Task Management System

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CloudBridal's task management system helps you organize and track work items across your store. From in-store tasks to follow-ups, you can assign responsibilities and ensure nothing gets missed.

Contents

• Getting Started
• Task Views
• Creating Tasks
  • Linking Tasks to Records
  • Dynamic Due Dates
• Task Templates
  • Creating Task Templates
  • Using Task Templates
• Task Organization
  • Using Tags
  • Task Priority & Order
• Task Management
  • Changing Status
  • Task Assignment
  • Task Comments
• Managing Tasks from Customer Profiles
• Custom Fields
• Roles & Permissions

Getting Started

To access the task management system, click on the Tasks tab in the main navigation, or use this link.

Task Views

Tasks can be viewed in two different ways:

1. Status View: Tasks grouped by their current status

   • Pending
   • In Progress
   • Paused
   • Completed

2. Due Date View: Tasks organized by when they're due

   • Overdue (shown in red)
   • Due Today
   • Due This Week
   • Due Next 30 Days

Creating Tasks

To create a new task:

1. Click the New Task button in the top-left corner
2. Fill out the task details:
   • Title: A clear name for the task
   • Status: Current state of the task
   • Assignee: Staff member responsible for the task
   • Due Date: When the task needs to be completed
   • Tags: Optional labels to categorize tasks
   • Description: Detailed information about what needs to be done

💡 Tip: You can also add your own custom fields to tasks to capture additional information. These fields can even be shown or hidden based on tags that the task has.

Linking Tasks to Records

Tasks can be connected to other items in CloudBridal to provide context about the task:

• Customers: Link to a specific customer's profile
• Orders: Link to a specific customer order

To link an item, use the Linked To field when creating or editing the task and search for the relevant customer or order. Alternatively, you can navigate to the customer's profile and create the task from their Tasks tab.

Dynamic Due Dates

When a task is linked to a customer or order, you can set dynamic due dates based on related dates like the customer's wedding date, the date of the order, or other important dates.

1. Link the task to a customer or order
2. In the Due Date field, select Link Date
3. Set the offset (in days) to determine how many days before or after the linked date the task should be due. The default is 0 days, which means the task is due on the same day as the linked date.
4. Choose the As Of Date to base the due date on.

This creates dynamic due dates that automatically adjust if the linked date changes, ensuring your tasks remain properly scheduled relative to important customer milestones.

Task Templates

Ultimate Plan

Task templates allow you to create standardized task setups that can be quickly applied:

Creating Task Templates

1. Click the New Task button either from the task dashboard or from a customer's profile
2. Click Create From Template
3. Click New Template
4. Configure the template:
   • Title: The default title for tasks created from this template.
   • Assignee: Who tasks are assigned to by default. Can be dynamically set based on the staff member on record for the linked customer/order.
   • Auto Due Date: Allows you to set a dynamic due date based on the linked customer or order.
   • Tags: Any tags that should be pre-selected when creating a task from this template. Useful for later filtering tasks by tag.
   • Description: A default description for tasks created from this template.

Using Task Templates

• When creating a new task, click Create From Template
• Select a template from the dropdown
• The task form will be pre-filled with template values
• Make any necessary adjustments before saving

Task Organization

Using Tags

Tags help categorize and filter tasks:

1. Add tags when creating or editing a task
2. Use existing tags or create new ones on the fly
3. You can filter tasks by tags to focus on specific types of tasks
4. You can add task custom fields in the settings that display based on the tags selected. This is a great way to define what information is needed for each type of task.

Task Priority & Order

Tasks can be prioritized in two ways:

1. Due Dates: Set deadlines to automatically prioritize tasks. Upcoming tasks are then shown in the Due Date View, as well as the appointment calendar per-day.
2. Manual Ordering: Easily drag and drop tasks within each status group to make them more visible.

💡 Tip: The drag handle icon appears on the left of each task. Drag tasks up or down to reorder them.

Task Management

Changing Status

Tasks can be in one of four states:

• Pending: Not yet started
• In Progress: Currently being worked on
• Paused: Temporarily on hold
• Completed: Finished

You can change a task's status by:

• Clicking the status icon directly on the task list
• Opening the task and changing the status in the detail view

Task Assignment

Tasks can be assigned to specific staff members:

1. Click the avatar icon on the task
2. Select a staff member from the dropdown
3. Choose "Me" to assign it to yourself

💡 Tip: Use the "Show Tasks Assigned to" filter to quickly view tasks for specific team members.

Task Comments

Staff members can discuss tasks using comments:

1. Open the task details
2. Scroll to the comments section at the bottom
3. Type your comment and press Enter to post

Comments are preserved in the task's history and help track discussions and decisions.

Managing Tasks from Customer Profiles

You can manage tasks directly from a customer's profile:

1. Navigate to the customer's profile
2. Click on the Tasks tab
3. View existing tasks for this customer
4. Create new tasks that are automatically linked to this customer
5. Update task status directly from this view

This integration makes it easy to manage customer-related tasks without leaving the customer profile.

Custom Fields

If you need to track additional information on tasks, you can enable custom fields:

1. Go to Settings > Task Management
2. Enable Use Custom Fields for Task
3. Click Add Custom Field to create new fields
4. Configure the field:
   • Field name
   • Field type (text, number, date, etc.)
   • Required/optional
   • Limit to Task Tags: Show this field only when specific tags are selected for the task

Custom fields will appear on the task form under "Additional Task Fields".

Roles & Permissions

Task management permissions can be configured for different staff roles. The Admin role has full access by default. Other roles can be customized to have specific permissions:

• View Tasks: Can view tasks and their details
• Manage Tasks: Can create, edit, and delete tasks
• View Assigned: Can only view tasks assigned to them
• Manage Assigned: Can manage tasks assigned to them
• Delete: Can delete tasks

To configure roles:

1. Go to Settings > Staff Members
2. Create or edit a role
3. Under the Tasks section, select the appropriate permissions