---
title: "OKiDO documentation"
description: "How to work with OKiDO, step by step."
url: "https://okido.io/en/docs"
video: "https://assets.okido.io/docs/01%20Product%20tour.mp4"
language: "en"
edition: "2026-10-23"
---

# OKiDO documentation

> How to work with OKiDO, step by step.

[OKiDO user guide (PDF)](https://okido.io/docs/pdf/OKiDO-User-Guide-2026-10-en.pdf)

## [Getting started](https://okido.io/en/docs/getting-started.md)

- [Sign in or create an account](https://okido.io/en/docs/getting-started/sign-in.md): Sign in to OKiDO with your email and password, or create an account with an organization of your own.
- [Reset a forgotten password](https://okido.io/en/docs/getting-started/reset-your-password.md): Get a reset link by email and choose a new password when you cannot sign in.
- [Accept an invitation](https://okido.io/en/docs/getting-started/accept-an-invitation.md): Join an organization from the link in your invitation email, with a new account or the one you already have.
- [Find your way around](https://okido.io/en/docs/getting-started/find-your-way-around.md): Learn what each item in the sidebar and the mobile bottom bar opens, and where to find your settings and sign out.
- [Create an organization](https://okido.io/en/docs/getting-started/create-an-organization.md): Set up a new organization, pick its plan and finish checkout to start your free trial.
- [Switch between organizations](https://okido.io/en/docs/getting-started/switch-between-organizations.md): Choose which of your organizations you see, or show several at once, with the organization selector.
- [Change the language and theme](https://okido.io/en/docs/getting-started/change-language-and-theme.md): Switch OKiDO to another language, and choose a light, dark or system theme.
- [Install OKiDO as an app](https://okido.io/en/docs/getting-started/install-okido-as-an-app.md): Install OKiDO on your computer or phone so it opens in its own window, like any other app.
- [Get help from support](https://okido.io/en/docs/getting-started/get-help-from-support.md): Open a support ticket, follow the conversation and reply to the OKiDO support team.

## [Dashboard, Inbox and Search](https://okido.io/en/docs/dashboard-inbox-search.md)

- [Customize your dashboard](https://okido.io/en/docs/dashboard-inbox-search/customize-your-dashboard.md): Add, remove and rearrange the widgets on your dashboard, such as Tasks Summary, Upcoming Deadlines and My Time.
- [Work through your inbox](https://okido.io/en/docs/dashboard-inbox-search/work-through-your-inbox.md): Filter your notifications by type, open the item behind each one and mark them as read.
- [Turn on push notifications](https://okido.io/en/docs/dashboard-inbox-search/turn-on-push-notifications.md): Allow browser push notifications so new tasks, mentions and approvals reach you even when OKiDO is closed.
- [Find anything with Ctrl+K](https://okido.io/en/docs/dashboard-inbox-search/search-with-ctrl-k.md): Open quick search with Ctrl+K (Cmd+K on a Mac), jump to a result, or open the full search page and narrow it down with filters.
- [Save a search](https://okido.io/en/docs/dashboard-inbox-search/save-a-search.md): Save a search and its filters under a name, and run it again from Saved Searches.

## [Projects](https://okido.io/en/docs/projects.md)

- [Create a project](https://okido.io/en/docs/projects/create-a-project.md): Create a project, choose its type and decide who can see and edit it.
- [Control who can see a project](https://okido.io/en/docs/projects/control-who-can-see-a-project.md): Make a project private or public, and add or remove the people and teams who can open a private project.
- [Switch between List, Board, Calendar and Gantt](https://okido.io/en/docs/projects/switch-project-views.md): Look at a project's tasks as a list, a board, a calendar or a Gantt chart, and pick the view that fits the job.
- [Filter, sort and group tasks](https://okido.io/en/docs/projects/filter-sort-and-group-tasks.md): Use quick filters, field filters, sorting, grouping and list columns to find the tasks you need in a project.
- [Set up board columns](https://okido.io/en/docs/projects/set-up-board-columns.md): Add, rename, recolor, reorder, collapse, merge and delete the columns of a project's board, and choose the column for finished work.
- [Add rules to a column](https://okido.io/en/docs/projects/add-column-rules.md): Require fields to be filled in before a task can enter a column, and limit who may move tasks into it.
- [Import tasks from Asana, Trello, Jira, Monday or ClickUp](https://okido.io/en/docs/projects/import-tasks-from-another-tool.md): Bring tasks over from Asana, Trello, Jira, Monday.com or ClickUp into a project with the import wizard.
- [Reuse a project as a template](https://okido.io/en/docs/projects/reuse-a-project-as-a-template.md): Build a template project with relative due dates and start new projects from it with Clone.
- [Archive or delete a project](https://okido.io/en/docs/projects/archive-or-delete-a-project.md): Archive a finished project to hide it from the project list, or delete a project with all its tasks for good.
- [Give new tasks default labels](https://okido.io/en/docs/projects/set-default-labels-for-a-project.md): Choose the labels every new task in a project starts with, in the project settings.

