You planned to draft a proposal on Tuesday. The client needs it on Friday. Those dates answer different questions, and moving one should not silently change the other.
This setup keeps your work schedule and delivery commitment in separate Date properties in the same task database.
Choose what each date means
| Property | Question | Example |
|---|---|---|
| Planned Date | When do I intend to work on this? | Tuesday |
| Due Date | When must this be finished? | Friday |
These are labels you define, not two special built-in scheduling modes. Notion’s Date property stores the value; your process defines its meaning.
1. Keep the existing deadline field
If Due Date already holds agreed deadlines, preserve it. Add a Date property called Planned Date for your intended work day.
For this introductory setup, use single date-only values. Keep your existing completion property. The examples below use a Done checkbox; adapt the filters if you use Status.
Do not copy every deadline into Planned Date by default. That would schedule all work for the day it is due.
2. Test four cases
| Task | Planned Date | Due Date | Review |
|---|---|---|---|
| Draft proposal | Tuesday | Friday | Work scheduled ahead of deadline |
| Check final copy | Empty | Thursday | Deadline exists; work not scheduled |
| Organize reference notes | Wednesday | Empty | Scheduled work with no agreed deadline |
| Prepare handover | Friday | Thursday | Plan conflicts with deadline |
Use fictional records and actual dates corresponding to one sample week. Compare the dates directly; do not infer an agreed delivery commitment from the task title.
3. Create a work schedule view
Add a Table view called Planned work. Filter Done is unchecked AND Planned Date is not empty. Sort Planned Date ascending and show both dates.
For a Calendar view, select Planned Date as its date property. Name it Work schedule so readers understand what the calendar represents. The weekly planner guide explains a wider planning layout.
4. Keep deadline checks independent
Create a Table view called Deadlines. Filter Done is unchecked AND Due Date is not empty. Sort Due Date ascending.
Your overdue view should use Due Date when it is meant to detect missed commitments. A missed Planned Date is a scheduling review, even if the deadline is still ahead.
Use the overdue tasks guide for the deadline filter. Label your views clearly so readers know which date is being checked.
5. Find deadlines without a work plan
Create Deadline needs scheduling with three AND conditions:
- Done is unchecked.
- Due Date is not empty.
- Planned Date is empty.
In the test, Check final copy belongs here. Review the work required and your availability before choosing its planned day.
6. Reschedule the work, then assess the commitment
- Move the fictional proposal’s Planned Date from Tuesday to Wednesday.
- Confirm Due Date remains Friday.
- Review whether Wednesday still leaves enough time for review and delivery.
- If the deadline is no longer achievable, resolve that separately rather than silently moving Due Date.
Neither date checks workload or dependencies automatically. Review conflicts such as a plan later than its deadline. A longer task may need several actions rather than one overloaded date.
If a task is missing from a calendar, check its selected date property using the calendar troubleshooting guide.
Common mistakes
- Moving Due Date every time you change your work schedule.
- Assuming an empty Planned Date means there is no deadline.
- Using a calendar without checking which date property it displays.
- Reading a single planned day as proof that enough time is available.
Frequently asked questions
Do I need both dates for every task?
No. Use each when its meaning applies. A task can have a deadline without a scheduled work day, or a planned day without an agreed deadline.
Does moving Planned Date change Due Date?
They are separate properties in this recipe. Moving one does not require changing the other; inspect any custom automations in your own workspace.
Which date should an overdue view use?
Use Due Date to check missed deadlines. Give missed planned work a separately named review view.
Can my calendar show Planned Date instead?
Yes. Choose Planned Date as that Calendar view’s date property and label the view accordingly.
Does this automatically check available capacity?
No. Review workload, dependencies and the effort required before trusting the plan.
Explore the wider workflow
You can build this in your existing database. For a broader client and project workspace, explore Freelancer CRM and compare its structure with your workflow.