Tasks on an order

A task is a reminder filed under an order: "call them Tuesday at 10", "collect the balance". It reminds the person it's for, and it's listed on the order and on the Tasks page.

Before you start

To give a task to someone else you need the Can create task for other users permission. Without it, every task you add is your own, and you can only change tasks that are yours (or that you created).

Open the order's tasks

Open the order. When it already has tasks, Tasks sits in the strip under the title bar with a count. When it has none, press the ⋮ at the right of the strip, then Tasks.

The panel lists the open tasks first, then the done ones, with how many of each.

Add a task

1. Press New task.
2. Type the Subject — what needs doing.
3. Choose who it's for under Sales person. Without the permission above, it's you.
4. Pick the Kind: Call, Email, Collect payment or Custom.
5. Set Due — the day and time.
6. Pick the Priority: Low, Normal, High or Urgent.
7. Leave Remind them on and choose When — from 5 minutes to 6 hours before the due time.
8. Add Notes if it helps.
9. Press Add the task.

Work with tasks

• Mark it done — the round button at the left. The task is crossed out and shows who completed it and when. Press it again to open the task again.
• Edit — the pencil. Change anything and press Save the task.
• Delete — the bin. It goes at once, without asking.
• Link to order — a task that isn't filed under any order (for example a claim the AI receptionist took from a caller it couldn't check) shows Link to order when you edit it. The order its words name is looked up for you; click Link to order #… and it is filed under that order and its customer at once. You can also search any order number or customer name there.
• Change the order — a task already filed under an order shows it under Link to order (the order number and the customer). Press Change, search the right order and click it: the task moves to that order and its customer, and the order's log says who moved it and from which order.
• Change who it's for — when you edit a task, the same choice as a new task is there: One person, Several people or Everyone in a position. Add someone, take someone off, or hand it to another person or position, then press Save. The order's log says who changed it, from whom to whom, and the people newly on it get the "task for me" notice. Without Can create task for other users you can only add or take off yourself.

Tasks the AI receptionist makes from a call

When the call itself doesn't name an order (the caller wasn't checked), the caller's phone number is looked up in your orders, exactly as dialed, on the same branch:

• One customer has that number — the task is filed under their order: the upcoming Booked or Reserved move first; else an upcoming move still being worked; else their newest open order; else their newest order. The list shows #order and the customer's name; click it to open the order.
• More than one customer has that number — nothing is filed. The task says More than one customer has this number, and when you edit it, it lists each customer's order: click the right one.
• Nobody has that number — the task says No order found for this caller's number, so nobody has to search for it.

A due time that has passed shows in red. A priority other than Normal shows as a tag. A task shared by several people shows all of them; when one person marks it done, it's done for everyone.

Some tasks are made for you: for example Call customer about arrival time — order #…, shared by the people a running late rule names when a crew is late (see Running late alerts).

What happens next

The person gets their reminder the chosen time before it's due, in the top bar's reminders and through their own notification choices. The task also shows on the Tasks page, where it can be filtered and worked like any other — see Follow up on leads.

If something goes wrong

• Please choose date starting from today — the due date is in the past or empty.
• We cannot notify you in past. Please check "Date", "Time" values — the reminder time has already gone. Move the due time later, pick a shorter When, or switch Remind them off.
• You may only change your own tasks. / You may not give a task to somebody else. — you need the Can create task for other users permission.
• The tasks could not be loaded. / That could not be saved. — check the connection and try again.