How to Set Up an Employee Task List in Planfix
An employee task list in Planfix is a planner list that shows one person’s work and nothing else, so you stop asking the team what they are busy with. It takes three things: the employee in your account, a task assigned to them, and a list in the Planfix Planner filtered by assignee. This two-minute video walks through all three, from the new employee form to a planner where every task is grouped by status and sorted by due date.
What you’ll learn: how to build an employee task list
- Add an employee from the quick creation menu and send them an invitation by email (0:13).
- Create a task, pick the employee as the assignee and set the task dates (0:31).
- Add an assignee to a task that already exists, and see where the notification lands.
- Build a planner list that shows one employee’s tasks and nothing else (1:01).
- Group tasks by status and sort them by due date so the urgent ones stay on top.
How to set up an employee task list in Planfix, step by step
Step 1. Add the employee to your account
Open the quick creation menu and click New employee; the same form opens from the Employees section, where the All employees tab lists everyone in the account with their current status. Fill in the required fields, name, last name, email and phone number, and save the form. An invitation with an activation link goes to that email address, and the person sets their own login and password. Adding employees is available to administrators and authorized employees.
If you want to prepare everything before the team logs in, add the employee with the status Active (without access): an email address is optional, these employees are not billed and receive no notifications, so you can set up their planners, filters and reports first and send the invitation later from their profile. Positions, workgroups and schedules live in the same place as the rest of your company structure and employees.
Step 2. Assign the first task
Create a new task, enter its name and description, select the person in the assignees field and set the task dates. As soon as the task is created, the employee gets a notification about it in their Chronicle, with no reminder from you. Adding an assignee to a task that already exists works the same way and sends the same notification.
Assignees are picked from the list of all employees and contacts, so a task can go to one employee, to an employee group whose members all gain access, to a customer with access to your account, or to an external contact who works on the task by email. For the options behind that one field, see how to assign tasks to employees.
Step 3. Create a planner list for the employee
Open the Planner tab. At the bottom of the panel with the list of planners, click the Add icon, select Planner and give it a name. Then add a list, the column you see on the planner screen, and name it after the employee. In the list settings, open the selection parameters and add a condition on the assignee, then save the changes. The list now holds that person’s tasks only.
Repeat this for each colleague: a planner holds any number of lists, and you can keep several planners for different teams. Because conditions are joined with AND by default, you can narrow a list further, for example to one employee on one project.
Step 4. Group by status and sort by due date
When tasks accumulate, a single column becomes hard to read. The selection parameters have two extra blocks for that, Grouping and Sorting, which control the order of what you see. Group tasks by status, sort them by due date and save the changes: each employee’s tasks are then split into status groups, with the closest deadline at the top of each one.
Grouping also changes what drag and drop does. Drop a task into a status group, and the task takes that group’s status, so a column of one employee’s work doubles as the place where you move it forward.
Example from the video: one employee, tasks in order
The video builds a list for one employee, Matthew. After grouping by status and sorting by due date, his list shows the tasks he has in progress together, with the earliest due date first, and the rest of his work in the groups below. Nobody compiles that view by hand: the list is a filter, so a new task assigned to Matthew shows up in it and lands in the right group on its own.
Who it’s for
- Team leads: one list per person on one screen, instead of a status round at the morning meeting.
- Onboarding: a new hire gets their first tasks and a list of their own on day one, so nothing is buried in a shared board.
- Operations and HR: add the employee, assign the routine tasks, then check the list before the invitation is even accepted.
- Small teams: three or four lists cover the whole company, and the due-date sort answers what is due next.
FAQ
How do I see one employee’s tasks in Planfix?
Create a planner list and add a condition on the assignee in its selection parameters. The list then shows that employee’s tasks only, and every new task assigned to them appears there automatically.
Does an employee get notified about a new task?
Yes. As soon as the task is created, the assignee receives a notification about it in their Chronicle. Adding an assignee to an existing task sends the same notification.
Can I add an employee without giving them access?
Yes, with the status Active (without access). An email address is optional, these employees are not billed and get no notifications, and you can manage their tasks and prepare their planners before you invite them.
Start with one employee
Add one colleague, give them a task and build a single list filtered by assignee; the rest of the team is a copy of that list with another name on it. Clear ownership of each task is where Planfix task management software starts. When the lists are in place, learn how to balance the team’s workload in the planner. New to Planfix? Sign up to try it.
