What Is a Task in Planfix and Why Everything Starts Here
What is a task in Planfix? It is the most important unit of information in the account: a task in Planfix can stand for an event, a meeting, a discussion or any other entity your company needs, which is why everything in the system revolves around tasks. If your team still writes plans on paper and then walks around the office to explain them, this 95-second video shows what changes when the same plan becomes a task list.
What you’ll learn: why you need tasks in Planfix
- What a task is in Planfix and why it is treated as the main building block of the account.
- Which everyday jobs are already tasks: a customer request, work handed to an employee, a scheduled meeting.
- How one task holds the discussion, files, links and spreadsheets that belong to a job.
- How a plan written on paper becomes a task list that notifies the people who have to act on it.
- How a board of ideas turns into a pool of tasks spread across the team.
How to work with tasks in Planfix, step by step
Step 1. Create a task for anything you need to remember
A task needs very little to exist: every task must have an author and a title, and every other attribute is optional. The most convenient route is the Plus sign icon next to the Planfix! section header in the main menu, which is always on screen; the fastest is the quick-create window at the top of the Planner task filter. Tasks are normally created inside a project, but that is not mandatory, and a task can be moved to another project later.
Step 2. Keep the whole job inside one task
Once the task exists, it becomes the place where the work is discussed and stored. Inside a task you can talk to colleagues, exchange files, save the information the job depends on, and share links and spreadsheets with everyone involved. Because the task lives in online task management software rather than on someone’s desk, the same information is available around the clock from any device, and access to it can be adjusted so each person sees what they should.
Step 3. Assign the work and let notifications do the rounds
This is the step that replaces the walk across the production floor. Outline what needs to be done as a simple task list, then assign each task to the employee who will do it. The people you assign receive notifications automatically, so nobody has to be told in person and nobody can claim they never heard about it.
Step 4. Report on the project once the tasks are done
Work recorded as tasks can be summed up without collecting anything by hand. When a project’s tasks are complete, you can generate a report for the entire project, because every comment, file and status change was captured as the work happened. Project reports in Planfix launch a universal report against the data of one specific project, which turns a finished task list into something you can show a client or a manager.
Step 5. Start a new project from a board of ideas
When an idea has to move quickly, start on a board instead of a list. The whiteboard in the Planner is a list view where you add blocks and tasks to a board and draw the connections between them, so a plan stays visual and still wired to real tasks. Write down the ideas, discuss them with partners or colleagues, then form a pool of tasks out of the discussion and distribute them among employees.
Why walking around the office does not scale
The example the video keeps coming back to is a project idea written on paper, with responsibilities handed out face to face: it works for exactly as long as everyone is in the room. Once somebody is on the production floor or off that day, the plan stops spreading, and checking progress means asking people one by one.
Digitizing the same plan changes who does the chasing: the system notifies assignees, the task keeps the history, and the project report is assembled from work that was already recorded.
Who it’s for
- Teams new to Planfix: the first concept worth learning, because requests, meetings and assignments are all built on it.
- Managers: work is assigned once and tracked where it happens, instead of being repeated in meetings.
- Project leads: an idea discussed on a board becomes a pool of tasks with owners the same day.
- Field and remote staff: the task and its files are reachable around the clock from any device.
- Teams working on paper or in chats: the plan stops living in a notebook or in a thread that scrolls away.
FAQ
What is a task in Planfix?
A task is the most important unit of information in Planfix. It is not only a to-do: a task can represent an event, a meeting, a discussion or any other entity your company needs, and its type is set in the object settings together with its fields, statuses, scripts and buttons.
Do I need a project to create a task in Planfix?
No. Tasks are normally created inside a project, but tasks without a project are perfectly acceptable. You can assign a task to a project later, or move it from one project to another.
Can I turn a list of ideas into tasks?
Yes. Collect the ideas as blocks on a whiteboard, connect them to see how the work fits together, and create tasks from the board, so the discussion and the resulting tasks stay in the same place. The whiteboard is available in the B and X plans.
Start with one task
Take the next thing you would otherwise mention in passing, a request, a meeting or a piece of work for one colleague, and create it as a task with a title and an assignee. From there you can explore the rest of the task features in Planfix, and see how a task works for managers and teams once roles, checklists and subtasks come into play. New to Planfix? Sign up to try it.
