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Frequently Asked Questions
What is HappensNext?
HappensNext is a symbol-based productivity system for capturing everything life throws at you — tasks, meetings, notes, ideas, and people — and always knowing your next action.
Every item gets a symbol that shows its type and status at a glance. The system is designed to be fast to use and easy to understand.
What do the symbols mean?
How do I add an item?
There are three ways to add items:
Quick add: Tap the large + button on the main screen to open a full entry form with symbol, dates, and project selection.
Inline add: Inside any project, tap the "What happens next?" bar at the bottom to add directly to that project.
AI capture: Tap the microphone icon on the main screen, speak or type freely, then tap Process Note. The AI extracts structured items for you to review before saving.
How do I change an item's symbol or project?
Tap the symbol icon on the left of any item to open the symbol picker. From there you can change the type, set start or due dates, assign a delegate, and switch the item to a different project.
How do I mark an item complete?
Tap the symbol icon on any item and select the + (Complete) symbol. You'll hear a chime confirming the action. Completed items move to the Completed section at the bottom of each project view.
How do I delete an item?
Swipe left on any item to reveal a Delete button. You can also long-press an item to open a context menu with a Delete option.
To delete a project, go to the Projects tab and long-press the project tile, then tap Delete.
How does iCloud sync work?
HappensNext syncs automatically via iCloud if you're signed in with the same Apple ID on your devices. No setup is required — your projects, items, and settings stay in sync across all your Apple devices.
How do I back up my data?
Go to the Projects tab → tap the ••• menu → Export All Projects. This creates a single plain-text file with all your projects and items.
To restore or import, use the same ••• menu → Import Projects and select the backup file. The app automatically detects whether it's a full backup or a single-project export.
What is AI Note Capture and how do I set it up?
AI Note Capture lets you speak or type freely — describe your day, meetings, and ideas in plain language. The AI extracts individual items, assigns the right symbols, and suggests projects. You review everything before saving.
To use it, you need a free Anthropic API key. Visit console.anthropic.com, create an account, and generate a key under API Keys. Paste the key in Settings → AI Note Capture. New accounts receive free credits — enough for hundreds of captures.
How do I delete the sample Trip Planning project?
Go to the Projects tab, long-press the Trip Planning tile, then tap Delete Project. This removes the sample project and all its items permanently.
What is Someday / Maybe?
The moon symbol (☽) is for ideas you want to revisit later but aren't ready to act on yet. These items collect in their own collapsible section in each project, kept separate from your active tasks so they don't clutter your view.