What it does. Tasks is a shared to-do list for your team: the follow-ups that keep events moving, grouped by how soon they are due. A task is a line of text, an optional due date, and optional notes.
When you’d use it. To capture a promise before it slips, like confirming a rental order for Saturday, sending a client two tasting dates, or asking the chef about a dietary substitution.
How to open it
Click CRM in the top menu, then Tasks.
The list
Open tasks are grouped by urgency, with a count beside each heading: Overdue, Today, Upcoming, and No due date. A group with nothing in it is not shown, and an overdue task’s date is in red. When every task is done you see “No open tasks. Add one above.”
Tasks have no owner. Everyone on your team sees the same list, so when it matters who does the work, put the person in the title or the notes.
How to add a task
- Type what needs to be done in the field at the top of the page.
- Pick a due date, or leave the date blank.
- Click Add task.
What you’ll see. The task appears under the group its date puts it in: Today, Upcoming, or Overdue if you dated it in the past. A task with no date goes under No due date and stays there until you give it one.
How to edit or complete a task
- Click the task, or the Edit link on its row, to open the Edit task drawer.
- Change the Title, the Due date, or the Notes, then click Save.
- When the work is done, click Mark complete in the same drawer.
What you’ll see. A completed task leaves the open list and moves into Completed, folded at the bottom of the page. Open it and click Mark incomplete to put it back. Delete asks you to confirm, then removes the task: completing a task keeps the record, deleting one does not.
Notes are the place for the detail the title cannot hold: who to call, what they asked for, what was agreed. They show under the task title in the list and in the morning email.
The morning email
At seven in the morning, everyone on your team gets an email listing the tasks that are overdue and the tasks due that day, with a link back to your Tasks page. If nothing is overdue and nothing is due, no email goes out.
Seven o’clock means seven where you are: the time comes from the time zone on your business location, which you set in Settings.
Tasks on the dashboard
The dashboard carries a Tasks card with your next five open tasks, soonest due first and undated tasks last. Anything overdue is counted in red at the top of the card. View all opens the full Tasks page.
Good to know.
- Tasks stand on their own. They are not attached to an event or a client, so an event’s name belongs in the title if you want to find it later.
- Use Tasks when someone has to do something. Use the Notes on a client or the Notes tab on an event when you want information to stay with that record.