Managing Tasks

Tasks help you keep track of what needs to be done across your events, accounts, and contacts. You can assign tasks to team members, set due dates and priorities, and mark them as complete when finished.

Getting There

Click Tasks in the main sidebar navigation to open the global tasks list. You can also access tasks from within individual events, accounts, and contacts via their Tasks tab.

You'll also find a task indicator in the top navigation bar showing the number of incomplete tasks assigned to you. Click it to quickly view your outstanding tasks.

Key Concepts

Task Types categorise what kind of task it is — for example, Phone Call, Email, Invoice, or Quote. Your administrator can customise these in Settings > Other > Tasks.
Priorities indicate urgency: Highest, High, Medium, and Low. Each priority has a colour to make it easy to spot urgent items at a glance.
Statuses track progress: Incomplete, In Progress, and Complete.
Assignees are the team members responsible for a task. A task can be assigned to multiple people.

How To...

Create a Task

Navigate to the Tasks page from the sidebar, or open the Tasks tab on an event, account, or contact.
Click Create task.
Fill in the task details:

- Title — A short description of what needs to be done (required). - Description — Optional additional details. This field supports rich text formatting. - Due Date — When the task should be completed. Defaults to today. - Assigned To — Choose one or more team members. Defaults to you. - Type — Select the kind of task (e.g. Phone Call, Email). - Priority — Set the urgency level. - Teams — Optionally scope the task to one or more teams.

Optionally, configure repeating and notification settings:

- Repeat task — Toggle this on to create a recurring task. Choose a frequency: Daily, Weekly, Monthly, or Yearly. - Overdue notification — Toggle this on to send assignees a reminder on the due date.

Click Save to create the task.

Tip: If you create a task from within an event, account, or contact, it is automatically linked to that record. You don't need to do anything extra.

Create a Task Quickly

On any tasks list, you can use the quick-create modal to add a task without leaving the page. Click the Quick task button, fill in the details, and save.

Edit a Task

Click on a task in any tasks list to open its detail page.
Click Edit to modify the task details.
Make your changes and click Save.

Complete a Task

There are two ways to mark a task as complete:

From the task detail page — Click the Complete task button. The task will be timestamped with the completion date and marked as done.
By changing the status — Set the task's status to Complete, and it will automatically be marked as finished.

Note: Completing a task sends a notification to the person who originally created it (unless you are the creator).

Delete a Task

Open the task detail page by clicking on the task.
Click Delete task.
Confirm the deletion in the dialog that appears.

Warning: Deleted tasks are moved to the recycle bin and may not be recoverable. Make sure you no longer need the task before deleting it.

Export Tasks

You can export your tasks to a spreadsheet (XLS format) from any tasks list:

Apply any filters you want (status, type, priority, etc.) to narrow down the list.
Click Export.
The file will download containing columns for Created By, Assigned To, Title, Due Date, Type, Status, Completed Date, Context (linked record), and Priority.

Task Notifications

EventWorks sends several types of task-related notifications:

Task assigned — When you are assigned to a task, you receive a notification with the task details.
Task completed — When a task you created is completed by someone else, you are notified.
Due today — If the "Overdue notification" option is enabled, assignees receive a reminder on the task's due date.
Daily summary — A daily email summarising your tasks that are due today and any overdue tasks.

Repeating Tasks

When you enable the Repeat task option on a task, it will automatically create a new task at the selected interval after the current one is completed. The available frequencies are:

Daily
Weekly
Monthly
Yearly

The new task inherits the same title, description, type, priority, and assignees as the original.

Automated Tasks

Your administrator can set up rules that automatically create tasks when certain things happen to events. These are configured in Settings > Other > Tasks.

For example, an automated task rule might create a "Send invoice" task whenever an event status changes to "Confirmed", assigned to the relevant team member and due 7 days after the event date.

Automated tasks support triggers such as:

When an event is created

When an event is contracted

When an event's status changes to a specific value

Note: Automated task settings are managed by administrators. If you'd like a new automated task rule, contact your system administrator.

Settings & Configuration

Task-related settings are managed by administrators at Settings > Other > Tasks:

Task Types — Customise the list of available task types.
Task Priorities — The default priorities (Highest, High, Medium, Low) each have assigned colours.
Automated Tasks — Set up rules to automatically create tasks based on event lifecycle triggers.

Tips & Best Practices

Tip: Use the task indicator in the top navigation bar to stay on top of your assigned tasks without navigating away from what you're working on.

Tip: When creating tasks from within an event, the task is automatically linked to that event. This keeps everything organised and makes it easy to find event-related tasks later.

Tip: Assign tasks to multiple people when a task requires collaboration. All assignees will receive notifications.

Frequently Asked Questions

Q: Can I assign a task to multiple people?

Yes. When creating or editing a task, you can select multiple team members in the Assigned To field. All assignees will receive notifications about the task.

Q: What happens when I complete a repeating task?

A new task is automatically created with the same details and the next due date based on the repeat frequency.

Q: Can I create tasks from the calendar?

Tasks with due dates appear on the diary/calendar view. You can click on a task in the calendar to view its details.

Q: Who can see my tasks?

Tasks are visible to all team members within your account. If tasks are scoped to specific teams, only members of those teams can see them.