A checklist should reveal the next decision
A long list is useful only when it tells the host what needs attention. PlanNest combines a small set of preparation basics with your own tasks, categories, priorities and deadlines. It is best used while important choices can still change, rather than as a last-minute record of things already bought.
The checklist is a local working record. Completion marks are statements made by the host, not confirmation from a venue, supplier or invited guest. Use task names that describe an observable outcome, such as “Approve the printed clue answers,” instead of “Sort out the mystery.”
Build the first checklist
Choose Dinner, Tournament, Clue hunt or Tea gathering and set the event date. Custom rows use Task | category | priority | deadline. Priority is High, Normal or Low, and dates use YYYY-MM-DD. If category, priority or deadline is omitted, the tool can use General, Normal and the event date respectively.
Five built-in tasks are included: confirm venue, set budget, invite guests, prepare materials for the selected format, and confirm access and dietary needs. Your custom rows are appended, not substituted for those basics. Read the complete result before deciding how many jobs remain. You may leave the custom-task box empty if the basic list is enough to start.
Manage progress without losing it
After generating, use the category filter to narrow the display. Completion checkboxes update the completed count. Priority and deadline controls let you revise individual tasks. The Add a task without resetting progress controls append a new task to the existing result; this is preferable to regenerating when you only need one extra job.
The progress count reflects tasks checked complete, not their importance or effort. Finishing several easy purchases does not compensate for an unconfirmed venue. Category filtering does not create a separate project, and the tool does not automatically sort tasks into a critical path. Review the full list, including high-priority unfinished items, before declaring preparation ready.
Fictional example: from booking to event day
Suppose a tea gathering is planned for 2027-02-20. Enter Tea gathering and add three rows: Approve room layout | Venue | High | 2027-02-06; Print prompt sheets | Materials | Normal | 2027-02-18; Set out labelled drinks | Event day | High | 2027-02-20. The result contains eight tasks: five built-in jobs plus those three additions.
After room confirmation and budget approval, check those two built-in tasks. Progress becomes 2 of 8. Filter Venue to review the room-related work, then return to the complete list. If the host later adds “Pack spare pens” through the append controls, the checked work stays checked and the total becomes nine tasks. The new task initially uses Normal priority and the event date; adjust its deadline if packing should happen earlier.
The sequence now covers decisions before the event, production close to the date and a concrete setup task on the day. It does not assign staff or send notifications. The host keeps responsibility names in the wording or in a separate handover sheet.
Write tasks that someone can finish
Separate “choose a menu” from “confirm the food order”: one is a decision and the other is a commitment. Give dependent work sensible dates, but remember that PlanNest does not enforce dependencies or detect that a printing deadline comes before approval. Avoid recording private guest requirements in a widely shared checklist.
Use the event date as a useful default, not a deadline for everything. Venue and access decisions usually need attention before setup day. Save the edited checklist, then export a library backup when preparation matters. Recreating a plan from the input box starts a fresh generated task list and can replace the progress you were reviewing on screen.
Questions before you begin
Why are there tasks I did not enter?
Five preparation basics are added automatically. Your custom tasks follow them, so the initial total is larger than your custom-row count.
Will I receive deadline reminders?
No. Dates are stored planning information. There is no email, calendar synchronization or notification service attached to them.
Can I add a task after checking some complete?
Yes. Use the append controls below the result. They retain existing completion states; regenerating the whole plan creates a new result.
Does a high completion count mean I am ready?
Not necessarily. Check unfinished high-priority work and actual confirmations. The count treats each task as one item regardless of risk or effort.