10 Productivity Hacks Every Apple Reminders User Should Know
The iPhone’s Reminders app is perhaps one of Apple’s most underrated apps. At first glance, it’s a simple to-do list app: you can use Siri to add reminders, receive notifications, and cross them off. But behind this lies a sophisticated program with features that help you complete tasks in the right context and at the right time. You can organize your list as a Kanban board, set alarms for important reminders, manage tasks from the Calendar app, and create your own smart lists. Here are 10 ways to get the most out of the Reminders app:
Use the When Sending Messages feature to receive reminders when you send messages to a specific contact.
If you need to ask a friend or colleague something but keep forgetting, the Reminders app has a feature that can help. The “When Messaged” feature associates a task with a contact, so the next time you message them, the Messages app will remind you. However, this feature is a bit hidden: when creating a new task, tap the “i” icon to go to the details view. Scroll down and turn on the “When Messaged” toggle. Then, select the contact from your phone book. The next time you message them, you’ll receive a notification from the Reminders app.
For complex lists, use the Kanban view.
Kanban mode transforms your list into a column-based interface. Any section you create becomes a separate column. This works best on a Mac, but you can easily scroll through columns on an iPhone as well. I find this mode ideal for those who use a build-based task management workflow where they need to track a task across multiple stages. For example, my article management list might contain several sections: Proposals, Approved, Writing, Editing, Published, and so on. This way, I can easily track the progress of each article. Experiment with how the column-based interface can help you. Start by creating sections. Click the Menu button, select Add Section , and give it a title. Then click View as Columns in the menu to switch to Kanban mode. For more information, see my detailed guide to using Kanban view in Reminders .
Use Calendar’s built-in Reminders feature to sync tasks between both apps.
If you prefer visual planning, you might find it helpful to see your tasks alongside your events when planning your day. However, not all calendar events can be tasks. You can solve this problem by turning reminders into calendar events . This feature is enabled by default: all you need to do is set up the Calendar app. All your reminders with due dates and times will automatically appear in the Calendar app with a check mark. You can also drag and move tasks around the calendar, and there’s even the option to add a task from the Calendar app to the Reminders section. Simply tap the Plus button and then go to the Reminders tab.
Use an automatic shopping list to create a grocery list.
Creating a grocery list can be a daunting task. You have a long list of items you need, and you end up rushing from one aisle to the next. Instead of using a dedicated shopping list, use the built-in Grocery list in the Reminders app. If you’re using iOS 17 or later, you’ll likely be prompted to create a new Grocery list after you start entering items. Otherwise, you can tap the Plus button to create a new list and select Grocery in the List Type field. Now, whenever you add a new item to the list, it will automatically be assigned to a specific category. Sourdough bread will go in the baked goods section, tomatoes in the fruits and vegetables section, chicken thighs in the meat section, and so on.
Set alarms so you never miss important reminders.
It’s easy to miss reminders when your iPhone is away from you or when Do Not Disturb is enabled. This can have disastrous consequences for particularly important notifications. Instead of setting a separate alarm in the Clock app, you can now add an alarm to any reminder using the new Urgent setting on iPhone with iOS 26.2 and later . Go to the task detail view, set the due date and time, and then enable Urgent. (When you first enable it, you’ll be prompted to integrate the task with iOS alarms.) Now, when the reminder’s due time arrives, you’ll see a full-screen interface with the reminder at the top. Like a traditional alarm clock, you’ll be able to slide the slider to stop the reminder, and you’ll also see a large blue Snooze button.
Create shared lists to assign tasks to family members or teammates.
The Reminders app has a built-in collaboration feature that you can use to create shared lists with family members and colleagues. It’s not as feature-rich as dedicated tools like Todoist, but it’s more than adequate for everyday task management. Navigate to a list, tap the “Share ” button, and choose whether to invite via message or email. Once they’ve joined the list, you can assign them a task by simply typing ” @name ” in the task itself.
Use templates to quickly reuse existing lists.
If you frequently use the same lists, consider creating a template based on them. This way, the next time you need it, it will automatically be populated with the same sections, tasks, and subtasks, eliminating the need to recreate them. To get started, navigate to the list, click “Menu” at the top, and select “Save as Template.” Give the template a name and save it. The next time you want to create a new list based on this template, click “Menu,” select “Templates,” and choose a template to create the list.
Use subtasks to build complex workflows.
In the Reminders app, each task can include multiple subtasks, and each subtask can have its own due date, notes, tags, assignees, and more. This allows you to break down complex tasks into a visual hierarchy without using a complex project management app. It all works with a simple gesture: first, write the main task, press Enter, then begin typing the subtask, which will initially appear as a separate task entry. For example, in your email list, you might have a main task called “Update Interview Section” with subtasks like “Schedule Guest Interview” and “Get Questions Approved.” After writing the subtasks, swipe right on the task and select “Indent.” It will instantly be added as a subtask to the task above. It’s now a subtask. You can now expand or collapse the main task.
Use tags to keep track of similar reminders.
Tags help you stay organized without the hassle. When adding tasks, start by assigning them a category using the ” # ” symbol. Use tags like #work, #shopping, and #home. Then tap a tag to view all the tasks associated with it. At the bottom of the Reminders app’s main page, you’ll see all your tags. Tap a tag to see all the tasks associated with it.
Use smart lists to organize reminders.
Once you’ve mastered subtasks and tags, start using Smart Lists. Smart Lists in Reminders are customizable filters that can be combined to create highly targeted sets of tasks. For example, you could create a Smart List that includes all tasks tagged with “#work,” related to your office, due in a week, and assigned to you.
To create a custom Smart List, go to the Reminders main page, click the Plus icon at the top to create a new list, and select Smart List in the List Type field. Then, in the Manage Smart List section, enable the necessary filters. These can be based on tags, flags, due dates, locations, priorities, and tasks from other lists. The new custom list will appear on the Reminders main screen. You can then pin it to the top of the screen if you plan to use it frequently.