How to Keep Track of Important Tasks: 5 Ways in Planfix
When you need to keep track of important tasks among dozens of others, the critical ones have to stand out, or they get buried and forgotten. This two-and-a-half-minute video shows five simple ways to highlight a task in Planfix: add it to Favorites, mark it as urgent, set a reminder, collect such tasks in a saved filter and tag them.
What you’ll learn: how to keep an important task under control
- Add a task to Favorites from the task card, task list or planner (0:09).
- Mark a task as urgent through the Priority field (0:24).
- Set a reminder with your own text and send it to a colleague (0:48).
- Save a filter for urgent or favorite tasks as a separate tab (1:19).
- Tag tasks from a fixed list and group them by tag (1:38).
How to keep track of important tasks in Planfix, step by step
Step 1. Add the task to Favorites
Click the star icon to add the task to Favorites. You can do it in the task card, in the task list or in the planner, and every marked task appears in the Favorites section. The star is your personal marker, so use it for tasks you can’t afford to forget.
Step 2. Mark the task as urgent
Use the urgent marker when a task has to come before everything else. Find the Priority field in the task card or in the planner, open its menu and switch the task to urgent. The task then shows a red urgent icon. Planfix has two standard priority levels for tasks, normal and urgent.
Step 3. Set a task reminder for yourself or a colleague
A reminder brings a long-running task back to your attention. In the task card, click the bell icon, pick a preset such as In an hour, Tomorrow or In a week, or choose Select date, time, and recipients to set your own time, and add the reminder text. To notify a colleague, pick any employee in the notification field. Planfix sends the notification at the scheduled time, with a link to the task.
All reminders for a task are listed in the Reminders panel, where scheduled ones can be edited or deleted. You can also add reminders right in the planner, and task reminders in Planfix can cover a task’s start or end date too.
Step 4. Save a filter for urgent and favorite tasks
To see priority work in one place, create a dedicated filter in the Tasks section. Give it a name and a color, choose the selection parameters and save it. For example, one filter can select urgent tasks and another the tasks in Favorites. Each saved filter becomes a separate tab with your priority tasks.
Step 5. Tag tasks from a fixed list
You configure tags yourself. Edit the object your tasks are created in and add a new Set of values field with a fixed list, so each task can take several tags from a predefined list. Turn on Set colors for list values to make the tags colored. Then add tags in the task card, or quickly in the task list, and group tasks by tag.
Example: a contract renewal that can’t slip
Say a client contract has to be renewed by Friday. Star the task so it waits for you in Favorites, and mark it as urgent so the team knows it goes first. Add a reminder for Thursday morning to you and the colleague preparing the paperwork, with the text “Send the signed copy.” Then pick the tag Legal from your fixed list.
Because the task is urgent, it also lands on your saved filter tab for urgent tasks, so it can’t sink in the general list before the reminder fires.
When each method fits
The methods overlap, but each one suits a different situation:
- A task that runs for weeks: add a reminder for your next check-in, and when it fires, add the next one.
- A team lead’s morning review: open the urgent tab first and clear it before moving to the general list.
- Many kinds of work in one list: when urgent tasks from sales, legal and support sit side by side, tags show at a glance which is which.
FAQ
How do I see all urgent tasks in one list?
Create a saved filter for urgent tasks: in Tasks, set the selection parameter to urgent tasks and save the filter, and it stays available as its own tab. Tasks created with the filter’s Create button or quick-create field take on its selection parameters, so they appear in the list right away.
What is the difference between Favorites and Urgent?
Favorites highlight a task only for you and collect it in the Favorites section. The urgent marker signals priority to the whole team, and employees see it right away.
Can I send a task reminder to a colleague?
Yes. Besides specific employees, a reminder can go to a role: the assigner, the assignees, the auditors or the task participants. Roles are especially useful in task templates.
Keep one critical task in sight today
Pick the task you can least afford to lose, star it or mark it as urgent, and add a reminder for the next check-in. For the wider toolkit, see Planfix task management software. Not sure which tasks count as important? Learn how to prioritize tasks with the Eisenhower Matrix. New to Planfix? Sign up to try it.
This video was featured in What’s New in Planfix: January- February 2026.
