How to unify tasks from multiple apps in one task manager: a practical guide to centralize Notion, Linear, and Asana in Foco Plus

If you manage projects in Notion, track issues in Linear, and collaborate on tasks in Asana, you know how exhausting it is to jump between apps just to stay on top of things. Fragmentation doesn’t just waste time—it increases the risk of missing deadlines or priorities. The solution isn’t to use more tools, but to unify tasks from multiple apps in one task manager that integrates them seamlessly. In this guide, we’ll show you how to do it step by step with Foco Plus, avoiding constant context-switching and regaining control of your work.

Why centralize tasks in one place (and why a generic app isn’t enough)

Using a notes app or a spreadsheet to consolidate tasks from different sources might seem like a quick fix, but it fails at the core: it’s not designed to manage multiple jobs at once. A generic list mixes everything without distinguishing between projects, colors, or priorities, and it doesn’t sync changes automatically. For example, if you complete a task in Asana, it will still appear as pending in your spreadsheet until you update it manually. This creates duplicate work and errors.

Foco Plus solves this with work containers: each project, client, or area (like Notion, Linear, or Asana) has its own space with a unique color. Tasks are displayed with the color of their work, allowing you to identify at a glance which project they belong to, even when you see them all together in Panorama mode. Plus, integrations automatically pull in tasks assigned to you in other apps, eliminating the need to copy and paste.

Step-by-step: how to unify tasks from Notion, Linear, and Asana in Foco Plus

1. Set up your work containers in Foco

Before connecting the apps, create a work container in Foco for each source. For example:

• Open Foco and tap the + button in the sidebar to create a new work container.
• Give it a clear name (e.g., "Notion - Project X", "Linear - Issues", "Asana - Marketing Team") and choose a distinctive color. This color will apply to all tasks coming from that app.
• Repeat the process for each project or area you want to centralize. If you manage multiple clients in Asana, create a work container for each client to keep things organized.

2. Connect Notion, Linear, and Asana to Foco Plus

Foco Plus integrates with these apps via OAuth, meaning you don’t need to share passwords. Here’s how to do it:

• Go to Settings > Connections and select the app you want to connect (Notion, Linear, or Asana).
• Log in to your external app account and authorize access. Foco will only read tasks where you’re mentioned or assigned; it won’t modify anything without your permission.
• Choose a destination work container for each connection: you can let Foco’s AI decide automatically where to send each task (based on its content) or assign a fixed work container (e.g., all Linear tasks go to "Linear - Issues").
• Enable the "Complete in origin too" option if you want tasks marked as done in Foco to also close or comment in the original app. This avoids having to update both tools manually.

Practical example: If you’re assigned an issue in Linear, Foco will pull it in as a task to the "Linear - Issues" work container with the color you chose. When you complete it in Foco, the issue will close in Linear without you having to open the app.

3. Review and organize imported tasks

Once the apps are connected, Foco will start importing tasks automatically. To avoid overwhelm:

• Use Panorama mode to see all tasks at once, each with its work container’s color. This helps you prioritize without losing context.
• Filter by work container: tap a work container in the sidebar to enter Focus mode and see only its tasks. Ideal for concentrating on one project without distractions.
• Adjust dates, priorities, and tags: while Foco pulls in basic data (title, assignment, due date), you can add details like estimated duration, recurrence, or tags to refine organization.

4. Keep tasks synced in real time

Foco Plus updates tasks every few minutes, but here are two ways to ensure nothing falls through the cracks:

• Check the daily briefing: Foco generates an automatic summary of new tasks, upcoming deadlines, and calendar updates. You can receive it via email or view it in the app.
• Use email capture: if someone assigns you a task via email, forward it to your personal Foco address (e.g., u-xxxx@in.heyfoco.com) to turn it into a task with the email attached as a note. This is useful for tasks that don’t come through Notion, Linear, or Asana.

What you gain by unifying tasks from multiple apps in Foco Plus

Centralizing tasks isn’t just about reducing the number of apps you use—it’s about regaining control over your work. Here’s what you gain with Foco Plus compared to generic alternatives:

• Visual context: tasks are displayed with their work container’s color, preventing confusion when viewing everything together. In a spreadsheet or notes app, everything looks the same.
• Real automation: integrations close tasks in the original app when you mark them as done in Foco. With a generic app, you’d have to update each tool manually.
• Flexibility: you can view all tasks at once (Panorama mode) or filter by work container (Focus mode) to concentrate. In apps like Notion or Asana, this would require creating complex views or duplicating information.
• Seamless collaboration: invite teammates to a work container in Foco and assign them tasks without requiring them to use Notion, Linear, or Asana. The public link for sharing a specific task avoids giving access to the entire project.

Unifying tasks from multiple apps in one task manager isn’t just about convenience—it’s the difference between reacting to urgency and working with intention.

Common mistakes when centralizing tasks (and how to avoid them)

While the process is straightforward, these are the most frequent pitfalls and how to fix them:

• Not assigning distinct colors to each work container: if all work containers are the same color, you lose the visual benefit. Use contrasting colors to quickly identify the source of each task.
• Leaving 'Complete in origin too' disabled: if you don’t enable this, you’ll have to manually close tasks in Notion, Linear, or Asana after marking them as done in Foco.
• Not reviewing the destination work container for connections: if you let the AI decide automatically, some tasks might end up in the wrong work container. Review the first imports to adjust the settings.
• Ignoring the daily briefing: it’s easy to forget to check updates. Set a reminder to read it first thing in the morning or configure it to arrive via email.

Conclusion: fewer apps, more focus

Unifying tasks from multiple apps in one task manager like Foco Plus isn’t about eliminating tools—it’s about eliminating friction between them. By centralizing Notion, Linear, and Asana in one place, you reduce time lost to context-switching, minimize errors, and regain the ability to prioritize clearly. The result isn’t just a more organized task list, but a smoother, less stressful workflow.

If you manage multiple projects or clients, try connecting just one app first (e.g., Linear) and see how Foco simplifies your routine. Once you experience the benefits, it’ll be easier to take the next step with the rest.