## [Tasks](https://okido.io/en/docs/tasks.md)

- [Create a task](https://okido.io/en/docs/tasks/create-a-task.md): Add a task to a project and fill in who does it, its status, priority, dates, sprint and description.
- [Break a task into subtasks](https://okido.io/en/docs/tasks/break-a-task-into-subtasks.md): Split a task into smaller steps, put them in order and tick them off as the work gets done.
- [Comment, mention people and check activity](https://okido.io/en/docs/tasks/comment-on-a-task.md): Discuss a task in its comments, @mention people or AI agents, and read the log of every change.
- [Follow, share or print a task](https://okido.io/en/docs/tasks/follow-and-share-a-task.md): Follow a task to hear when it is done, ask the assignee for an update, copy its link, print it or create a follow-up task.
- [Attach files and record a briefing](https://okido.io/en/docs/tasks/attach-files-and-record-a-briefing.md): Attach files to a task and record a short video of your screen and voice that explains the work.
- [Add Smart Labels to a task](https://okido.io/en/docs/tasks/add-smart-labels-to-a-task.md): Put Smart Labels on a task and fill in the custom fields they bring along.
- [Make a task wait for another](https://okido.io/en/docs/tasks/set-task-dependencies.md): Mark which tasks block a task, spot date conflicts and see blocked work on the board and the dashboard.
- [Request an approval](https://okido.io/en/docs/tasks/request-an-approval.md): Ask one or more people to approve a task. The task completes when everyone has approved.
- [Make a task repeat](https://okido.io/en/docs/tasks/make-a-task-recurring.md): Give a task a schedule, so that it comes back by itself with the next date each time you complete it.
- [Track time on a task](https://okido.io/en/docs/tasks/track-time-on-a-task.md): Estimate a task, log time with one click or your own entry, and run the timer while you work.
- [Move a task to another project or organization](https://okido.io/en/docs/tasks/move-a-task.md): Move a task and its subtasks to another project, column or organization, and see who would lose access before you do.
- [Hand a task to an AI agent](https://okido.io/en/docs/tasks/hand-a-task-to-an-ai-agent.md): Assign a task to an AI agent or @mention one in a comment, then follow its runs, results and approvals on the task.

## [Approvals and request forms](https://okido.io/en/docs/approvals-forms.md)

- [Follow up on an approval you asked for](https://okido.io/en/docs/approvals-forms/follow-up-on-an-approval.md): See who still has to decide, get notified when the approval is decided and ask again after you have made changes.
- [Create a request form](https://okido.io/en/docs/approvals-forms/create-a-request-form.md): Build a form whose answers become tasks in a project, with the labels, column, assignee and priority you choose.
- [Share a request form with people outside your organization](https://okido.io/en/docs/approvals-forms/share-a-request-form-publicly.md): Open a request form to anyone with the link, so customers can send requests without signing in.
- [Send a request through a form](https://okido.io/en/docs/approvals-forms/send-a-request.md): Fill in a colleague's request form from its link or from a board column, then open the task it creates.
- [Handle incoming requests](https://okido.io/en/docs/approvals-forms/handle-incoming-requests.md): Find new requests in your inbox, see which form each came from, and pause or delete a form.

## [Planning: milestones, sprints, reports](https://okido.io/en/docs/planning.md)

- [Create a milestone](https://okido.io/en/docs/planning/create-a-milestone.md): Turn a task into a milestone and link the tasks that lead up to it.
- [Track milestones and spot risk](https://okido.io/en/docs/planning/track-milestones-and-risk.md): Follow every milestone's progress on the Milestones page and act on at-risk and late warnings.
- [Plan a sprint](https://okido.io/en/docs/planning/plan-a-sprint.md): Put tasks into a sprint from the task itself, and mark the board column that holds the sprint's work.
- [Follow and close a sprint](https://okido.io/en/docs/planning/follow-and-close-a-sprint.md): See the sprint work for you, your teams or one project or team on the Sprints page, then close the sprint and carry unfinished tasks over.
- [Run a sprint meeting](https://okido.io/en/docs/planning/run-a-sprint-meeting.md): Take standup, retrospective or catchup notes, record and transcribe the meeting, and email the notes to the team.
- [Run a time report](https://okido.io/en/docs/planning/run-a-time-report.md): Pick one of the six time reports, set its filters and read the results.
- [Export a report to CSV](https://okido.io/en/docs/planning/export-a-report.md): Download the report you are looking at as a CSV file for a spreadsheet or an invoice.

