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Task Priorities

Priorities help you and your team focus on what matters most. This guide explains how to use task priorities effectively in Shorebird OS.

Priority Levels​

Shorebird OS includes four default priority levels:

PriorityIconColorUse For
Urgent🔴RedNeeds immediate attention
High🟠OrangeImportant, do soon
Medium🟡YellowStandard priority
Low🟢GreenWhen time permits

Setting Priority​

During Task Creation​

  1. Create a new task
  2. Click the Priority field
  3. Select priority level
  4. Continue with creation

On Existing Tasks​

  1. Open the task
  2. Click the priority indicator
  3. Select new priority
  4. Saves automatically

From Task List​

  1. Click the priority column
  2. Select new priority from dropdown

Priority Guidelines​

Urgent 🔴​

Use sparingly for:

  • Deadlines within 24 hours
  • Blocking issues
  • Client emergencies
  • Critical bugs

Tip: If everything is urgent, nothing is urgent. Reserve this level.

High 🟠​

For:

  • Due within the week
  • Important milestones
  • Client-facing deliverables
  • Dependencies for other work

Medium 🟡​

The default for:

  • Standard work items
  • Flexible deadlines
  • Internal tasks
  • Normal project work

Low 🟢​

For:

  • Nice-to-haves
  • Future improvements
  • Documentation
  • Non-time-sensitive items

Filtering by Priority​

Quick Filter​

In task views, use the priority filter:

  1. Click Filter
  2. Select Priority
  3. Choose one or more levels
  4. View filtered list

Priority Views​

Save priority-focused views:

  1. Filter to desired priorities
  2. Click Save View
  3. Name it (e.g., "Urgent Tasks")
  4. Access from view dropdown

Sorting by Priority​

Manual Sort​

  1. Click the Priority column header
  2. Tasks sort by priority
  3. Click again to reverse

Default Sort​

Set priority as default sort:

  1. Sort by priority
  2. Click ⋮ → Set as Default
  3. This view opens sorted by priority

Priority + Due Date​

Combine priority with due dates for better planning:

Smart Prioritization​

ScenarioSuggested Priority
Due today, importantUrgent
Due this week, importantHigh
Due this week, standardMedium
Due next monthLow or Medium
No due dateBased on importance

Overdue Tasks​

Overdue tasks may automatically escalate:

  1. Go to Settings → Tasks → Priority Rules
  2. Enable "Auto-escalate overdue"
  3. Configure escalation timing

Priority Notifications​

Get alerted about high-priority tasks:

Configure Alerts​

  1. Go to Settings → Notifications
  2. Enable "High priority task assigned"
  3. Choose notification method

Daily Priority Digest​

Receive daily summary of priority tasks:

  1. Enable in notification settings
  2. Choose delivery time
  3. Get email with urgent/high tasks

Team Priority Alignment​

Keep the team aligned on priorities:

Priority Meetings​

Regularly review priorities:

  • What's urgent this week?
  • What can wait?
  • Any priority changes?

Shared Understanding​

Document priority guidelines:

  • What qualifies as urgent?
  • Who can set urgent priority?
  • How often to review?

Changing Priorities​

Priorities should be reviewed and updated:

When to Change​

  • Deadlines shift
  • Requirements change
  • Dependencies complete
  • New urgent work arrives

Bulk Priority Update​

Change multiple tasks:

  1. Select tasks with checkboxes
  2. Click Bulk Actions
  3. Choose Set Priority
  4. Select new priority
  5. Apply

Priority Reports​

Analyze priority distribution:

Priority Breakdown​

  1. Go to Reports → Tasks
  2. View priority distribution chart
  3. See counts by priority level

Track changes over time:

  • How many urgent tasks per week?
  • Is priority inflation happening?
  • Are low-priority tasks getting done?

Custom Priorities​

Create additional priority levels:

Adding a Priority​

  1. Go to Settings → Tasks → Priorities
  2. Click + Add Priority
  3. Enter name and color
  4. Set position in order
  5. Save

Use Cases​

Custom priorities for:

  • Client-specific urgency
  • Department needs
  • Special project types

Best Practices​

Be Consistent​

  • Use priorities the same way across team
  • Document priority definitions
  • Review during onboarding

Avoid Priority Inflation​

  • Not everything is urgent
  • Regular priority reviews
  • Reset priorities when needed

Balance Workload​

  • Don't overload with high priority
  • Ensure low-priority items get attention
  • Track priority distribution

Update Regularly​

  • Priorities change
  • Review at start of day/week
  • Adjust as work completes