Tasks: create & manage

With Tasks you organise everything that needs to get done around your events — from early planning through the event day to follow-up. Tasks can be assigned to individuals, given deadlines and reminders, and tracked at a glance in a workspace-wide overview.

Where to find tasks

There are two entry points:

• Event tasks: Open an event and select the Tasks tab. Here you see only the tasks for that event, split into the three phases Preparation, During Event, and Follow-up.
• Workspace overview: Under Tasks in the left menu you see all tasks across your workspace at a glance — spanning every event. The page description shows how many tasks are open, in progress, or done.

Creating a new task

1. Click Task (in the event tab) or New Task (in the workspace overview).
2. Enter what needs to be done in the Title field.
3. Optionally add a Description.
4. Choose a Priority: Low, Medium, or High.
5. If needed, enter a Start date and a Deadline.
6. Choose a Phase (event-linked tasks only): Preparation, During Event, or Follow-up. The phase automatically sets a due date if none has been entered.
7. Click Create to save the task.

In the workspace overview you can also assign the task directly to an Event, or create it without any event link.

Assigning people

Under Assignees you can select one or more people from your contacts:

1. Type a name or email address into the Search person ... field.
2. Tick the checkbox next to the person you want. You can select multiple people at once.
3. When multiple people are selected, the option Create one task per person appears. Enable it to create a separate task for each person.
4. If you have crew groups linked to the event, you can use Assign people from lists to add an entire group at once.
5. If the contact doesn't exist yet, click Create person to add a new contact on the spot.

Status, phases, and views

Changing status via checkbox: Click the checkbox on the left of a task row to mark the task as done (or reopen it). The status updates immediately.

Tasks in the event tab: The tab offers three views you can switch between at the top:

• Phases (default view): Tasks are grouped by Preparation, During Event, and Follow-up. The top-right of each phase shows how many tasks are already done.
• Kanban: Three columns — Open, In Progress, Done. Tasks can be moved between columns by drag and drop.
• Timeline: A horizontal timeline showing all tasks that have a due date.

Workspace overview: Here the Kanban and Timeline views are available. You can also filter by event, staff member, due date, and priority, or use the search to find a specific task quickly.

Reminders and checklists

Reminders: In the task form you can select predefined times under Send reminders — for example 15 min before, 1 hr before, 1 day before, 3 days before, or 1 week before. Use + Custom to enter any interval in minutes, hours, days, or weeks.

Checklist: Under Checklist you can add multiple individual steps to a task. Click Add item and enter the text. Each item can be ticked off or reopened independently.

Templates

In the event tab you can save frequently recurring sets of tasks as a template and reuse them for new events:

• From template: Select an existing template and apply its tasks with one click. Dates and assignments can be adjusted before applying.
• Create template: Choose which of the existing event tasks should be saved in the template and give it a name.

Frequently asked questions

Can I create a task without linking it to an event? Yes. In the workspace overview under Tasks, when creating a task you can choose No event in the Event field. The task will then appear only in the overall overview, not in any specific event tab.

Why is there no Phases view in the workspace overview? The Phases view requires an event link in order to calculate due dates relative to the event date. The workspace-wide overview therefore only offers Kanban and Timeline.

What does "Visible to customer" mean? When this option is enabled, the task appears for the customer in their event portal under Tasks. Tasks without this option enabled are visible internally only.

Can I reopen a completed task? Yes. Click the checkbox in the task row again, or open the task and change the status manually.