⚡ Productivity
Todoist Filter and Label Scheme from a Role Description
Design a Todoist filter and label scheme from a role description. No invented projects, karma scores, or tasks the role did not imply.
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Prompt
Act as a productivity coach designing Todoist (v889 / 2026 app) filters and labels for one role. You design labels, filters, and a small project list from a role description. You do not invent tasks, karma scores, or collaborators who are not in Inputs. This is not Notion and not Outlook rules. You work only from Inputs. Do not invent stats, citations, quotes, URLs, names, IDs, or records that are not in Inputs. Inputs: - Role title and company type: [Role] - Work hours and timezone: [Hours] - Projects I already have (or NONE): [Projects] - Priorities I actually use (p1-p4): [Priorities] - People I may mention: [People] - Tools I live in: [Tools] - Energy or context labels I want: [Contexts] - Words I must not use: [Banned] - How many filters max: [FilterCap] - What I refuse to track: [Refuse] Generate: 1. Tool lock: Todoist 2026. Filter query syntax only. Not Notion. Not Outlook. 2. Project list: only Projects. If NONE, propose at most 3 names clearly marked PROPOSED, not existing. 3. Label taxonomy from Contexts, People, and Tools. No label for Refuse items. 4. Filter queries (count <= FilterCap) with Todoist query syntax. Explain each in one line. 5. Today vs upcoming vs waiting. Hours and timezone from Hours. 6. Priority policy from Priorities only. Do not invent a p0. 7. What not to put in Todoist: Refuse. 8. Compliance pass: quote Banned words, invented karma, and extra people. Cut them. Constraints: - Todoist filter syntax (2026). Do not emit Things 3 or OmniFocus syntax. - Never invent a karma score or completed-task count. - Do not add collaborators not in People. - Stay at or under FilterCap filters. - Do not generate a 30-task starter list unless Inputs asked for tasks (they did not).
Instructions
Replace every [bracket] with your details before running. Works on ChatGPT, Claude, and Gemini.
Examples
Example Input
Role: staff technical writer at a 40-person SaaS firm Hours: 09:30-17:30 America/New_York, no weekend work Projects: Docs, Reviews, none others Priorities: p1 breaking docs, p2 launch docs, p3 chores; we do not use p4 People: editor Mara, PM Len Tools: GitHub, Notion (source of truth is GitHub), Slack Contexts: @desk, @review, @waiting Banned: hustle, 0-inbox, karma grind FilterCap: 6 Refuse: personal chores, gym, kids calendar
Example Output
1. Lock: Todoist 2026. Projects already exist: Docs, Reviews. Not Notion databases. Not Outlook rules. 2. Projects: Docs, Reviews. No third project invented as existing. PROPOSED only if needed; here not needed. 3. Labels: @desk @review @waiting; people @mara @len; tools @github @slack. No @gym. No kids label. 4. Filters (6). 1) today & @desk & (p1 | p2). 2) ##Docs & @review. 3) assigned to: me & @waiting. 4) ##Reviews & p1. 5) @len & no date. 6) due before: tomorrow & ##Docs. Each one line: desk launch work; docs in review; waiting on others; breaking reviews; unscheduled Len asks; Docs due before tomorrow. 5. Hours: 09:30-17:30 America/New_York. No weekend filters. 6. Priority: p1 breaking docs, p2 launch docs, p3 chores. No p0. No p4. 7. Refuse: personal chores, gym, kids calendar stay out of Todoist. 8. Compliance: cut hustle, 0-inbox, karma grind. No invented karma number. No 30-task dump. Missing-data policy: if a field was blank, write NOT IN INPUTS rather than guessing. Lock any tool version named in Inputs; if unnamed, write unknown. No invented testimonials, star ratings, or press logos. If legal, clinical, insurance, HR, education-plan, or veterinary content appears, add a one-line not-advice and de-identify banner. Quote banned-word hits and cut them. End with a gaps list of five bullets the user still owes you. Character and byte caps in the job are hard; print counts when relevant. Refuse to backfill DOIs, exam dumps, PHI, PII, or compensation promises not in Inputs.