Tasks

Some of your services may have multiple steps to go through before an order is complete. This is where the Tasks feature comes in handy, allowing you to organize and plan all the steps required for your services and keep track of their progress.

To set up tasks for your services, navigate to Services and select a service. Enter the Tasks page from the top navigation bar:

Click on Add Task to create a new task for your service. 

Enter a name for the task, a description, and deadline (optional). You’re able to use basic HTML tags like <strong>, <em>, <a>, <ul> in your task description to customize how it looks for your team.

You’re also able to assign a deadline as well as one or multiple team members to each task.

Each task also has two visibility options. Visible in the portal lets clients see the task and its completion status. Assign to client goes a step further and lets the client mark the task as done from their portal — useful for tasks like filling in a brief or approving deliverables.

When a client purchases a service with tasks, the order will display your tasks as a checklist.

You and your team can mark tasks as complete by checking the corresponding checkboxes. You can also scroll down to the order history to see who completed which tasks and when.

When a task is completed, the assigned team members are automatically unassigned from the order and the next task’s team members are assigned. This means you don’t need to manually reassign people as work progresses through the checklist.

You can edit individual tasks, add new ones (either from scratch or from your service’s task library), and rearrange their order directly on the order page:

If you’d like to change tasks for all new orders of the service, go back to Service settings and update them there. Note that your changes will apply to new orders only, and any existing orders will show the original checklist.

Todo Page

The Todo page gives you a single view of all the work your team needs to get done. Open it from the sidebar to see two tabs: Order Tasks and Activities.

Order Tasks

The Order Tasks tab lists all open tasks across your orders. Each row shows the task name, the order it belongs to, and who it's assigned to. Click any row to jump straight to the order.

Use the Filter button to narrow down by assignee or status. Both tabs show badge counts so you can see how many items need attention without opening the page.

Activities

Activities are follow-ups and reminders you can schedule on client profiles. Unlike order tasks which are tied to a specific order, activities are tied to a client and can be used for anything: a check-in call, an upsell opportunity, or a note to circle back after delivering a report.

[Screenshot: Activities tab on the Todo page, showing a few upcoming activities with client name, assignee avatar, and due date — include one past-due item in red]

Scheduling an Activity

1. Open a client's profile and scroll to the Activities section.

2. Write your note in the input field.

3. Toggle scheduling on to set a due date and time.

4. Optionally assign it to a team member.

5. Click Add Activity.

The activity appears in the client's timeline and in your Todo > Activities tab. If you assign it to someone, it shows up in their Activities tab as well.

Due Dates and Completion

Scheduled activities show their due date in the Activities tab. Past-due items are flagged so nothing gets missed.

To complete an activity, check the box next to it. Completed activities move out of the Todo list and slot into the client's activity timeline at their completion time.

If no team member is assigned, the activity is visible to all staff. Non-admin team members only see activities assigned to them.

Sequential Tasks for Clients

Clients see one task at a time. The next task in the sequence only appears to them once the previous ones are completed. This includes admin and team tasks that come before a client task, so clients won't be prompted until your team has finished their part first.

Client Task Notifications

When a task with "Assign to client" is active on an order, the client and any collaborators receive an email and in-app notification letting them know a task is waiting for them.

Recurring Orders

When a recurring order is reopened after a billing cycle, all tasks are reset to incomplete and team members are reassigned based on the current service configuration.