Plainva

Calendar & external tasks

Last reviewed: 2026-10-23

Plainva can connect your existing calendar and task accounts — CalDAV (Nextcloud, Fastmail, mailbox.org …), Google (Calendar + Tasks) and Microsoft (Outlook calendar + To Do) — and work with them in both directions. Your notes stay the center: events can become meeting notes, and external task lists mirror into your standard task database as ordinary notes.

Experimental. The calendar talks to live external accounts (CalDAV, Google, Microsoft) that can’t be exercised in Plainva’s automated tests. It works and is used daily, but treat it as a preview: keep a backup, and please report anything that looks off.

Connecting an account

Open Settings → your vault → Cloud accounts → Connect account…, pick a provider and tick Calendar & tasks in the services step:

The assistant shows a per-service status (“connected — n calendars found”). You then manage the calendars (checked ones appear in the calendar tab) and the task lists (deliberately unchecked by default — ticking one starts the task sync described below) in the Calendar area; the Meetings folder (where meeting notes are created) and the Default calendar live there too. Passwords and tokens live in your operating system’s keychain.

Every device signs in for itself. If you use settings sync, the account details travel with you, but the sign-in never does — it deliberately stays on the device. An account picked up that way appears in the list on the other device but is not signed in there yet; in the mobile app it then carries a sign in marker and the calendar explains it instead of staying empty. Connecting once is enough.

When a sign-in expires. The calendar area then shows the error on the affected account and says what to do about it: if the sign-in expired or was revoked, it offers Sign in again — one round trip that brings every service of that account back for Microsoft and Google (files, calendar, mail). If the provider configuration is at fault (wrong or deleted client ID, an API missing in the project), the hint points there instead of offering a new sign-in; for a network error, a later attempt is enough. With a Google project in testing mode the usual cause is the 7-day limit — details in the Drive guide. While an account cannot be reached, Plainva no longer claims it offers no task lists: the list stays empty, with the error above it. The same holds in the mobile app: the account row names the reason, and Sign in again repairs the account in place.

Connecting an account twice does not add a second one. When the provider confirms it is the same account — Plainva goes by the provider’s verified identity, never by the displayed name; two people at one company easily share one — the new sign-in is adopted into the account you already have instead of appearing beside it. The calendar selection, the sync cursors and above all the links between your task notes and the tasks at the provider survive that; without them the next sync would create every mirrored task a second time. With CalDAV, where there is no verified identity, a separate entry appears as before.

The calendar tab

Google’s status entries — working location, focus time and out of office — appear as their own row, or as a quiet band behind the day, rather than as another appointment block: “Working from home” is not a meeting, and a day with three of those and one meeting must not look like four meetings. Plainva reads them and never writes them — creating an out-of-office entry in Google automatically declines invitations, and that is not a side effect a calendar view should trigger.

Open it from the left action rail (calendar icon) or the command palette (Open calendar). Five views are available via the switch in the header: Day, 3 days and Week show a time grid with an hour gutter on the left; events sit as blocks at their start time, their height is the duration, overlapping events sit side by side, and a red line marks “now”. All-day events and (with the task overlay on) due tasks sit in the strip above the grid. Month shows the month grid (one colored dot per calendar) plus a single-day time grid for the selected day on the right. Agenda lists the upcoming weeks grouped by day. Today jumps back; the arrows page by the current period (a day, three days, a week or a month). The first day of the week follows the Week starts on setting (Settings → App → Appearance: Monday, Saturday or Sunday) — it also applies to the sidebar calendar. The view refreshes automatically every few minutes; the refresh button forces it. For Microsoft calendars and most CalDAV servers Plainva now fetches only the changes instead of the whole range every time — noticeably less data, especially on the phone. A full refresh still runs at least once an hour so nothing lingers that a change feed missed; and nothing is ever deleted except what the provider explicitly reports as deleted. With Google every refresh is a full one: its API does not allow change lists together with a date range. Events that have already ended read dimmer (like Google Calendar), so today’s remaining agenda stands out. A multi-day event is one continuous bar across the days it covers — one label, one click target, instead of an entry per day. Where it runs past the end of the week it is cut straight at the edge and continues in the next row without repeating the title. The all-day strip of the day, three-day and week views works the same way. Clicking the title (or Tab to it and Enter) opens the date picker: year, month, day, Today — a day jumps there; the arrow keys move inside the grid, Esc closes. At the foot of the date picker, Show week numbers (offered when the week starts on Monday) adds a week column to the month and names the week in the title of the day, 3-day and week views — one switch for every calendar on this device, the sidebar calendar and the phone included. On a trackpad a horizontal two-finger swipe (or Shift + mouse wheel) over the calendar pages the same way — one period per swipe.

