Why a Task Is Not Showing in the Planfix Planner
When a task is not showing in the Planfix Planner, the task is rarely gone — the list simply does not select it. A Planfix Planner list shows only tasks that match its selection parameters, your access rights and its grouping, so one unmet condition can empty it. This nine-minute video covers 12 reasons a task may not show up in the Planner, and the Help Center article on missing tasks lists the same checks in text.
What you’ll learn: how to find a task missing from a list
- Test a list against one task to see which parameter it fails (0:19).
- Repair filter logic that joins conditions with AND instead of OR (1:48).
- Add a missing custom field to the object so grouping works (2:24).
- Give employees access to the field a list groups by (3:05).
- Handle the 150-task limit in a table list (5:29).
- Share tasks from a simple list with colleagues (7:48).
How to test a planner list in Planfix, step by step
Step 1. Open the list for editing
Open the list that should contain the task and switch it to editing. Check the Selection parameters block first: if it is not activated, the list has no conditions to fail, and the reason is access, grouping or calendar display settings.
Step 2. Turn on Testing mode
Click the flask icon to activate Testing mode and select the missing task as the object to test. Planfix outlines every condition in green when the task meets it and in red when it does not, so you see the parameter that drops the task. Planner list testing mode works for contacts and hourly calendar lists too.
Step 3. Fix the red condition
A red condition has two fixes: change the list so the task matches, or change the task. In the video a task fails the status condition and shows up as soon as the status changes. When the condition is Participant: Me and you hold another role, add yourself to the Participant field.
Step 4. Check the filter logic
Operators and brackets decide how conditions combine. A list for tasks where you are the participant or the assignee stays empty when the two conditions are joined by AND, which Planfix highlights in red. Switch the operator to OR and the tasks come back.
Access rights: tasks and custom fields employees cannot see
Employees see only the tasks they have access to. In Testing mode, a task you cannot find through the filter is one you have no access to; request it, and it appears in the list. Fields work the same way: a list grouped by a field an employee cannot see looks empty to them. Open the field in your account’s custom task fields section and grant view and edit permissions in its access settings — access settings in Planfix cover tasks, files and contacts alike.
Example from the video: grouping by a custom field the object lacks
The video’s clearest case is a list grouped by the custom field Participation package. The tasks match the conditions, but the field is missing from the object card, so the list shows nothing. Add the field to the object card and fill it in for the existing tasks; a different grouping field, or no grouping, works too.
Five more reasons a task drops out of a list
- Integration settings: tasks from an integration use a template or object card that does not match the list; change it in Account management → Integrations.
- Data tags in calendars: a calendar hides a task when its display data tag differs from the task’s — Planned working time against Actual working time. An inaccessible data tag has the same effect.
- The 150-task limit: a table list shows up to 150 tasks; narrow the parameters or open the expanded task list.
- Automatic acceptance: a task you assign to yourself moves from New to In progress and lands in another list; switch the function off in the object’s status set.
- Automation: a script or a button can change a field so the task no longer matches; the task log shows what changed.
Who it’s for
- Team leads: an empty list that should show the team’s work — test it before rebuilding the filter.
- Administrators: lists fed by integrations and scripts, where conditions and automation have to agree.
- Employees: their own tasks missing from a personal list because of a role condition.
- Project managers: long table lists that hit the 150-task limit.
FAQ
Why is a task not showing in my Planfix Planner list?
The task fails one of the list’s conditions, or you have no access to the task or the grouping field. Open the list for editing, turn on Testing mode and test the task: the condition in red is the reason.
Can a planner list show more than 150 tasks?
A table list shows up to 150 at a time, so tasks beyond that stay hidden even when they match the filter. Narrow the selection parameters or open the expanded task list.
Why can colleagues not see tasks in a simple list?
A simple list has no selection parameters, so its tasks stay visible only to their creator. Add a colleague to a system role — Assigner, Assignee, Auditor or Participant — and the task appears in their Planner.
Start with the list that lost the task
Take the list that lost a task, test that task and fix the one condition in red instead of rebuilding the filter. Lists you can trust make online task management in Planfix predictable; for the other side of the same work, see how task search finds and filters tasks. New to Planfix? Sign up to try it.