## [Teams and Smart Labels](https://okido.io/en/docs/teams-labels.md)

- [Create a team](https://okido.io/en/docs/teams-labels/create-a-team.md): Create a team to group people for assignments, project and Playbook access, and filters.
- [Add people to a team](https://okido.io/en/docs/teams-labels/add-people-to-a-team.md): Add people to a team as Member, Lead or Admin, change their team role and remove them again.
- [Create a Smart Label](https://okido.io/en/docs/teams-labels/create-a-smart-label.md): Create a label with a name, color, category and description to put on tasks, documents and SOP templates.
- [Add custom fields to a label](https://okido.io/en/docs/teams-labels/add-custom-fields-to-a-label.md): Give a label its own fields, such as text, an amount, a date or a choice, to fill in on every task that carries the label.
- [Organize labels into categories](https://okido.io/en/docs/teams-labels/organize-labels.md): Group labels into categories, put the categories in order and archive the labels you no longer use.
- [See all tasks with a label](https://okido.io/en/docs/teams-labels/see-everything-with-a-label.md): Open a label's page to see every task that carries it, across all projects.

## [Playbook](https://okido.io/en/docs/playbook.md)

- [Organize the Playbook with folders and processes](https://okido.io/en/docs/playbook/organize-folders-and-processes.md): Create folders and processes, rename and move them, and add documents, SOPs, recordings and decision trees to a process.
- [Give teams access to a folder](https://okido.io/en/docs/playbook/give-teams-access.md): Choose which teams can only read a Playbook folder and which can change what is in it.
- [Write a document](https://okido.io/en/docs/playbook/write-a-document.md): Create a wiki-style document in a process and write it with the rich-text editor.
- [Review and publish a document](https://okido.io/en/docs/playbook/review-and-publish-a-document.md): Send a document for review, approve it, publish it for readers and set how often it must be reviewed again.
- [Compare and restore document versions](https://okido.io/en/docs/playbook/compare-document-versions.md): Open a document's version history, compare a version with the current text and restore an older one.
- [Record your screen](https://okido.io/en/docs/playbook/record-your-screen.md): Record a video of your screen with your voice in a process and watch it back.

## [SOPs and runs](https://okido.io/en/docs/sops-runs.md)

- [Create an SOP template](https://okido.io/en/docs/sops-runs/create-an-sop-template.md): Create an SOP checklist in a Playbook process, add its steps and publish a version your team can run.
- [Add checklists, files and variables to steps](https://okido.io/en/docs/sops-runs/add-checklists-files-and-variables.md): Give the steps of an SOP checklist items, files and linked documents, and add variables that people fill in during a run.
- [Add an approval gate to a step](https://okido.io/en/docs/sops-runs/add-an-approval-gate.md): Make a step of an SOP wait for approval from the people you choose before the run can go on.
- [Assign steps to teams and AI agents](https://okido.io/en/docs/sops-runs/assign-steps-to-teams-and-agents.md): Decide who does each step of an SOP: a team, or an AI agent that carries the step out on its own.
- [Start a run](https://okido.io/en/docs/sops-runs/start-a-run.md): Start a run from an SOP template with its own name, priority and due date, and fill in its variables right away.
- [Complete the steps of a run](https://okido.io/en/docs/sops-runs/complete-run-steps.md): Work through a run step by step: fill in its fields, tick its checklist and mark each step complete.
- [Approve a step in a run](https://okido.io/en/docs/sops-runs/approve-a-run-step.md): Approve, reject or request changes on a run step that waits for your approval, so the run can go on.
- [Track and manage runs](https://okido.io/en/docs/sops-runs/track-and-manage-runs.md): Find runs by status, change a run's status or priority, and cancel or delete runs you no longer need.
- [Schedule a recurring run](https://okido.io/en/docs/sops-runs/schedule-a-recurring-run.md): Let runs of an SOP start by themselves on a schedule, such as every Monday.
- [Share a run with a customer](https://okido.io/en/docs/sops-runs/share-a-run-with-a-customer.md): Give people outside your organization a link to follow and complete a run, with an optional password and end date.