The keyboard hints below the date picker wrap when space is limited; year navigation, all seven weekdays and Today stay fully inside the picker.

The all-day strip grows by itself up to five rows. If a day holds more, its last row reads + 2 more; a click opens the strip for all days, and Show less closes it again. The phone does the same; there the strip stays pinned above the hours together with the day header. When an account is not being synced, the calendar says so: a line above the calendar names the account or calendar, since when and why; the events below stay where they are and are the last known state. Try again asks right away. Plainva pauses an account only when its sign-in is no longer accepted; after any other failure it tries again by itself, at growing intervals, and a failure on a single calendar leaves the account’s other calendars syncing.

The calendar in its own window

Right-click Calendar in the ribbon to open it in a window of its own — handy next to the note you are writing. Click the entry again afterwards and that window comes forward instead of opening a second calendar.

The command palette offers Open communications window: one window with mail and calendar side by side. More in Getting Started.

Event → meeting note

The note icon on any event creates (or re-opens) its meeting note — a normal note in your meetings folder named YYYY-MM-DD Title.md, pre-filled with the date, location and attendees, plus a small plainva.pim marker in the frontmatter that ties it to the event. Clicking the same event again always opens the same note; a note of yours that happens to share the name is never touched.

Meeting note template: next to the Meetings folder you pick a template from your templates folder — on the phone in the Calendar settings of the calendar accounts. Without a template, the note looks the way it always has. When none is picked, Templates per folder (for the meetings folder) and Templates per note type (for the type Meeting) apply; the setting takes precedence over both. Besides the usual placeholders, the template can use {{title}} (the event’s title), {{start}} and {{end}} (start and end — for an all-day event its first and last day; with a format of your own such as {{start:HH:mm}}), {{location}}, {{attendees}} (comma-separated, {{attendees:list}} as a bulleted list), {{organizer}}, {{link}} (the online meeting link) and {{description}} (the event’s description). {{date}} is the day of the event. Plainva writes the date, location, attendees and the plainva.pim marker into the properties itself, after the template — no template can break the link to the event. If the template asks something ({{prompt:…}}), the questions come when the note is first created; cancel them and no note is created.

External task lists in your task database

Reminder lists (Apple Reminders over iCloud CalDAV, Nextcloud task lists) are their own collections on the server, so they appear under Task lists — never under Calendars. If a connected account shows no task lists, the section says so and offers Look again; when the lookup itself failed, the reason is shown instead and your previous selection is kept.

Tick a task list on a connected account and its tasks appear as notes in your standard task database: the title becomes the note (H1), the due date lands in the database’s date column, and completion maps to the database’s done checkbox property (the status column follows it; a database without a checkbox column uses the status convention — first option = open, last = done). The sync is two-way and field-wise:

New task lists are ticked from the start — unlike calendars, which you pick first. Unticking sticks: after a restart, after refreshing the lists and across the settings sync.

Done, and what does not reach a note. In a database without a checkbox column, the status option named like done — Done, Erledigt and the like — is done wherever it stands; without one, the last option is. The last option and any cancelled one count as closed and never reopen the task at the provider; options in between stay open. If a change from the provider cannot be written into its note — a tick for a database without a done column, a due date for one without a date column — Plainva does not count it as taken over: the line above the Tasks view names the list and the reason, and the change arrives as soon as the database can hold it. A task list whose sync fails says so in the same line, on the desktop and on the phone, and the other lists keep syncing.

Deleting works both ways — but only when you confirmed it. Delete a task note in Plainva and the task is deleted at the provider too. You then have eight seconds: the notice at the bottom carries Undo, and one click brings the note back with its text, before anything reaches the provider. Only when the window closes is it deleted.

