarea", "Dictar", "Hoy" and "Entrada".
• It opens on whichever section you picked in Ajustes → Pantalla de inicio.
• And it works offline from the first moment.

It is a subscription, not a sync

Kairo creates a secret address that Google, Apple or Outlook subscribe to. They read your dated tasks and draw them in the calendar you already use; anything you move there does not come back here.

In Google: Other calendars → Subscribe from URL. On iPhone: Settings → Calendar → Accounts → Add subscribed calendar.

Google usually takes a few hours to pick up changes; Apple and Outlook check every hour. That is their call, not ours.

The address is secret, so you can rotate it — the old one stops working — or stop publishing whenever you want.

Where: Ajustes → Calendario → "Crear la dirección"

Bringing your tasks from another app

Kairo's own JSON and CSV files are accepted, including the one Todoist exports. Everything is created in new lists, without touching what you already have.

If you build the CSV yourself, the only required column is the task text ("task", "title" or "content"). List, section, description, priority, date, recurrence and completed are recognised too.

Where: Ajustes → Importar tareas → "Elegir archivo"

Taking yours with you

As JSON, which carries everything, or as CSV, which opens in any spreadsheet. No request form, no waiting.

A single recording is exported separately, from its own menu, as Markdown, text, subtitles or JSON.

Where: Ajustes → Exportar mis datos

Signing in

With email and password, and with Google or Apple if they are enabled on your installation.

If you forget your password, use "Recuperar el acceso" on the sign-in screen: a link arrives and expires in one hour. The answer is the same whether the account exists or not, on purpose: answering differently would turn that screen into a customer finder.

If you sign in with Google, there is no password to change.

Where: Ajustes → Contraseña

Two-step verification

With any authenticator app: Google Authenticator, 1Password, whatever you use. Scan the code, confirm with six digits, done.

Turning it on gives you ten recovery codes. Keep them: they are the only way in if you lose your phone, and they are never shown again. You can generate ten new ones at any time.

Where: Ajustes → Verificación en dos pasos

Seeing what happened to your account

A log of the last ninety days: sign-ins, failed attempts, password changes, tokens created or revoked, two-step verification switched on. Each line says which browser and which address it came from.

If you see something you do not recognise, change your password and revoke any capture tokens you are not using.

Where: Ajustes → Actividad de seguridad

Deleting your account

There is no self-service button for it yet: write to info@mykairo.app from the account's address and we delete the whole thing, with everything in it.

Before you ask, take your data with you from Ajustes → Exportar mis datos: after deletion there is no way back.

What we will never ask you for

Not your password, not a two-step code, by any channel. If someone does and claims to be from Kairo, they are not.

Phone alerts are not arriving

• Check Ajustes → Avisos: the permission is per device, so having it on your laptop does not switch it on for your phone.
• On iPhone: iOS 16.4 or later, and the app added to the home screen. In a Safari tab they do not arrive.
• If you blocked them at some point, you have to allow them again in the browser settings.

The recording stopped halfway

Almost certainly you locked the screen or switched apps on an iPhone. Use "Modo mesa", which blacks out the screen without letting go of the microphone, or record with Voice Memos and send the file to Kairo.

The transcript spells names wrong

Add them in Ajustes → Vocabulario propio, and fix the existing ones with the "Corregir" button on the transcript. What you type by hand carries the most weight.

A task has disappeared

Look in Papelera: deleted items stay thirty days with their subtasks, comments and files. And if it was a repeating task, it did not disappear — it jumped to the next round.

Tasks show up a day early in my calendar

That is the profile's time zone. Check it in Ajustes → Zona horaria; the "use this device's" link fixes it in one tap.

I typed a date and it was ignored

See the "what it does not understand" list under dates: "every other week", "12/25" and "tomorrow morning" are the three that trip people up most.