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Tasks

Tasks operationalize follow-ups discovered in protocols, customer conversations, projects, milestones, events, or inbound email. They support ownership and progress tracking without requiring a full project.

Route: /organizations/:id/tasks

Tasks can also appear inside customer details, project details, milestone details, timelines, and dashboard widgets.

Where Tasks Fit​

Tasks track concrete work that needs an owner, status, and due date.

Examples:

  • Call a guest back tomorrow.
  • Send a proposal to a corporate contact.
  • Prepare event documents before check-in.
  • Follow up after a protocol marked "follow-up needed."
  • Complete a project milestone deliverable.
  • Assign a teammate to review a document or customer request.
  • Track handoff work between shifts or departments.

Tasks are intentionally lightweight. If the work grows into multiple phases, participants, events, documents, and milestones, use a project and attach tasks to that project.

Task Fields​

Task records can carry:

  • Name: required title.
  • Description: optional longer context.
  • Status: todo, in progress, waiting, completed, or cancelled.
  • Due date: date/time for follow-up.
  • Assignees: one or more organization users.
  • Customer: optional related customer.
  • Project: optional related project.
  • Milestone: optional related project milestone.
  • Tags: task-specific tags.
  • Documents/files: task attachments.
  • Privacy: private task flag.
  • Comments: conversation around the task.
  • Protocols: interactions linked to the task.

Task Statuses​

The dashboard uses these task statuses:

  • todo: work has not started.
  • in_progress: work is actively being handled.
  • waiting: blocked or waiting for another person/system.
  • completed: finished.
  • cancelled: no longer needed.

Completed tasks can be hidden by default depending on the current task view. If a user cannot find a completed task, check the Show completed filter.

Views​

The task overview supports multiple ways to work:

  • Kanban view: default organization task view for moving work across statuses.
  • Table/list view: structured rows with columns such as due date, customer, title, status, and assignees.
  • Calendar view: tasks arranged by date for planning.
  • Mobile list view: compact operational view on smaller screens.

Task data can also be embedded in customer, project, milestone, and dashboard widget contexts.

Filters​

Common task filters include:

  • Show completed: includes completed tasks in the current view.
  • Show related tasks: when inside a customer context, includes tasks from related customer records.
  • Show only assigned: limits tasks to the active user's assignment context.
  • Search, status, assignee, customer, and table column filters depending on the current table configuration.

If support is investigating a missing task, check filters before assuming the task was deleted.

Task Templates​

Task templates let organizations reuse recurring follow-up patterns. A template can define:

  • Template name.
  • Task name and description.
  • Default status.
  • Default due offset.
  • Default assignees.
  • Tags.
  • Files.
  • Organization, project, or milestone context.

Templates are useful for repeated workflows such as onboarding a sponsor, handling contact form submissions, preparing event steps, or creating standard post-call follow-ups.

Creating Tasks From Protocols​

Protocols can create tasks during interaction logging. This is the preferred pattern when the task is a direct follow-up to something that happened.

Example:

  1. A teammate logs a meeting protocol with outcome follow_up_needed.
  2. They add a task "Send revised offer" with a due date and assignee.
  3. The protocol remains in the customer's history, and the task appears in task views until completed.

Project And Milestone Tasks​

Tasks can be linked to a project or milestone. This gives teams both a global work queue and project-specific delivery tracking.

  • Project tasks appear in the project task tab.
  • Milestone tasks appear in milestone context.
  • Organization task views can still show project tasks when permissions and filters allow.
  • Task templates can also be scoped to projects or milestones.

Permissions​

Task navigation appears when the user can list or read tasks. Creating, editing, deleting, bulk deleting, templates, and row actions depend on task permissions and user state.

Assigned-only behavior can limit visible tasks to:

  • Tasks assigned to the user.
  • Tasks related to the user's member/customer context.
  • Tasks visible through project, milestone, or customer assignment relationships.

Common Support Scenarios​

A task is missing​

Start with the active organization and the user's task permission scope, then clear the Show completed and Show only assigned filters. If the task still does not appear, compare the customer-specific, organization-wide, project, and milestone views before treating it as deleted.

A user cannot create or edit a task​

Check task create/edit permissions, whether the user is blocked, and whether assigned-only rules prevent editing the selected customer/project context.

A task appears without a customer​

Tasks can exist at organization, project, or milestone level without a customer. This is expected for general operational work.

Calendar behavior is confusing​

The calendar view depends on due dates. Tasks without due dates may not appear in date-based calendar positions.

Related concepts: Projects, Protocols.