Two limits of that rule are there on purpose. A merely missing file deletes nothing. If a note disappears without you deleting it — an unfinished sync, a folder that has not arrived yet — the task at the provider stays untouched. And closing Plainva before the eight seconds are up deletes nothing; the safe end of an interrupted deletion is that the task still exists. If the task was changed at the provider in the meantime, Plainva stops the deletion and says so — somebody else’s change does not disappear silently.

This holds on both devices. The reconcile runs on the phone too — tasks are imported there, existing notes are recognised rather than created twice, and your edits are pushed to the provider. The only difference is in the undo window: on the desktop, closing the window cancels the deletion; on the phone, sending the app to the background does. Either way the task stays.

In the other direction the old rule stands: a remotely deleted task never deletes your note (it simply becomes a normal note). Renaming or moving a task note is fine — the frontmatter marker keeps the link.

The note is named after the task. A newly mirrored task gets its title as its file name, tasks with the same title are numbered like other notes (“Groceries 2”), and a new title at the provider does not rename the file. More under Tasks. Names with an id from the versions of 12–24 September 2026 are offered once for a clean-up in the tasks view.

A reconnect no longer produces duplicates. When you sign in to an account again, set Plainva up on a second machine, or the search index is rebuilt, Plainva recognises the existing notes by that same marker and adopts them instead of importing the tasks a second time. While a vault is still syncing, no task notes are created at all — a note that is still on its way would otherwise become exactly such a duplicate. Copies that older versions left behind can be cleared away: when tasks exist more than once, the Tasks view shows Tasks that exist more than once with Review. Plainva keeps the note it syncs and removes only copies that carry nothing of their own — done, or identical to the kept note, and without text of their own; every other copy stays and is shown to you, and each removed copy is saved to the version history first. The tasks at the provider are never touched by this. If only copies with something of their own are left, Hide this notice puts the notice away until a copy is added or disappears. A task that repeats at the provider (a daily Google task, for example) is a single task there: ticking it off completes it, and the provider reopens the same task with its next date — Plainva mirrors exactly that, and once it has seen the task come round again, its row carries Repeats at the provider.

Current limits: tasks created as plain notes are not pushed to the provider (create them remotely or via the task database), and everything on this page is desktop-first for now.

Copies created by Block in other calendars mirror their event. Move or change the event and its blockers follow: the time always; title, place and description only for blockers made With details. The message says how many went along and offers Undo; a blocker the provider would not change is named with its calendar. Delete the event and Plainva asks whether the blockers go too — yes is preselected. Move or change a blocker itself and Plainva asks once: Move only this blocker (it becomes an entry of its own, the event stays) or Move the event (the event and all its blockers take over the change); the second choice is absent for invitations from other people. The link is stored at the provider (Google, Microsoft, CalDAV) in both directions: the blocker knows its event, the event its blockers — which is why Plainva also finds blockers in calendars you have hidden. A link icon shows the relationship on the event and on the blocker, on the desktop and on the phone. Limits: what you change about the event outside Plainva is not passed on to the blockers; in a series, a single occurrence is only followed when the blocker’s calendar is shown (otherwise the message names it); device calendars (“On this device”) store no link.

Reminders on the computer

Under Settings → Calendar → Reminders you switch on Remind me of appointments; the first time, the system asks once for permission. Whatever reminder the appointment itself carries wins — only when it says nothing does the Lead time apply, and all-day appointments speak up at the time chosen under All-day appointments. Due tasks additionally takes in the tasks of your task database, and Only these calendars narrows down where reminders come from (nothing ticked means all of them, and a calendar connected later is included by itself). Right below it sits Tasks without a time: a task is due ON its day, not the evening before — so it has a rule of its own (day and time freely chosen, by default on the due day at 09:00). It used to borrow the all-day appointment rule, which meant it spoke up at 19:00 the night before and never again, with nothing anywhere saying why. A task whose due value carries a time reminds at that time, with a lead of its own under Tasks with a time (by default At the time) — it used to borrow the appointment’s lead time. In the note, remind: off or remind: 30 makes an exception for one task. On the phone the reminder offers Tick off, In 1 hour and Tomorrow morning; the two “later” buttons move this one reminder on this device and leave the task untouched. The All-day appointments row now takes any hour too, instead of two fixed combinations; both rows write the resulting sentence out underneath.

