AI To-Do Lists, Reminders and Scheduled Tasks

Maya, the AI business manager inside Entagl, keeps your to-do lists, reminders and scheduled tasks in one place: say "remind me Thursday at 10 to call the supplier" and it's on a list, with a reminder, in one message. It's worth handing off: in a 2023 Censuswide survey for Time etc of 251 US business owners, administrative tasks took 36% of an average 45.5-hour week, and 45% handled schedule management themselves. She can also check your business on a schedule, like "every two hours on weekdays, tell me if a chat is waiting", and run a weekly summary once you've agreed to what it costs.

This guide covers what a list can hold, the reminders and checks you can set, how scheduled tasks work and what they never do, and the limits.

What is a list in Maya?

A list is yours: a plain to-do list, or a small table when you need more than one column. Columns can hold text, numbers, money, dates, a choice from options, or a checkbox. You set it up by asking:

You: Make a list called Suppliers with columns Supplier and Price.

Maya: Done. Suppliers is ready with two columns.

You: Add gloves 120 and masks 85.

From then on you work with it in plain words. You can:

add up to 25 items at a time
tick items done, and undo your last change within 10 minutes
edit, move or delete items, and restore a deleted list or item for 30 days
snooze a reminder for an hour or until tomorrow
link an item to a customer or a booking, so "call back about the refund" opens the right contact

Ask "what's due today?" or "what's overdue?" and she shows it across your own lists.

What reminders can you set?

Every item can carry up to five reminders. Each one can repeat on the pattern your work actually follows:

Repeat	Example
Once	"Remind me Thursday at 10."
Every day or every weekday	"Every weekday at 9, remind me to check the deposits."
Chosen weekdays	"Mondays and Thursdays at 4, remind me to order stock."
A day of the month	"On the 1st, remind me to send invoices." Or the last day of the month
Every 1, 2, 3, 4, 6, 8 or 12 hours, inside a window	"Every 2 hours from 9 to 6, remind me to look at the inbox."

A repeating reminder can run with no end, stop on a date, or stop after a set number of times (up to 365). Reminders cost nothing when they go out. Asking Maya to set one up is a normal message to her, like any other.

On mornings when something is due, you also get a Due today message at a time you choose (8:00 unless you change it). Reminders arrive in the Entagl app and on your phone, within a few minutes of the time you set. A check you set up on WhatsApp reports back in that WhatsApp chat. By default the lock screen only says "You have a reminder", so a list item like "chase the late payment from Ahmet" isn't shown to anyone glancing at your phone. You can choose to show the text. If you've set quiet hours, phone and WhatsApp notifications wait until they end.

What can Maya check for you on a schedule?

Some reminders are really questions about your business. For those, Maya has ready-made checks that look at your workspace on a schedule. Ask her to tell you only when something needs you, and runs with nothing to report stay silent:

chats nobody has answered
chats waiting for a person
a channel that has disconnected
replies someone marked as bad
credits running low

You: Every 2 hours from 9 to 6 on weekdays, check for unanswered chats and only tell me if something's waiting.

Like reminders, checks cost nothing when they run. They are the same signals as the alerts in your morning briefing, but on a timetable you pick.

What is a scheduled task, and what does it cost?

A scheduled task goes one step further: Maya does a piece of work on a schedule and reports back. You describe it in your own words:

You: Every Monday at 9, summarize last week's bookings and orders.

Maya: Here's what it will cost per run and per month. Shall I schedule it?

She tells you the price per run and per month before anything is scheduled, and only sets it up after you say yes. Each run then charges what it really used. Two guards keep it in check: if the price of a run rises above one and a half times what you agreed (after a price change, say), the task pauses and asks you again, and if your credits are short, that run is skipped.

Each result lands in the task's own private chat in Maya, with a notification in the app and on your phone.

What a scheduled task can and can't do is fixed:

A scheduled task can	A scheduled task can't
Read your stats, bookings, orders and contacts	Change anything in your business
Read your business info and your lists, including ones shared with you	Message a customer
Summarize and suggest, including from summaries of your customer chats	Read full chat transcripts, knowledge files or the web
Run up to once a day	Run every hour

A task only sees what you're allowed to see. It also starts fresh each time: it doesn't see your chats with Maya or what she remembers about you. That keeps a weekly report about the numbers, not about a remark you made last Tuesday.

If you'd rather act on what the summary says, ask Maya in your normal chat, where every change still comes to you as an approval card first. We cover that in change how your AI assistant replies, just by asking.

Can your team use the same list?

Yes, if you share it. Only the person who made a list can share it, and only with teammates who already have access to Maya. Each teammate gets view or edit:

View: they can see the list and its items.
Edit: they can also add, change, tick and delete items.

Only you can rename, delete or share the list, or set its reminders. Reminders on a shared list still go to you alone. Lists stay private by default: even the owner and admins of the workspace can't open someone else's list.

Where can you use lists?

Ask about your lists anywhere you talk to Maya:

in the Maya chat on the web and in the Entagl phone app
by voice in the app, as in run your business by voice (not on HIPAA workspaces)
by text on WhatsApp, as in manage your business from WhatsApp

The phone app shows your lists on their own screen. Sharing a list and setting up a scheduled task happen in the chat or on the web.

If you used Maya's older follow-ups ("check this again on Friday"), they've moved into a list called Maya checks, with the same reminders. Follow-ups made in a private chat stay where they were.

What are the limits?

Limit	Value
Lists per person	50
Open items per list	1,000
Items per person, across all lists	5,000
Columns per list	20
Reminders, checks and tasks per item	5
Running reminders and checks per person	50 (200 for the whole workspace)
People one list can be shared with	20
Scheduled tasks per workspace (paused ones count)	10

Two more things to know. Reminders arrive close to the time you set, not to the second. And lists hold your own work: when a task is about a customer, link the item to their contact instead of copying their details into the list.

Try one now. Text Maya on WhatsApp and say "remind me tomorrow at 10 to call the supplier".

FAQ

Do reminders cost credits?

Not when they run. Reminders, the Due today message and the ready-made checks cost nothing to send. Setting one up through Maya is a normal message to her. Scheduled tasks are the only ones charged per run, and Maya tells you the price before she schedules one.

Can Maya change things or message customers in a scheduled task?

No. A scheduled task can only read your data and suggest. It can't change your settings or message a customer. Changes still go through your normal chat with Maya, as approval cards.

Will my team get the reminders on a list I share with them?

No. Reminders on a shared list go only to the person who made it. Teammates with edit access can add and tick items, but the reminders stay yours.

Can I see my team's lists as the owner?

No. A list is visible only to the person who made it and the people they share it with. That includes the owner and admins of the workspace.

Can a scheduled task run every hour?

No. Scheduled tasks run at most once a day. For an hourly look at your inbox, use a check instead: it can run every 1, 2, 3, 4, 6, 8 or 12 hours inside a time window, and it costs nothing when it runs.

More Maya guides

Sources: Time etc, "The Big Price Of Small Tasks", Censuswide survey of 251 US entrepreneurs, September 22 to 28, 2023. Product details checked November 2026.