How to Set Up Task Reminders in Planfix
Task reminders bring the right task back to you at the right moment, instead of leaving it to memory or a sticky note. A reminder in Planfix is a notification about a specific task or contact, sent at the time you choose, to the people you choose, with a link to the task itself. This two-minute video shows where reminders are set, how to make them repeat and how to collect them all in one planner.
What you’ll learn: how task reminders work in Planfix
- Where reminders are visible: in the Chronicle, in the reminder calendar and in the task where you set them.
- How to add a reminder with its own text, time and recipient.
- How to set a reminder from the Chronicle or from a comment, without opening the task.
- How to create a recurring reminder for regular reports and planned project work.
- How to build a reminder planner from the Chronicle and an hourly calendar.
How to set up task reminders in Planfix, step by step
Step 1. Add a reminder to a task
Open the task and click the bell icon: it opens the interface for adding reminders. Choose one of the preset times or set your own date and time, picked on a dial — the first click sets the hour, the second the minutes. Add the reminder text and choose who receives it: company employees, external users, or roles such as the assignees, the assigner, the auditor or task participants. Scheduled and already sent reminders for the task are listed in its Reminders panel, where a scheduled one can still be edited or deleted. The Help Center article on reminders covers every place a reminder can be added.
Step 2. Set a reminder straight from the Chronicle
The Chronicle in Planfix collects events from all the projects and tasks you are linked to, and reminders appear there as unread events. While processing the feed, hover over a task and select Remind: the same reminder interface opens, so you never leave the Chronicle. The unread event disappears from the feed now and the task comes back to you at the time you set, which is how a cluttered Chronicle gets cleared without anything being lost.
Step 3. Add a reminder to a comment
A reminder can also be created from a comment inside a task, on the same principle. Keep one detail in mind: the reminder text is separate from the comment text. If you leave the reminder text empty, recipients receive the text of the comment when the reminder is triggered. Recipients are separate too — the people who get the reminder do not have to be the people who got the comment.
Step 4. Make the reminder recurring
For work that comes back on a schedule, open the reminder settings menu and select Add recurring reminder. In the settings panel, specify the reminder text, set the recurrence period, select the time and the day of the recurrence, define the start and end dates and assign the recipient. Scheduled and sent repetitions are then visible in the Reminders tab of the task. Recurring reminders suit long-term tasks: sending regular reports, carrying out planned project work, or checking in on a client every month.
Step 5. Build a reminder planner
To manage everything in one screen, create your own planner. Start by adding the Chronicle as a list — it is the notification list in Planfix — then rename it in the settings and adjust its color so it stands out. Next, add a second list in the hourly calendar view, give it a name and a color, and select My reminders as the data to display. Adjust the calendar layout to suit your day.
That second list is the reminder calendar: a special case of the hourly calendar in which reminders are shown along with or in place of data tags, both the ones already sent and the ones still upcoming. Together with the Chronicle list, it gives you one planner for tracking events, meetings and tasks.
Reminders as an intermediate check on a task
Beyond deadlines, reminders work as intermediate checkpoints that monitor how a task is progressing. When you assign a task or write a comment, add a reminder for the moment you next plan to look at it. When the notification arrives and you have checked the status, add the next reminder for the next checkpoint. A long task then gets a chain of short check-ins instead of one deadline that arrives as a surprise.
Reminder examples: who it’s for
- Finance and management: a recurring reminder before every regular report, with its own text and recipient.
- Project leads: checkpoint reminders on long tasks, added one at a time as each check is done.
- Sales and account managers: reminders about a contact or an action related to them, so a follow-up happens on the agreed day.
- Support teams: a reminder built into a task template, addressed to the auditor, so every client request gets a second look.
- Anyone with a busy Chronicle: clear an unread event now and have the task return when there is time to act on it.
FAQ
Can I set a reminder for someone else in Planfix?
Yes. Recipients are chosen in the reminder itself and can be company employees or external users. You can also address a reminder to a role — the assignees, the assigner, the auditor or task participants — which is useful inside task templates.
Can reminders repeat on a schedule?
Yes. Select Add recurring reminder in the reminder settings menu, then set the recurrence period, the time and day, the start and end dates and the recipient. Scheduled and sent repetitions are listed in the Reminders tab of the task.
Where can I see all my reminders?
In three places: in the Chronicle, where reminders arrive as unread events; in the Reminders panel of a specific task, split into scheduled and sent; and in the reminder calendar of a planner, which shows sent and upcoming reminders side by side.
Start with one reminder
Pick the one task you keep coming back to check and set a reminder on it for the day you plan to look next. Once that habit holds, add the reminder calendar to your planner and let recurring reminders handle the reports. If notifications are what you are really trying to tame, see how a team reaches inbox zero in the Chronicle. New to Planfix? Sign up to try it.