The two switches are independent. If you only want reminders for tasks, switch Due tasks on and Remind me of appointments off — one used to hang on the other, with nothing anywhere saying so.

A reminder now says what it is announcing: “Appointment · 09:30” or “Task · due today”. On Android each kind also carries its own status-bar icon. And a line under the settings says what was planned — “Planned: 12 appointments · 3 tasks” — or why nothing was, for instance because no task database is set on this device (it arrives through the settings sync).

The difference from the phone is in the setting, not in fine print. On the phone the operating system takes the reminder over and wakes it even with the app closed. On the computer there is no such handover: Plainva does the waking itself and therefore has to be running. With the app closed a reminder is missed and is not made up for later. In exchange there is no ceiling here.

The notification itself carries no button — the desktop does not offer one. The action lives in the in-app message instead: Show in calendar for an appointment, Open task for a task. The window never pushes itself to the front while doing so.

On the phone this includes the device’s reminder lists (iOS) once the device account On this device is connected: each list is a task list like a Nextcloud list, with the same rules — import into the task database, checking off in both directions, deletion through the deletion journal.

Keeping it running in the background

Because a reminder on the computer only arrives while Plainva is running, Settings → Startup & behavior → Background offers two switches — separate, because they are two different wishes, and both off by default:

The second switch proves itself. Not every desktop shows a tray — and whether an icon really appears cannot be predicted reliably. So Plainva puts it up and asks whether you can see it. Only a yes keeps the setting; say no and the icon is removed again and the switch stays off. That way the window can never vanish without a way back. The same safeguard applies at the next start: if the icon cannot be created then, the setting switches itself off.

The Reminders appear line below says at any time what currently holds — while Plainva is running or even with the window closed.

Worth knowing: while Plainva keeps running in the background, so do syncing, the calendar refresh and the backup check. The vault is up to date the next time you open it — the app works while you are not looking at it.

Showing databases in the calendar

The calendar can show entries from your databases alongside your appointments. The Show: bar above the view lists every .base view of type calendar or timeline that names a date column. One click shows it, another hides it again.

An entry shown this way stays recognisable as a note: dashed edge, a diamond in front, never the filled shape of an appointment. Clicking it opens the same preview a database row already has. Dragging it to another day writes the note’s date column — exactly what editing that cell in the table does. If the column carries a time, the entry sits at its hour in the day grid; without one it sits in the all-day strip.

Which views are shown belongs to the vault and travels through settings sync: your calendar looks the same on your computer and on your phone.

And the other way round: in a database’s calendar view, the Appointments in the background button shows the day’s real appointments as a quiet line — you can see what you are planning against. They are deliberately backdrop only: not rows of that database, and not clickable.

Putting a database entry in the calendar

An entry with a date can become a real appointment at your provider. The entry’s row menu (or its action sheet on the phone) offers Add to calendar. The appointment takes the entry’s date — with a time if the column carries one, otherwise as an all-day appointment — and carries a link back to the note.

From then on the two stay linked, by three fixed rules:

This is a different thing from blocking time on a task: there you reserve time for something, and the task’s date stays where it is. Here you say: this entry IS this appointment.

Setup with clear steps

Add files, calendar or email directly to the appropriate account. Plainva checks the selected sign-in and requests any missing permissions.

The mobile assistant opens the appropriate connection immediately. After signing in, choose calendars and task lists and see the result.

Open Cloud accounts, choose the existing account and select Add for the missing service. Existing services remain connected. Gmail continues to use its own mail login or app password. Cancelling the assistant does not disconnect completed services. A mobile file transfer keeps the source vault; it considers an existing matching destination vault or prepares a separate container. Colliding files are reviewed individually and both contents are kept. Encrypted destinations are opened through the existing pairing flow.

Google — Your own app registration

Click or tap the period in the calendar header to choose a date. Dots mark existing daily notes using your configured folder and filename format, including names with dots. Select a day, then choose Jump to date or Open daily note / Create daily note. Creation uses the same template as the sidebar and Today view. The marks refresh when you change months or notes change. Multi-day events keep their stable lanes and extend to the right from their start; dates outside the visible range are clipped.