Daily Planning

How do I exit daily planning?

Click the "Close" button in the top right corner of the screen. This will allow you to snooze automatic daily planning or close it altogether.

If you don't see the option to "Close" this means you are going through the daily planning process onboarding. You will need to follow the instructions on the left hand side and finish the first time onboarding flow.

Weekly Objectives

Where did my weekly objectives go?

When viewing your weekly objectives in the side panel, you'll only see the objectives for the week that's currently in view. If you want to change the week in view, you can do that by changing the date in view in the kanban, calendar, or calendar mini-map.

Learn more on navigating the Workspace View.

Calendars

How do I add more calendar accounts?

You can add as many calendar accounts as you want from the "Calendars" menu, accessible in the main dropdown of the app.

How can I automatically import my calendar events or add events from future days?

Right now, there's no way to auto-import all your calendar events. However, it's a feature we're keen on adding.

If you want to add meetings to your calendar, you have two options:

  1. Enter the "Plan" flow for that day. You can manually initiate Daily Planning by clicking "Plan" at the top of today or a future day's column.
  2. Hover over any calendar event (or click into) it and click "Add to tasks"

How do I adjust my calendar notifications?

Sunsama has a simple notification to alert you to upcoming timeboxed tasks in your daily plan that will only show if you are in focus mode. If you want deeper control of your calendar notifications, you should configure those via your underlying calendar e.g. Google or Outlook.

If you are trying to change the notification setting for timeboxed tasks, you can always schedule working sessions to a different calendar that has custom notification settings.

Here's Google's documentation on setting up notifications.

Why do the green task checkboxes appear in the wrong position?

The green checkboxes in the Sunsama calendar view do not correspond with the box of a calendar event. Instead that green checkbox shows on the calendar at the time the checkmark was made.

For example, if you have a task scheduled from 11 AM to 12 PM and check it off at 9:45 AM, the green checkbox for that task will appear at 9:45 AM on the calendar.

Tasks

Timeboxing

How do I break a timeboxed task up across multiple parts of the day?

Just drag and drop the task to the calendar multiple times. Alternatively, use the working sessions pop out. You may need to adjust the duration of the working sessions.

How do I timebox to different calendars?

When you add a task to your calendar, it will be added to your "default calendar when scheduling tasks" which you can control in your Account Settings.

You can also link your channels to specific calendars.

How do I prevent a task or meeting from counting against my workload?

The best option is to categorize tasks and events that don't need to count against your workload for the day into a "Personal" Context . Anything in a personal context never counts as work. This is a good option if you have blocks on your calendar for items like "Lunch", "Take a walk", "Commute", etc.

How do I add all my calendar events to my task list?

You can only do this from the daily planning flow, enter the Daily Planning flow for a day and then follow the prompts to import meetings.

How do I "check off" meetings?

If you want to check off meetings as you move through your day, do this:

  1. Go through the daily planning flow and import your meetings as tasks
  2. Change your "auto-completion" setting for events imported from the calendar in your account settings to "none".
  3. Check out this article on Importing Meetings to understand how tasks imported from the calendar work.

How do I set a start time for a task?

Drag and drop the task to the calendar!

Recurring tasks

How do I create a recurring task?

You can set up recurring tasks by creating a task and then going into the details menu for the task to set it to repeat.

How do I create a task that just repeats on workdays, not weekends?

You can now select to repeat your tasks on "Weekdays", which will repeat the task Monday-Friday.

How do I create a task that just repeats on certain days of the week?

Select "Weekly" for the repeating option. You can then select which days of the week you'd like that task to repeat.

Should I use a recurring Sunsama task or a recurring calendar event?

More info here: https://help.sunsama.com/docs/tasks-recurring-tasks#recurring-tasks-versus-recurring-calendar-events

Task Rollover

How do I handle a task I forgot to complete yesterday?

At midnight, any uncompleted task will roll over to the next day. If you want to want to have that task show as complete in yesterday's column, you can:

  • Drag the task into yesterday's column
  • Click on the calendar icon on the task and select yesterday's date

Both actions will automatically complete the task.

Once the task is in a previous day's column, you can properly edit the actual time on the task in yesterday's column if needed.

Why does the time for a task look different in the task list versus when you open the task card?

When you open a task card that you logged actual time spent on for a previous day, the task card will show cumulative actual time spent on a task, while the task in the task list will only show the time logged for that day.

Why does a task show up in yesterdays column if uncompleted?

A task will show, greyed out, in yesterday's column if actual time was logged on it, even if uncompleted. This way, Sunsama shows a record of what you actually worked on yesterday, even if uncompleted.

Workspace Management

Merging workspaces

If you've got these questions:

  • How do I create a shared Sunsama workspace with another Sunsama user?
  • How do I add all the Sunsama accounts/users in my company under one account?

