Workflows - Practical Examples

This guide shows how to use Couple Tools features together in real-world scenarios. Think of it as a cookbook for common couple coordination tasks.

---

Workflow 1: Grocery Shopping with Lists

Shopping lists are one of the most common uses for Couple Tools. Here's how to set up a system that works.

Choosing Between Note Lists and Task Lists

Use a Shopping Note (Note List) when:

• Items are quick, transient purchases
• You don't need due dates or assignments
• You want a simple checklist you both can add to
• Items stay visible after checking (so you see what's done)

Use a Task List when:

• Tasks need due dates (e.g., "Buy birthday cake by Saturday")
• You want to assign items to specific partners
• You need notifications when tasks are completed
• Items should disappear or move to "completed" after finishing

Setting Up Your Shopping List

1. Tap the + button on the Feed or Notes screen
2. Select Shopping List
3. Name it "Groceries" or your preferred name
4. Add your items
5. Pin it so it's always at the top of Notes and in your Feed

Using the Shopping List

Adding items:

• Open the list and tap Add Item
• Both partners can add items anytime
• Items sync in real-time

While shopping:

• Tap items to mark them done (shows strikethrough)
• Checked items stay visible so you can see what's left
• Your partner sees checkmarks update in real-time

After shopping:

• Swipe left on purchased items to remove them
• Or leave them checked until your next shopping trip

Pro Tips

• Create separate lists for different stores (Target, Costco, etc.)
• Use @mentions: "Diapers @Target" to note which store
• Keep your main grocery list pinned for quick access

---

Workflow 2: Planning a Party or Special Event

When you're planning something bigger - a birthday party, anniversary dinner, or holiday gathering - you'll use multiple Couple Tools features together.

Step 1: Create the Event

1. Go to Events and tap +
2. Set the event details:
   • Title: "Emma's 5th Birthday Party"
   • Type: Celebration
   • Date/Time: Party day and time
   • Location: @Home or venue address
   • People: @Emma, @Grandma, @Grandpa
3. Set reminders: 1 week before, 1 day before, 2 hours before
4. Pin the event if it's your focus for the next few weeks

Step 2: Create a Planning Note

1. Create a General Note called "Emma's Birthday Party Planning"
2. Add sections:
   • Guest list
   • Theme ideas
   • Menu/food
   • Activities/games
   • What we have vs. what we need
3. Use @mentions to link: "Party at @Home on @Emma's 5th Birthday Party"

Step 3: Create Preparation Tasks

Create individual tasks for things that need doing:

For each task:

• Link it to the birthday event using Link to Event
• Set appropriate due dates
• Assign to the responsible partner

Step 4: Use @Mentions to Connect Everything

In your tasks and notes, mention:

• @Emma's 5th Birthday Party (links to the event)
• @Party Planning Note (links to your notes)
• @Target, @Party City (saved locations for shopping)

The Result

• Event with reminders keeps the date front and center
• Planning note holds all your ideas and lists
• Tasks with assignments make sure things get done
• Everything is linked together via @mentions

---

Workflow 3: Managing a Typical Week

Here's how a couple might use Couple Tools for regular weekly coordination.

Regular Recurring Events

Set up events that repeat each week:

To set these up:

1. Create each event with the correct day and time
2. Set Recurrence: Weekly
3. Add appropriate reminders
4. For Date Night, add @mentions for your regular spots

Ongoing Planning Notes

Keep pinned notes for things you're always thinking about:

• Date Night Ideas - Add restaurant discoveries, activities to try
• Gift Ideas for [Child] - Birthday is coming up
• Home Projects - Things you want to do around the house
• Vacation Ideas - Places you want to visit

Weekly Task Flow

Monday:

• Review the week's events in the Calendar view
• Check any overdue tasks from last week
• Add new tasks that came up over the weekend

Throughout the week:

• Check off tasks as you complete them
• Your partner gets notified when tasks assigned to them are added
• Use quick reactions in Chat to coordinate ("Got the milk!")

Friday:

• Date Night reminder pops up
• Check your Date Night Ideas note for inspiration
• Quick chat to confirm plans

Saturday/Sunday:

• Grocery list is ready (Shopping Note)
• Check off items while shopping together
• Meal prep tasks for the week

Communication Pattern

Use Chat for:

• Quick daily coordination ("Running late")
• Sharing things you found ("Check out this restaurant")
• Quick confirmations (react with to a message)

Use Tasks for:

• Anything with a deadline
• Things you need your partner to do
• Household chores with assignments

Use Notes for:

• Information you'll reference multiple times
• Lists that aren't time-sensitive
• Ideas you're collecting over time

---

Workflow 4: Planning a Trip

Whether it's a weekend getaway or a two-week vacation, here's how to plan it together.

Step 1: Create the Trip Event

1. Create an Event with type Vacation
2. Set the Start Date (first day) and End Date (last day)
3. Toggle All Day on
4. Pin it for visibility
5. Enable Sync to Calendar so it blocks time on your work calendars

Step 2: Create a Trip Planning Note

Create a General or List note:

Step 3: Save Important Locations

Before the trip, save locations you'll visit:

1. Go to Settings > Locations
2. Add each place: hotel, restaurants, activities
3. Include addresses so you can get directions easily
4. Add notes like "Reservation at 7pm" or "Rated 4.5 stars"

Step 4: Create Pre-Trip Tasks

Step 5: During the Trip

• Check off activities as you do them
• Add notes about places you loved
• Save new locations you discover
• Take photos and share via Chat

After the Trip

• Keep the note as a memory of the trip
• Star the best restaurants/locations for future reference
• Your locations and notes become references for future trips

---

Workflow 5: Managing Family and Friends

Keep track of important people, birthdays, and gift ideas.

Setting Up Your People List

1. Go to Settings > People
2. Add important contacts:
   • Immediate family (parents, siblings)
   • Extended family (grandparents, aunts, uncles)
   • Close friends
   • Your children's friends (for playdates, parties)

For each person, add:

• Name
• Relationship (Mom, Brother, Friend, etc.)
• Birthday (for automatic reminders)
• Phone and Email (for quick contact)
• Notes (preferences, allergies, sizes, etc.)

Birthday Reminders

When you add a birthday to a Person, the app can remind you:

1. Create an Event for their birthday
2. Set Type: Birthday
3. Set Recurrence: Yearly
4. Set Reminders: 1 week before, 1 day before
5. In the title, use @mention: "@Mom's Birthday"

Now every year:

• You get reminded a week before
• The event shows their age automatically
• You can tap @Mom to see her contact info

Gift Idea Notes

For each person you buy gifts for, create a private Idea note:

• "Gift Ideas for @Mom" (private visibility)
• Throughout the year, add ideas when inspiration strikes
• When birthday or Christmas approaches, you have a ready list
• Mark ideas as used so you don't repeat

Family Event Planning

For family gatherings:

1. Create the Event (e.g., "Thanksgiving at @Parents' House")
2. Add attendees using @mentions
3. Create a Note for who's bringing what
4. Create Tasks for your family's contributions

Example tasks:

• "Make green bean casserole for Thanksgiving" - Due: Nov 27
• "Buy wine for Thanksgiving" - Due: Nov 26
• "Confirm headcount with @Mom" - Due: Nov 20

The Benefit

• Never miss a birthday (yearly recurring events with reminders)
• Always have gift ideas ready (private notes you add to all year)
• Family gatherings are coordinated (events + tasks + notes)
• Important contact info is saved and @mentionable everywhere

---

Summary

The key insight: use @mentions to connect everything. When your task mentions an event, location, or person, you can tap through to see related information without searching.

---

Last updated: December 2025