Task fields
Each task captures the following information:Priority levels
Urgent
Highest priority. Shown with a red badge and a filled dot indicator. Urgent tasks appear at the top of every task list.
High
High-importance tasks that need attention soon. Displayed with an orange badge.
Normal
Standard priority for routine follow-up. Displayed with a blue badge. This is the default when creating a new task.
Low
Low-urgency items that can be addressed when bandwidth allows. Displayed with a gray badge.
Task statuses
Open
Open
The task has been created but work has not yet started. Tasks begin in the Open state by default.
In Progress
In Progress
A staff member is actively working on the task.
Pending
Pending
The task is waiting on something external — for example, a client response or a third-party action — before it can move forward.
Deferred
Deferred
The task has been intentionally postponed. It remains visible in active views and can be moved back to any other status at any time.
Done
Done
The task is complete. Marking a task as Done requires you to enter a resolution comment explaining how the task was resolved. Done tasks move to the Done tab and no longer appear in active views.
Follow-up tasks use their own set of call-outcome statuses instead of the generic statuses above. See Follow-up tasks and call outcomes.
Follow-up tasks and call outcomes
Follow-up tasks track the outcome of reaching out to a client — typically a call. Instead of the generic Open / In Progress / Pending / Deferred / Done statuses, a follow-up task uses a dedicated call-outcome status that records what happened on the last attempt. These outcomes are organized into three groups: To-Do, In Progress, and Complete.To-Do
To-Do
In Progress
In Progress
Complete
Complete
Moving a follow-up task to any of the three Complete outcomes (Enrolled, Not Interested, or Unreachable - Closed) also marks the task as Done. Like marking any task Done, this requires a resolution comment (see How to mark a task as Done).
The Follow Ups board
The Follow Ups tab shows a Kanban board with one column for each call outcome, laid out left to right in To-Do → In Progress → Complete order with a faint group caption above each group. Each column header shows how many tasks it contains. Unlike the other active tabs, the Follow Ups board keeps completed follow-ups visible in their Complete columns, so you can see Enrolled, Not Interested, and Unreachable - Closed outcomes at a glance rather than losing them to the Done tab.1
Open the Follow Ups tab
On the Tasks page, select the Follow Ups tab.
2
Drag a card to record an outcome
Pick up a follow-up card and drop it into the column that matches what happened. The column highlights as you drag over it, and the task’s call outcome updates to match that column.
Dropping a follow-up onto a Complete column (Enrolled, Not Interested, or Unreachable - Closed) opens the resolution-comment dialog — the same gate used for the Done column — so how the follow-up was resolved is always captured. When the dialog is opened this way, its title reflects the outcome you chose, for example Mark as Enrolled.
How to create a task
You can create a task from two places: the Tasks page (for general or unlinked tasks) or directly from a client profile (which pre-fills the client link).- From the Tasks page
- From a client profile
1
Open the Tasks page
Select Tasks from the main navigation.
2
Click New Task
Click the New Task button in the upper-right corner of the page.
3
Fill in the task details
Enter a title, optional description, priority, due date, and an optional reminder time. Select a staff member from the Assign To dropdown, or leave the task unassigned.
4
Optionally link to a client
In the Link to Client field, type a client’s name to search and select them. You can clear this selection at any time before saving.
5
Create the task
Click Create Task. The task appears immediately in the task list.
Viewing your tasks
My Open Tasks (dashboard)
The dashboard shows a My Open Tasks widget with your top five upcoming tasks ordered by due date. Tasks with no due date appear after dated tasks.
Tasks page (full list)
The Tasks page shows all tasks for your office, organized into tabs for quick filtering.
Tasks page tabs
Tasks are sorted by priority — Urgent tasks always appear first — and then by creation date within each priority level. Due dates that have passed are highlighted in red; due dates within the next 24 hours appear in amber.
Board and table views
The Tasks page can display your tasks two ways. Switch between them with the Board / Table toggle in the upper-right corner of the page. The page opens in Board view by default.Board view
A Kanban board with a column for each status — Open, In Progress, Pending, Reassigned, and Done. Each column header shows how many tasks it contains. Drag a card from one column to another to change its status (see below).
Table view
A sortable, paginated list. Sort by any column and choose how many tasks to show per page (25, 50, or 100).
How to filter tasks
Start by choosing a tab — My Tasks, All Office, Follow Ups, Unassigned, Done, or Archived — to set which tasks are in view. The My Tasks tab is selected by default when you open the page. Beneath the tabs is a filter bar that lets you narrow the list further. Each filter is always shown as a chip. Click a chip to open its picker and choose one or more values; the chip highlights and shows your selection, and a × appears to clear that filter on its own.
Filters combine, so you can, for example, show only Urgent and High tasks assigned to Me. When any filter is active, a Clear all button appears to remove every filter at once.
Your Priority, Status, Type, and Assignee selections are remembered across tabs and after you refresh or reopen the page. The Search box is intentionally not remembered — because it can contain a client’s name, it is cleared each time so it does not linger on a shared workstation.
How to update a task status
You can change a task’s status from the detail panel, or by dragging it on the board.- From the detail panel
- By dragging on the board
1
Open the task
Click the task card or row to open the detail panel.
2
Change the status
Use the status dropdown in the detail panel to select Open, In Progress, Pending, or Reassigned.
3
Save
The status updates immediately when you choose a new value. No separate save step is required.
How to mark a task as Done
Marking a task Done requires a resolution comment so your team has a record of what was accomplished.1
Open the task detail panel
Click the task row in the task list.
2
Select Done from the status dropdown
Choose Mark as Done… from the status dropdown. A confirmation dialog appears.
3
Write a resolution comment
Describe how the task was resolved in the Resolution Comment field. This comment is required.
4
Confirm
Click Mark Done. The task moves to the Done tab and a resolution comment is saved to the task’s comment history.
How to reassign a task
Staff members with manager or admin permissions can reassign a task to a different staff member from within the task detail panel.1
Open the task detail panel
Click the task row to open the panel.
2
Select the new assignee
Use the reassign dropdown (visible to managers and admins) to choose a different staff member.
3
Click Reassign
Click the Reassign button to save the change.
Adding comments to a task
You can leave comments on any active (non-archived) task to communicate progress updates or additional context to your team.1
Open the task detail panel
Click the task row to open the panel.
2
Write your comment
Type in the comment field at the bottom of the panel. Type @ to tag a teammate (see below).
3
Post the comment
Click Post Comment. All comments are visible to everyone who can view the task.
Mentioning a teammate in a comment
You can tag a colleague in a task comment to notify them and draw their attention to the task.1
Type @ in the comment field
In the comment field, type @ followed by the start of a person’s name. A suggestion list appears showing matching staff members.
2
Pick the person
Use the arrow keys to move through the list and press Enter or Tab to select, or click a name. Their @Name is inserted into your comment. You can tag more than one person in the same comment.
3
Post the comment
Click Post Comment. Each tagged teammate receives a notification letting them know you mentioned them, and their @Name appears highlighted in the posted comment.
You can only tag active staff members in your own office. Owners and admins can tag anyone in the organization. You cannot tag yourself — if you mention your own name, no notification is sent.