Optional extras
Optional extras
Set the basic system up first and use it for a couple of weeks. Add something from this page only when a specific friction shows up, and add one thing at a time. Every extra tag is a decision you must make during clarify, so each one has to earn that cost.
These tags are in addition to the context tag when you want both. Reminders lets a smart list require every selected tag (All Selected). The core context lists match a single tag, so an action tagged anywhere and quick still appears on Anywhere.
Time and energy
Use these when you regularly sit down, look at Anywhere, and cannot choose.
| Tag | Use it when | Optional smart list |
|---|---|---|
quick |
The action will take under about 15 minutes | Tag quick, lists Projects and Next. A queue for odd gaps. |
focus |
You need a quiet block, not a glance between other things | Tag focus, same lists. Open it when you have protected time. |
low |
You are tired and still want something real off the list | Tag low, same lists. |
weekend |
You refuse to do it on a workday | You can filter a smart list to tag weekend. You can also leave the tag off until Friday’s review and let the action sit in its context. |
Skip these if you are choosing actions happily with flags alone. A flag is lighter than a tag.
A smart list for one project
When a single project is the whole of your week, a temporary tag such as tax on that project’s subtasks, plus a smart list for the tag, gives you one screen. Remove the tag and the smart list when the project is done. A standing tag for every project is too much filing. Opening the project reminder is the normal way to see one project.
Location, more carefully
The out tag is the list you read before you leave. A location on a single reminder is the notification when you are already nearby: arriving at the post office, leaving the office so you remember the dry cleaning on the way home.
Set it on the subtask. Tap Location in the box around the reminder, choose arriving or leaving, and set the distance. When Messaging, notes, and priority are behind the i info button. Your home and work addresses on your contact card make Siri’s “when I get home” phrases work.
One location per action is enough. A tag named after each shop is the taxonomy this guide is trying to spare you.
Urgent
On iOS 26.2 and later, Urgent on a dated reminder can fire an alarm even in silent mode or Focus, on the device that shares your location in Find My. That is a fire alarm. Use it for “leave for the airport” and similar. It is a poor way to mark importance. Importance, when you need it at all, is priority High.
Early reminders
If a deadline is Friday and you want a nudge on Wednesday, you can set an early reminder on the date. You will also still see the action in its context list. Early reminder is a notification setting. It does not change which list the action lives on.
Shared lists
If you share a list with someone, Reminders can show Assigned to Me. Treat assignments as captures: clarify them into your GTD lists, or tag them with a context if you want them inside the same smart lists. Turn on the Assigned to Me smart list while you are trying shared lists, and decide in the review whether anything is stuck.
Sharing the Projects list itself mixes other people’s edits with your areas. Prefer a separate shared list for a single shared outcome, and keep your own next action, tagged, on your Projects list, waiting on them when the ball is in their court.
Columns
View as Columns on the Projects list is useful in the weekly review when you want areas side by side. On a phone it is cramped. It is a review tool.
Shortcuts
The Shortcuts app can open a smart list or file a reminder. iOS 27 adds actions to create and delete groups, lists, and sections. This guide does not depend on a shortcut. If you later automate capture, keep the destination as Inbox so a shortcut does not skip clarify.