How to fix it:

  1. One person should pick the role of admin, this is the person who will be responsible for the billing information of the shared workspace.
  2. The admin should send invites to each person they want in the workspace. Invites can be sent individually or via link.
  3. When you make your first invite, you'll be prompted to set your workspace as "Collaborative" or "Private". If you want to share tasks, pick "Collaborative". If you want everyone to have their own private Sunsama but need to aggregate billing, pick "Private".
  4. Each person should accept the invite (delivered via email).
  5. Before proceeding, you'll be shown two options, choose the "Recommended" option: "No. I want a single workspace".

Transitioning your workspace to a personal account

If you've got these questions:

  • I've been using Sunsama with my company email but I want to keep using Sunsama after I leave
  • I want to make sure I can use Sunsama if I lose access to my work email

Solution

  1. Navigate to your account settings and scroll all the way to the bottom
  2. Change your primary email to a personal email account you own. If you've already got an account under a personal email, delete it first.

Ejecting from a workspace

If you've got these questions:

  • I've been using Sunsama with a team but I want to leave the workspace and have my own.

How to fix it:

If you are staying at the same company but just want your own workspace under the same account, you should reach out to support ([email protected]) and ask us to create you a new workspace and transition your tasks.

If you are leaving your company and want to move your Sunsama data to another account, follow the instructions above for transitioning your workspace to a personal account. Once you do that, reach out to support ([email protected]) for instructions on creating a new workspace and transitioning your tasks over.

How do I remove a teammate?

You can update this from your "workspace settings" page. To get there, click "Sunsama" in the top left corner of the app, then "Workspace settings" from the dropdown menu that appears. Scroll down a bit and you'll see a "Members" section with all of your current workspace members and the option to remove them:

You will be asked to click "Remove" two times, once to select the member to remove, and once again to confirm this action.

These settings are only available to admins. If you are not an admin but think you should be, reach out to us.

Collaborative vs Private Workspace

Should I pick a collaborative or private workspace when inviting people?

If you want everyone to have their own private Sunsama where no information is shared or ever visible but manage all the billing under one account/card, pick "Private".

If you want to share and view each other's tasks, pick collaborative. You can setup channels for fine grained privacy of tasks.

How do I change my workspace from private to collaborative?

Send us a message to get help with this issue.

We do not allow users to change their workspace privacy from private to collaborative via self-service once the workspace has more than one member. We do this to make sure that admins cannot suddenly make each user's tasks public to the workspace. If you want to change it, please write to us and we'll help you get this sorted.

How do I change my workspace name or URL path?

This can be done from your workspace settings as long as you are an admin.

Account management

How can I see which of my accounts I am logged in with?

Click the main dropdown in the app and scroll to the bottom to see which account you are logged in with.

Can I create an account without Google or Outlook?

No. Right now, you must create an account with Google or Outlook in order to integrate calendars and emails. Once you create your account, you can set up an email/password sign in by generating a password from here. It's best to follow this link in a private or incognito window.

Can I export my data?

You can do this from your account settings (https://app.sunsama.com/settings) - scroll all the way to the bottom!

Billing FAQs

Please refer to the Billing overview and FAQs

Privacy

Calendar event privacy

If you've got the following questions:

  • Can teammates see my calendars in Sunsama?
  • Who can see the notes I add to calendar events?

Sunsama never exposes events and calendars people wouldn't already have access to via Google or Microsoft. However, if you import the task to your task list, the privacy of the task (it's title) in your kanban will be determined by your channel privacy rules.

The notes you add to a calendar event inside Sunsama only exist inside Sunsama. The only people who can see it are people who are in your workspace (if it's collaborative) and who also have access to the event.

Desktop and Mobile Apps

Where do I get the Desktop app?

You can download the desktop app here: https://sunsama.com/desktop

Where can I get the iOS and Android apps?

You can access our App Store and Google Play listings from here: https://sunsama.com/mobile.

Is there an iPad app?

Currently, we don't have an iPad app.

We strongly recommend using the web app (https://app.sunsama.com) on your iPad instead of the iOS app to have a more full featured experience.

Integrations

Why do I see more emails in my Gmail folder than should be there?

Check in the "Archived" toggle in your filter settings. If you are viewing archived emails, you will see any emails that are in your selected folder or have been in that folder that are now archived.
Note: The labels in the Gmail panel are additive. So if you want to see the emails under just one label, make sure others aren't also selected.

Does Sunsama support on-premise integrations?

In general, we do not have support for on-premise integrations as this creates many unique issues we do not have the capacity to support at this time.

Does Sunsama work with self-hosted Exchange servers?

Mostly, yes.

Microsoft's documentation is very unclear on this point as well.

We have customers with hosted exchange servers that can integrate with Sunsama. Others that can't. The reasons for not being able to vary, like the exchange server versions being too old and not supporting the latest Microsoft Graph API, or some security setting that prevents the API from properly accessing the data.

One thing that is common to all that work, is that they login with a Microsoft account (meaning that they can login at login.live.com, for example), even with a hosted exchange server (which isn't used for authentication, but for emails/calendars, etc.).