Create Tasks From Text or Voice

1. 1

   Type or speak

   Open a new task and either type a sentence, or hold the mic and say it out loud. For something longer, slide your finger up while holding to lock the recording hands-free, or slide left to cancel.

   Tomorrow morning, restock the front desk forms

   or

   0:04

   Slide up to lock Slide to cancel
2. 2

   AI reads it

   Loopapa's task assistant turns your words into structured task fields — no extra screens, no waiting for a human to type it up.

   Reading your task…

   Title · Assignee · Deadline · Priority
3. 3

   Review & save

   The draft opens on the normal task screen with everything filled in. Edit anything you want, then save it like any other task.

   Restock front desk forms

   Critical

   Tomorrow, 9:00 AM Maria

   Save task

How does AI decide who a task is assigned to?

It listens for whether the sentence describes one job that needs doing or a rule everyone needs to follow. The first becomes a task that any one person can pick up; the second becomes a personal copy of the task for each team member.

How AI tells the difference

• A single shared outcome ("open the shutter", "place today's order") → Any — one copy of the task, anyone can take it.
• A personal rule or habit ("everyone must…", "all staff need to…") → Every — each person gets their own copy.
• A name ("ask Maria to…") → assigned directly to that person.
• "I" or "me" → assigned to you, the person creating it.

Either way, the assignment AI picks is just a starting point — switching between one person, everyone, or a custom group takes one tap on the task screen, exactly as described in Assign Work Your Way.

How does AI set deadlines, reminders, and priority?

AI turns time phrases like "by tomorrow morning" or "before Friday's delivery" into an actual deadline and reminder time on the calendar — never into the task title. So a task built from "tomorrow morning, restock the front desk forms" ends up titled just Restock front desk forms, with the date and time sitting on their own fields:

If your sentence describes something repeating — "every Monday", "every day before opening" — AI sets it up as a recurring task instead of a one-off deadline, the same templates covered in Recurring & Scheduled Tasks.

Where does AI focus on priority?

Every task lands in one of four priority levels, based on the classic Eisenhower Matrix of urgency and importance. AI is tuned to reliably catch one thing: whether a task is Critical — something urgent and important enough that it can't wait, like a leak, a safety issue, or "needed before the inspection." Everything else starts as Routine by default, and you fine-tune Routine, Opportunity, or Idea by hand, based on how your own team defines what's important.

What if AI gets something wrong — or you'd rather not use it at all?

AI only ever produces a draft. Nothing is saved, scheduled, or sent to anyone until you confirm it — and a few details make that easy to do at a glance, or to skip entirely.

Recurring tasks come with a plain-English summary

If your sentence describes something repeating — "the last Monday of every month, Maria and Daniel need to do the deep clean, even on holidays" — AI sets up the schedule for you. You don't need to open the calendar settings to check it worked: the same plain-English summary appears on the task, on the calendar bar, and on the schedule template, written in one sentence:

That same wording is what shows up on the 14-day calendar — so anyone checking what's coming up can confirm a schedule is right just by reading it, without digging into settings.

If AI can't make sense of what you said

Background noise, a half-finished sentence, or something too vague — sometimes AI won't have enough to work with. When that happens, you'll see a short message saying it couldn't understand, and nothing is created. Just try again, rephrase it, or fill in the task fields yourself — the normal task screen is always right there.

Replies in your team's language

Whatever language you type or speak in, AI writes the task back in the AI output language set for your workspace — useful for teams where the person creating tasks and the people doing them don't share a first language. You can change this anytime in workspace setup.

Don't want AI involved at all?

AI can be switched off entirely. When it's on, the task button shows a small sparkle and opens straight into the type-or-speak flow described above. Switch it off, and the same button turns into a plain "+" — it opens a blank task form instead, ready for you to fill in by hand.

On the Free plan, your first 14 days include full AI — type or speak, exactly as shown in this article. After that, if you're still on Free, the button switches to "AI off" automatically: tasks are created the normal way, by typing them in, and nothing you've already set up changes. Starter, Pro, and Enterprise keep AI switched on.

Friday afternoon at a 40-room hotel

It's check-in time and the front desk is three deep in guests. Elena, the front-of-house manager, just heard one of them mention that the elevator near reception is making a grinding noise. She doesn't have time to stop and fill in a form — so she holds the mic on her phone for four seconds:

"The elevator by reception is making a grinding noise — get maintenance to check it before tonight's check-ins, this is urgent."

Two seconds later, the draft is ready: a Critical task for maintenance, due before this evening's check-ins, with a reminder set so it doesn't get buried under everything else happening at the desk.

Half an hour later, things have calmed down and Elena is showing a new front-desk hire around. She wants to make sure the lost-and-found log gets checked every morning before opening, by whoever's on the early shift — so she types it once:

"Every morning before opening, all front-desk staff need to check the lost-and-found log."

AI recognizes "all front-desk staff need to" as a personal rule, not a one-off job — so it sets up an Every task, repeating daily, with its own copy for each member of the front-desk team:

Two completely different requests — one urgent and one-off, the other routine and ongoing — handled in seconds, in the middle of a busy shift, without either one needing a separate sit-down to "set things up properly."

Where does this fit with the rest of Loopapa?

Creating a task with AI is just the starting point — once it exists, it behaves like any other task. Here's where to look next:

Which plan do I need for this?

Creating tasks — with or without AI — never requires a paid plan. The AI part covered in this article (type or speak, and AI drafts the whole task) is included for your first 14 days, on every plan, Free included. After that, Free continues with manual task creation, forever, while Starter, Pro, and Enterprise keep AI switched on.

Want AI past day 14? Starter (from €29/month) and Pro keep it switched on for everyone on your team — no separate add-on needed.

Frequently asked questions

Is creating tasks with AI free?

Yes — for your first 14 days on every plan, including Free, you can type or speak a task and AI fills in the rest. After day 14, Free accounts continue creating tasks manually at no cost; Starter and Pro keep AI switched on permanently.

Can I speak in one language and have my team see the task in another?

Yes. Whatever language you type or speak in, AI writes the task back in the AI output language set for your workspace, so the person creating a task and the people doing it don't need to share a first language.

How does AI decide whether to assign a task to one person or everyone?

It listens for the type of request. A single shared job ("open the shutter") becomes an Any task that one person can pick up; a personal rule ("everyone needs to wear their uniform") becomes an Every task, with its own copy for each team member.

Does AI mark every task as urgent?

No. AI is tuned to reliably flag tasks that are genuinely Critical — urgent and important. Everything else starts as Routine, and you adjust Routine, Opportunity, or Idea by hand based on how your team defines priority.

What happens if AI gets a task wrong, or doesn't understand me?

Nothing is saved automatically — every AI draft opens on the normal task screen for you to review and edit first. If AI can't make sense of what you said, you'll see a short message and can rephrase or fill in the task by hand.

Can I turn AI off and create tasks manually instead?

Yes, at any time. With AI on, the task button shows a small sparkle and opens the type-or-speak flow; switch it off and the same button opens a blank task form instead. Manual task creation has no time limit on any plan.