## [Systems and decision trees](https://okido.io/en/docs/systems-decision-trees.md)

- [Build a system](https://okido.io/en/docs/systems-decision-trees/build-a-system.md): Chain SOP checklists, approvals, tasks and decision trees into one flow that OKiDO runs step by step.
- [Run a system](https://okido.io/en/docs/systems-decision-trees/run-a-system.md): Start a run of a published system, follow it node by node, approve its sign-offs and cancel it when it is no longer needed.
- [Build a decision tree](https://okido.io/en/docs/systems-decision-trees/build-a-decision-tree.md): Turn a decision your team makes again and again into a guided flow of questions, branches and outcomes.
- [Run a decision tree](https://okido.io/en/docs/systems-decision-trees/run-a-decision-tree.md): Answer a decision tree's questions to reach a decision, and keep the decision log as a PDF.
- [Answer a decision tree for a running system](https://okido.io/en/docs/systems-decision-trees/answer-a-system-request.md): When a running system needs your decision, find the request in your inbox and answer the decision tree so the system can go on.

## [AI](https://okido.io/en/docs/ai.md)

- [Chat with AI](https://okido.io/en/docs/ai/chat-with-ai.md): Ask the AI about your work, bring in an agent with @, point it at a project or task with #, and approve the changes it wants to make.
- [Create an AI agent](https://okido.io/en/docs/ai/create-an-agent.md): Create a manager or specialist agent with the wizard, step by step from its role to its resource limits.
- [See your agents and their org chart](https://okido.io/en/docs/ai/see-your-agents.md): Browse your AI agents as an org chart or as a list, and see who reports to whom.
- [Configure an agent](https://okido.io/en/docs/ai/configure-an-agent.md): Change an agent's instructions, model and runtime limits, and pause, activate or deactivate it.
- [Set what an agent may do](https://okido.io/en/docs/ai/set-agent-permissions.md): Allow or block the tools an agent works with, decide which ones need your approval first, and limit the tool calls of a run.
- [Set agent budgets and watch AI spending](https://okido.io/en/docs/ai/control-ai-spending.md): Give an agent a token budget, and follow how many tokens your agents use on the budget dashboard.
- [Make an agent start on its own](https://okido.io/en/docs/ai/add-agent-triggers.md): Add triggers so an agent wakes up on a schedule or when something happens in OKiDO.
- [Approve or reject agent actions](https://okido.io/en/docs/ai/approve-agent-actions.md): Review the actions and tool access your agents are waiting for, then approve, reject with a reason, or grant access.
- [Review agent activity, artifacts and network logs](https://okido.io/en/docs/ai/review-agent-activity.md): See what your agents are doing and have done, open the reports and files they made, and check every request they sent outside OKiDO.
- [Put an agent to work on a project](https://okido.io/en/docs/ai/put-an-agent-on-a-project.md): Deploy an agent to a project, brief it with a goal and instructions, choose what starts it and test it on a sample event.
- [Connect an MCP server](https://okido.io/en/docs/ai/connect-an-mcp-server.md): Add an app from the MCP catalog or a server of your own, and give agents access to its tools.
- [Import skills for agents](https://okido.io/en/docs/ai/import-skills.md): Import SKILL.md files that teach agents how to handle a specific kind of work, and give them to your agents.
- [Have @copilot build a capability](https://okido.io/en/docs/ai/build-a-capability.md): Describe a new ability for your agents in plain language, and let @copilot specify, build and test it before it goes live.
- [Manage what agents remember](https://okido.io/en/docs/ai/manage-agent-memory.md): Add, edit and remove what agents remember about your organization, and pin or archive what they remember about one project.
- [Give agents credentials for other apps](https://okido.io/en/docs/ai/add-credentials-for-agents.md): Store API keys and app logins safely, and choose which agents, projects and SOPs may use them.

