Share your setup

rodolfo · October 24, 2025, 7:05pm

Curious what everyone’s setup looks like. I invite you to share a peek with the community. I’ll start.

It’s pretty simple after years of overcomplicating things with boards and various dashboards. Just a top section that holds:

Inbox - Only place where all my quick capture go, makes it easy to only have one place to review triage things from.
Daily - Node that holds my main ‘view’. It’s what’s open in a tab most of the day.
Folders - Where everything else lives, notes, docs, projects, etc.

Here’s where I work from most of the day.
Things kind of trickle down:

Future stuff (procrastination) gets put into a ‘next monday’ node that I look at each monday
Day nodes hold things I want to look at for each day
Next section is my daily todo/notes list, things here get sent to my calendar via the /date slash command (This is how I create a log of everything I’ve done and any important notes for posterity)
The log is a vestige from before I started using the calendar feature, I need to dump this in the calendar and have it auto sort everything at some point.
Memory hole is a ‘not important, not doing this - still want to have a record of it’ place
Video ideas should really go in my folders, I need to move it

I was curious about how much I had in my manual calendar, the ‘Log (Archive)’ thing in my folders section (That’s ~17 items per day on average, counting Saturdays and Sundays, just todos - no notes, projects or anything else).

Metta · October 25, 2025, 2:50pm

Good to see! Thanks for sharing, @rodolfo.

EricA · October 28, 2025, 3:59pm

Thanks for starting this thread @rodolfo. I will be interested in seeing other people’s set ups and maybe finding ways to improve my own.

I use a variation on the WF Timeline System. I don’t get into quite the detail in planning my day as Frank does, but I do use WF dates to keep things organized day by day.

The top node is TODAY, where I use a WF shortcut to move the current day’s node every morning. I also have a second node of things that need to get done someday soon (based on Michael Linenberger’s 1MTD system).
I don’t use my INBOX that much. It becomes an unorganized catch-all. I prefer to place things directly into the next available day I can deal with them. But things do go into the INBOX when I use quick capture on my phone.
The CALENDAR node contains Future dates, Past dates (including meeting notes that are filed by date with a tag for searching) and my Someday/Maybe list. The Future node also has a master list of all my repeating tasks, which I tag with #repeat-frequceny tags (e.g. #repeat-weekly-T for a weekly repeating task which occurs on Tuesday). When I complete the task, I duplicate it and move it to the next instance. I am hoping a built-in repeating task system will be developed in WF soon!
The last two nodes are my knowledge base. Vital Info is a ready reference section for quick retrieval info, such as WF keyboard shortcuts I’m trying to learn or a coworker’s newborn infant’s name I want to remember. Subject Files are organized by area and contain longer term info. It is my legacy filing system before I developed my current WF date-driven system. But with WF’s search and filter capabilities, I don’t really need to worry about refiling any of it.

I developed this system over the summer, just before WF’s new built-in Calendar arrived. I was using TeuxDeux before this, which is also date driven. A quick flirtation with Twos and reading Frank’s WF Timeline book showed me this would be easy to set up in WF. Moving to WF allows me to have more info at my fingertips and the benefits of an infinite nested list along with the date-driven todo system.

I have not started to use the new WF Calendar yet since I don’t see any immediate advantage. I use WF shortcuts to quickly move nodes to/from the TODAY, Future and Past nodes. If (hopefully when!) WF creates repeating tasks, and assuming it uses the new WF Calendar, I will then move everything there.

For those still reading and interested, the quote at the top is for inspiration from one of my favorite musicians and the photograph is one I took and I occasionally swap it out for something else when I want a fresh perspective.

Bertrand · October 28, 2025, 7:35pm

Hello,

I’ve set up a fairly simple system, but one that I find genuinely effective in my daily work. I’m always looking for small ways to refine it.x

![|605x294](file:///C:/Users/BERTRA~1/AppData/Local/Temp/msohtmlclip1/01/clip_image002.png)

INBOX – I use it very little. Its main purpose is to collect messages sent from Fredbot on my smartphone — very handy for jotting down an idea while walking or on the train. Otherwise, I prefer to process information as it comes and make micro-decisions right away. In the end, piling things up in an inbox tends to create more friction than clarity.

AGENDA – I recently started using Workflowy’s date system. Its main advantage is flexibility: items can be easily moved around in the calendar. My setup is quite classic and loosely based on Frank D.’s model, though my days are less detailed and more focused on priorities than on strict scheduling.

![|605x592](file:///C:/Users/BERTRA~1/AppData/Local/Temp/msohtmlclip1/01/clip_image004.png)

The start of the week is dedicated to my weekly review, a key ritual I try to protect. It follows five steps: reviewing active projects, updating the agenda, sorting the inbox, adjusting priorities, and clarifying the week’s actions.

![|466x171](file:///C:/Users/BERTRA~1/AppData/Local/Temp/msohtmlclip1/01/clip_image005.png)

PAGES – This section is inspired by Roam Research. It’s divided into four parts: To plan, To do, Pending, and Meetings. Each section brings together bidirectional links pointing to related actions or projects. This system works as a kind of dashboard: it gives me a transversal view of everything and makes it easy to turn ideas into concrete actions.

![|605x364](file:///C:/Users/BERTRA~1/AppData/Local/Temp/msohtmlclip1/01/clip_image007.png)

PROJECTS – This area corresponds to my four main areas of responsibility. Each one contains several projects, structured in three categories: To do, Done, and Resources. Each project is linked to the agenda through bidirectional connections that reference related meetings or deadlines. The active tasks appear in the To do section and link back to PAGES, ensuring smooth navigation between different levels.

![|502x179](file:///C:/Users/BERTRA~1/AppData/Local/Temp/msohtmlclip1/01/clip_image008.png)

![|605x79](file:///C:/Users/BERTRA~1/AppData/Local/Temp/msohtmlclip1/01/clip_image010.png)Finally, the last two sections gather RESOURCES — my working documentation — and ARCHIVES, where I store completed items and reference materials.

Overall, this setup gives me both clarity and flexibility: everything has its place, without unnecessary rigidity.

Bertrand · October 28, 2025, 7:41pm

danny79 · October 28, 2025, 8:25pm

Thank you for sharing!

here’s my setup.

Metta · November 2, 2025, 11:18am

I use Workflowy for a wide variety of purposes, including sharing resources in a large public library and tracking private client notes.

However, the main hub for all my activity is a dashboard I’ve created for task management which works very well for my purposes. (The only thing I’m missing now is built in reminders.) I’ve included a screenshot below, and if anyone would like more detail, just let me know.