How to Stop Forgetting Tasks at Work with Reminders
To stop forgetting tasks at work, stop storing them in chats. Requests arrive in group chats, messenger threads and email, get buried under newer messages, and end up with no owner and no deadline. This one-minute video shows the Planfix answer: move the work into a task, then let a reminder bring it back to you at the right moment instead of relying on memory. That is the move from scattered threads to task management software with a single list for everything.
What you’ll learn: how to keep tasks from slipping
- Why chats, messenger groups and email threads create chaos in both your conversations and your head.
- The solution: centralize all your work in one place instead of chasing it across apps (0:11).
- How a task in Planfix holds the request, the owner and the deadline together (0:20).
- How reminders bring a task back to your attention at the time you choose (0:46).
- Who should receive a reminder: you, a colleague, or whoever holds a task role.
- Where to review the reminders you have scheduled and the ones already sent.
How to stop forgetting tasks in Planfix, step by step
Step 1. Turn the request into a task
A task is the most important unit of information in Planfix, and it carries the whole request: who asked, who is responsible, and when it is due. Only an author and a title are required, so capturing something takes seconds and every other field stays optional. Tasks normally belong to a project, but a project is not mandatory. You do not even have to leave your inbox: a message sent to an employee’s Planfix email address becomes a task assigned to them. The Help Center explains how tasks work in Planfix in detail.
Step 2. Add a reminder with the bell icon
Once the work is a task, add the nudge. Reminders in Planfix draw your attention to the right task or contact at the right time: at the moment you set, a notification goes out through the channel you indicated, carrying a link straight to the task. Open the task and click the bell icon to reach the interface for adding reminders. Choose one of the preset times or set your own date and time — click a preset to change it, then set the exact time on the dial, hours first and minutes with the second click. The list of preset reminders itself cannot be reconfigured.
Step 3. Decide what the reminder says and who gets it
A reminder can carry its own text, separate from the comment it was added to; leave that text empty and recipients receive the comment text instead. Recipients are separate as well: choose Select date, time, and recipients to remove people who do not need the reminder, or add colleagues who do. Instead of named people you can address a role — the auditor, assigner, assignees or task participants — which is what makes reminders useful inside task templates: every task created from the template gets the same reminder, aimed at whoever holds that role. These quick task reminders can reach company employees and external users alike.
Step 4. Use reminders as checkpoints, not just alarms
Reminders also work as a tool for intermediate monitoring. When you assign a task or write a comment, add a reminder for the day you plan to check on it; when the notification arrives and you have reviewed the status, set the next checkpoint. For work that needs a steady rhythm, open the reminder settings menu and choose Add recurring reminder: the notification then returns on the schedule you set, following your notification settings.
Step 5. Review every reminder in one place
Reminders added inside a task can be reviewed in the reminder panel, which has one tab for reminders that have not been sent yet and another for those already delivered; a scheduled reminder can be edited or deleted there. Across all your work, reminders show up in the Chronicle as unread events, which is the most convenient way to use them. The reminder calendar lists what has been sent and what is still upcoming, as a special case of the hourly calendar in the Planner.
Who it’s for
Reminders pay off wherever a dropped task costs money or trust:
- Sales and account teams: a follow-up reminder on the client’s task, so a quiet deal does not go cold.
- Managers: a checkpoint reminder on each delegated task instead of asking the team for status updates.
- Support and service teams: reminders built into the task template that creates client requests, addressed to the auditor role.
- Finance and administration: recurring reminders for payments and reports that come back on a fixed day.
- Anyone working out of chats: one task and one reminder instead of re-reading a thread to find what you promised.
FAQ
How do I set a reminder for a task in Planfix?
Open the task and click the bell icon. In the interface for adding reminders, choose a preset time or set your own date and time, add reminder text if you need it, pick the recipients and save. The reminder appears in the task feed and is triggered at the designated time.
Can I remind a colleague instead of myself?
Yes. Reminder recipients are chosen separately from the recipients of the comment, and they can be company employees or external users. You can also address a role instead of a person — the auditor, assigner, assignees or task participants — which is convenient in task templates.
Can a reminder repeat on a schedule?
Yes. Open the regular reminder settings menu and select Add recurring reminder, then set the schedule. Scheduled and already sent recurring reminders are listed in the Reminders tab of the task.
Start with the task you almost forgot
Take the request still sitting in a chat window, make it a task, and add a reminder for the moment you will actually be able to act on it. Then do the same with the discussion around it and move chat discussions into tasks, so the answers stay next to the work. New to Planfix? Sign up to try it.