## [Integrations](https://okido.io/en/docs/integrations.md)

- [Connect Claude or ChatGPT](https://okido.io/en/docs/integrations/connect-claude-or-chatgpt.md): Connect Claude, ChatGPT or another AI assistant to OKiDO, so it can read and update your work for you.
- [Ask your AI assistant to work in OKiDO](https://okido.io/en/docs/integrations/ask-your-ai-assistant.md): Requests to try in Claude, ChatGPT or another AI assistant connected to OKiDO, from a status update to new tasks, runs and SOPs.
- [What your AI assistant can do in OKiDO](https://okido.io/en/docs/integrations/ai-assistant-tools.md): Every tool an AI assistant connected to OKiDO can use, from tasks and projects to SOP runs, documents and AI agents, and the access each one needs.
- [Create an organization API token](https://okido.io/en/docs/integrations/create-an-api-token.md): Create a token with only the access it needs, so scripts and other tools can work with your organization.
- [Create a personal access token](https://okido.io/en/docs/integrations/create-a-personal-access-token.md): Create a token that acts as you in all your organizations, for scripts, integrations and AI assistants.
- [Send events to other apps with webhooks](https://okido.io/en/docs/integrations/send-events-with-webhooks.md): Let OKiDO tell another app right away when tasks, runs, approvals or documents change, and check every delivery.
- [Export your organization's data](https://okido.io/en/docs/integrations/export-your-data.md): Download your organization's Playbook, with its documents and SOP templates, as a JSON file.
- [Sync your tasks to Google Tasks](https://okido.io/en/docs/integrations/sync-with-google-tasks.md): See the OKiDO tasks assigned to you in Google Tasks and Google Calendar, in one list or in a list per project.

## [Organization administration](https://okido.io/en/docs/administration.md)

- [Edit your organization's profile](https://okido.io/en/docs/administration/edit-your-organization-profile.md): Change your organization's name and icon, and see which plan it is on.
- [Invite people to your organization](https://okido.io/en/docs/administration/invite-people.md): Invite people by email with a role, and resend or revoke invitations that are still open.
- [Change a member's role or Advanced AI access](https://okido.io/en/docs/administration/manage-member-roles.md): Make someone an owner, admin or member, turn Advanced AI on or off for members, and remove people from the organization.
- [Change your plan and billing](https://okido.io/en/docs/administration/change-your-plan.md): See your organization's plan and usage, switch plans or to yearly billing, and cancel or check your billing history.
- [Buy extra storage or AI tokens](https://okido.io/en/docs/administration/buy-add-ons.md): Add extra file storage or more AI execution tokens to your plan, as an add-on with a subscription of its own.
- [Choose AI models](https://okido.io/en/docs/administration/choose-ai-models.md): Pick the AI model your organization uses for chats, for agents at work and for agents started from an AI assistant.
- [Set the sprint cadence](https://okido.io/en/docs/administration/set-the-sprint-cadence.md): Choose how long your sprints are, the day they start and how long the sprint meetings take, and create the upcoming sprints.
- [Import data into your organization](https://okido.io/en/docs/administration/import-data.md): Import projects, tasks and people from another tool or an OKiDO export, and check the preview before anything is created.
- [Review the audit log](https://okido.io/en/docs/administration/review-audit-logs.md): See who signed in and what changed in your organization, and filter the events by action, type and date.

## [Your account](https://okido.io/en/docs/account.md)

- [Update your profile and working hours](https://okido.io/en/docs/account/update-your-profile.md): Change your name, picture and bio, and set your working days, hours and time zone so reminders reach you at the right time.
- [Choose how you get notified](https://okido.io/en/docs/account/choose-your-notifications.md): Turn email, in-app and push notifications on or off, and choose whether OKiDO reminds you of open and due tasks.
- [Change your password and sign out other devices](https://okido.io/en/docs/account/change-your-password.md): Change your password, or sign out every other device and connected AI assistant at once.
- [Refer someone to OKiDO](https://okido.io/en/docs/account/refer-someone.md): Share your referral code or ready-made links, and keep track of your referrals and rewards.

## [Appendix](https://okido.io/en/docs/appendix.md)

- [Plans and what each includes](https://okido.io/en/docs/appendix/plans.md): What the FREE, STARTER, PRO and BUSINESS plans include, and the limits OKiDO applies on each.
- [Glossary](https://okido.io/en/docs/appendix/glossary.md): The words OKiDO uses, from Playbook and SOP to run, system and Smart Label, each with a short explanation.
- [Keyboard shortcuts](https://okido.io/en/docs/appendix/keyboard-shortcuts.md): Every keyboard shortcut OKiDO supports, from searching with Ctrl+K to formatting text and sending messages.
- [Frequently asked questions](https://okido.io/en/docs/appendix/faq.md): Short answers to the questions new OKiDO users ask most, each with a link to the full article.