Task Management

Tasks are discrete work items assigned to staff members as part of fulfilling a job. They represent your internal operational workflow, things like "Edit Photos," "Upload to Gallery," "Send Delivery Email," or "QC Video."

Task Management is currently in Beta.

How tasks work

Tasks have two layers:

1. Task templates - reusable definitions you create once. They describe what the task is, when it's due, and who gets it.
2. Task instances - concrete copies of templates that are automatically created for a job when that job includes services linked to the template.

The flow: you link task templates to services. When a job is created with those services, task instances are generated automatically, with no manual step needed.

Setting up task templates

Go to Ordering → Tasks in the sidebar. This page is visible to users with the Tasks: Manage Templates permission.

Creating a template

Click Add Task to open the template dialog. Each template has:

Name and Instructions

• Name (required) - short label shown to assignees, e.g., "Edit Photos."
• Instructions (optional) - longer text visible when the assignee expands the task.

Scope

Controls how many task instances are created per job:

Due Date

The due date is calculated from an anchor timestamp plus an offset:

• Anchor - for Per Job templates, the job creation time. For Per Appointment and Per Service, the appointment's scheduled date/time.
• Offset - a number plus a unit (hours or days). Example: "2 days after appointment."
• Day Type - "Any Day" or "Weekdays Only." Weekdays Only rolls Saturday/Sunday due dates to Monday.
• Due Time - "End of Day" (11:59 PM) or a specific time.

A live preview shows the human-readable summary, e.g., "Due 1 day after appointment time (weekdays only), by end of day."

Assignment

Three options for who the task is assigned to:

• Specific Person - always assigned to the selected staff member.
• Whoever Shot It - assigned to the photographer on the appointment. Only available for Per Appointment and Per Service scope. If the photographer changes, the assignment updates automatically.
• Skill-Based Routing - automatically assigns to a qualified staff member using one of three rules: Round Robin, Least Assigned, or Lowest Current Load.

Active toggle

Templates can be toggled off without deleting. Only active templates generate new task instances.

Managing templates

The Tasks page shows a table with columns: Name, Scope (badge), Assignment mode, Due offset, and an enable/disable toggle.

• Edit - click the edit icon to open the template dialog.
• Delete - click the trash icon and confirm. Existing task instances are preserved but unlinked from the template.
• Search - filter by template name.

Linking tasks to services

Inside the Service dialog (Ordering → Services → edit a service), a Tasks section appears below add-ons. Select which task templates should fire when this service is added to a job.

When a service is subsequently added to a job, the linked templates generate task instances automatically.

Task lifecycle

All lifecycle management is handled automatically:

• Creation - task instances are created when services are added to a job.
• Rescheduling - if an appointment's date or time changes, due dates for Per Appointment and Per Service tasks are recalculated automatically.
• Photographer changes - if a photographer is reassigned on an appointment, all "Whoever Shot It" tasks update their assignee automatically.
• Service removal - if a service is removed from a job, its pending task instances are deleted. Completed task instances are preserved for historical records.

Completing tasks

Check the checkbox on any task to mark it complete. Uncheck to reopen. Completion records who completed it and when.

Tasks can be completed from:

• The Tasks card on the job detail page.
• The My Tasks dashboard widget.

My Tasks dashboard widget

The My Tasks widget appears on the dashboard for users with task completion permissions. It shows your pending tasks grouped into three sections:

• Overdue (red) - past due, not today.
• Due Today - tasks due today.
• Upcoming - future tasks.

Each section shows up to 3 tasks. Each task row has:

• A checkbox to complete it immediately.
• The task name as a link to the job.
• The property address.
• A service name badge.
• The due date.

If you have no pending tasks: "No pending tasks assigned to you."

You can show/hide this widget using the dashboard Customize sheet.

Permissions

Three permissions in the Tasks category:

The Admin role receives all three permissions. Other roles must have them granted explicitly.

See Roles and Permissions for how to assign permissions.