Sharing Tasks via Email

Last updated: January 2026 · 4 min read

PlanItNine makes it easy to share your daily plan with managers, team members, or accountability partners. Recipients don't need a PlanItNine account - they just receive a clean email summary.

Why Share Your Tasks?

Manager Updates

Keep your manager informed about what you're working on without scheduling status meetings.

Team Coordination

Let team members know your priorities so they can plan around your availability.

Accountability Partner

Share your plan with a friend or colleague who helps keep you on track.

Personal Reminder

Email your plan to yourself as a reminder in your inbox.

Sharing Today's Tasks

To share your current day's plan:

Click the email icon (📩) in the Daily Board header
Choose a sharing option from the dropdown

Quick access to email sharing options.

Email Options

Email to myself: Send a copy to your own email address
Email to others: Send to any email address(es)
Auto-send settings: Set up automatic daily emails

Sending to Others

When you choose "Email to others":

Enter one or more email addresses (comma-separated)
Add your name (so recipients know who it's from)
Optionally add a personal message
Preview the email
Click Send

The email dialog shows a preview of what recipients will see.

What Recipients See

Recipients get a clean, formatted email containing:

Your name and the date
Your Big task (marked clearly)
Your Medium tasks
Your Small tasks
Your personal message (if any)

No Account Required

Recipients don't need to sign up for PlanItNine. They simply receive a standard email they can read in any email client. There are no tracking links or login requirements.

Auto-Send Premium

Premium users can set up automatic daily emails:

Click the email icon (📩)
Select "Auto-send settings"
Enter the recipient email address(es)
Choose the send time (e.g., 8:00 AM)
Enable auto-send

Each morning at your chosen time, PlanItNine will automatically email your daily plan to your specified recipients.

Pro Tip: Set auto-send for 30 minutes after your typical planning time. This ensures your plan is finalized before it's shared.

Sharing Individual Tasks

You can also share individual tasks from the Outliner:

Click the task's menu (⋯)
Select "Email Task"
The task and its subtasks will be included in the email

This is useful for delegating work or sharing project details with stakeholders.

Assigning Tasks

Need to delegate a task? Use the "Assign to" option:

Click the task's menu (⋯)
Select "Assign to..."
Enter the recipient's email
Add any instructions
Send

The recipient receives an email with the task details. This is great for handing off work while keeping a record in your Outliner.

Privacy Considerations

What's Shared

Task titles
Task descriptions (if any)
Your name
The date

What's NOT Shared

Time tracking data
Your notes
Completed/incomplete status (unless you choose to include it)
Any account information

Best Practices

Keep Task Names Professional: Remember that task titles will be visible to recipients. "Fix Bob's stupid bug" might need to be reworded to "Resolve reported issue."

Use Consistent Timing: If you share with a manager, do it at the same time each day. Consistency builds trust and makes it easy for them to check in.

Related Guides

Keep Your Team in the Loop

Share your daily plan with one click - no sign-ups required for recipients.

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