How to Track Overdue Tasks in a Planfix Planner
To track overdue tasks without checking every project by hand, collect them in one place and deal with them right there. The planner in Planfix can gather overdue tasks in a single list, next to a calendar where each one gets a new deadline. This 87-second video shows how the setup works and how to build it; the same setup can track deadlines for a project, a department or the whole company.
What you’ll learn: an overdue tasks list and one-drag rescheduling
- How overdue tasks land in the overdue tasks list automatically, with each task’s name, status, assignee, progress and deadline (0:09).
- How to open a task from the quick action menu and ask the assignee why the deadline was missed.
- How to set a new deadline by dragging the task to a date on the calendar.
- How to create the planner, the overdue tasks list and the task calendar by days (0:41).
- How to finish the setup by choosing the view that suits you.
How to track overdue tasks in Planfix, step by step
Step 1. Create a new planner
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, for example, after the project or department it covers.
Step 2. Add an overdue tasks list
Add a new list to the planner and choose the Cards type. Enter the list name and pick a color. Then, in the list’s selection parameters, add the overdue condition shown in the video. From now on, Planfix automatically adds every overdue task that matches the list’s conditions to this overdue tasks list.
To cover only part of the company, add more conditions to the selection parameters. They are joined with AND by default, and the Filter logic block also accepts OR.
Step 3. Add a task calendar by days
Add one more list, this time a Task calendar by days. Set its name and color; the selection parameters can stay at their defaults. The calendar places tasks by their completion dates, which makes it the place where overdue tasks get new deadlines.
Step 4. Choose a view and share the planner
Choose the view that suits you best, and the setup is complete. By default, only the planner’s creator can see it. To share it, click the planner name and configure access in the menu that opens. Planner access doesn’t grant access to the tasks themselves, so different users may see different tasks in the same planner.
How to manage overdue tasks: ask why, then reschedule
In the “How it works” section of the video, overdue tasks are already waiting in the overdue list. Each row shows the task name, status, assignee, progress and deadline, so you see at a glance who is behind.
From the quick action menu, open the task and ask the assignee why the deadline was missed. The Help Center recommends that the assigner add a comment to the task and notify the assignee, who explains the delay and agrees on a new date. Then drag the task to that date on the calendar. Moving a task in the task calendar changes its planned completion date, and a task moved to the current date is no longer overdue and goes back to its normal color.
Who this overdue task tracker is for
- Project managers: one list shows overdue tasks in a specific project, together with who owns each task and how far along it is. For the bigger picture, see how to track project milestones and prevent missed deadlines.
- Department heads and leadership: the same setup tracks deadlines across a department or the whole company, so you know which tasks need a new date and whom to ask.
- Teams with a long backlog: turn on the expanded planner list view from the list’s three-dots menu to work with it like a filter in the Tasks section, with quick filters and bulk operations.
FAQ
When does a task become overdue in Planfix?
A task becomes overdue if it hasn’t been moved to Completed or Finished status by the end of its scheduled completion date. Its name turns red, and the task is added to the corresponding list in the Planner. More in the Help Center: when a task becomes overdue in Planfix.
Why is an overdue task missing from my list?
The list’s selection parameters, together with each user’s task access, decide which tasks it shows. To check a specific task, open the list’s editing window, click the flask icon to switch on testing mode and pick the task. Each condition is outlined in green if the task meets it and in red if it doesn’t.
How can I see how many tasks are overdue?
Turn on the Totals section setting at the very bottom of the list’s settings, and the task count appears under the list heading. For a dashboard-style figure, add a Widget of the Number type, or see how to show overdue-task counts on a planner dashboard.
Set up your overdue task tracker
Start with one planner for the project or team where deadlines slip most often, then add an overdue tasks list and a task calendar next to it. Next, see how the planner helps balance team workload. New to Planfix? Sign up to try it.
This video was featured in What’s New in Planfix: June 2025.
