Creating and Assigning Tasks

Availability: all plans

A task captures one piece of follow-up work, keeps it with the right person, and optionally ties it to the customer, Property, job or document it concerns. This guide covers creating a task, choosing who owns it, and linking it to a record.

Before you start

You need permission to create tasks. To give a task to someone other than yourself, or to take it away from someone else, you also need permission to assign tasks. Without that, the Assignee list offers only Unassigned and yourself. Everyone you assign to must be an active member of your team who can view tasks.

Steps

Choose Tasks in the main menu, then Create Task. To start a task for a customer, open the customer, choose the Tasks tab, and choose Create Task there.
Enter a Title. It is required and holds up to 200 characters.
Add Notes if you want them, up to 2000 characters.
Set Priority to Normal, High or Urgent. Priority affects how the task is ordered and flagged on Provider Home.
Pick an Assignee, or leave it as Unassigned.
Set Due if the task has a deadline. Times use the time zone named under the fields.
To link a record, open Add related record (optional). Choose a Record type (Customer, Property, Job, Assessment, Estimate, Work Order or Invoice), type words in Search records and choose Search, then pick the match under Related record.
Choose Create task. You land on the task with the message "Task created."

Linking to records

Tasks can stand alone. When you do link one, the records must agree. If you pick an estimate, invoice, assessment or work order, the customer, Property and job are filled in from it. Picking records that belong to different customers, Properties or jobs is refused with "The selected records must refer to the same customer, property, and job." A Property must be actively linked to you and to that customer. Once saved, the task page shows links to each related record you are allowed to open. Tasks linked to a customer also leave an entry in that customer's activity history when they are created or changed.

Reassigning

Open the task, change Assignee, and choose Save. Moving a task to or from another person needs permission to assign tasks; otherwise you see "You cannot assign tasks to another user."

Tips

Leave Assignee as yourself for personal reminders. Keep titles short and put detail in Notes.

If something goes wrong

If saving fails, the error appears at the top of the form. "Enter a task title." means the title is blank. "Choose an active provider user with task access." means the person was deactivated or cannot view tasks. A date inside the daylight-saving clock change is refused with "Choose an unambiguous time outside the daylight-saving clock change."; pick a time outside that hour. If a related record is not found, search again with other words.

Tasks Overview — Tasks is a lightweight list of follow-ups and operational work for your business, such as calling a customer back or chasing a signed estimate. A task has a title, notes, a priority, an optional…
Task Reminders and Completing Tasks — Each task can carry a due date and a reminder, and it ends as either completed or canceled. This guide explains how reminders reach people, who can change a task, and what happens when you close one.
Create a task — ServiceVisit lets you create a task so a follow-up does not get lost. You give it a title and can add notes, a priority of Normal, High or Urgent, a due date and a reminder. A reminder goes to the…
Assign tasks to others — ServiceVisit lets you hand a task to someone else on your team. You would do this when a follow-up belongs to another person, such as asking a colleague to call a customer back. You can choose an…