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Creating and Managing Tasks


iVvy makes managing your to-do-list easy by allowing you to create automatically generated tasks for your teams.

 

Setting up Task Templates.

Task Templates will allow you to automatically generate tasks based on:

  • When an Opportunity is created.

  • When a Booking is Created.

  • When a Booking is Created for a Specific Event Type (or ALL event types.

  • When the Status of a Booking has Changed to Tentative or Confirmed for a specific event type (or ALL event types.

  • When a Booking has a Booking Rule Set. Find out how more about Booking Roles (link).

  • When an Invoice has been created.

 

Setting Due Dates

Tasks can have automatic due dates applied based on:

  • X days from when the task is created.

  • X days before the event.

  • X days after the event.

  • X days after an invoice is created.

  • X days before the booking arrival date.

  • X days after the booking departure date.

 

Assigning Tasks.

Tasks can be assigned to either the Creator of the Opportunity/Booking, or to a Specific User.
The user can also be assigned to a Booking Role. This way when allocating a user to a booking role for a Booking, they will also be assigned a task from the Task Templates.

Example: You can create a task template called “Review Catering Order”. This can be triggered when the Booking has a Booking Role Set to Catering Manager. When the catering manager role has been assigned in a booking, this task will automatically be assigned to this user.

 

To Setup a New Task.

  1. Navigate to Setup > Templates > Task Templates.

  2. Click on Add Task Template.

  3. Give the Task a Name and optional description.

  4. Set the Default Priority of the task to Low Medium High.

  5. Set the Default Status to be applied to the task when it is created.

  6. Select if you want to Auto-Create the task. Setting Auto-Create to “No” will allow your staff to manually add a task to a specific booking or quote.

  7. Select When to trigger the task.

  8. Select the condition to trigger the task under “Has”.

  9. Select the Event Type that the task is to be triggered for. You can select ALL, single or a combination of event types. If you wish to create the same task but for different event types, simply create a new task and apply the additional event types
    Tip; use the description to help differentiate between tasks.

  10. Select the Due Date for the Task.

  11. Choose who the Task should be Assigned to.

 

Managing Tasks

Now that your tasks templates have been created, they will begin to appear under the Tasks tab within your opportunities, quote and bookings. To add additional tasks to an individual quote or booking, press the Add Task button and select either New Task or Existing Task.

To manage tasks across all opportunities, quotes and bookings, navigate to Sales > Tasks.

Here you have 2 options to view your tasks:

List View 
This will list all tasks based on ALL, Due Today and Overdue. Tasks can be selected and have the status updated, change the user that the task is assigned to.
Clicking Edit will allow you to add in additional comments and change the due date and user responsible for the task.

Board View
This will give you a tile view that allows you to drag and drop tasks from Not Started to In Progress, On Hold and Completed.
Clicking on the name of the task will open up the edit window to add in additional comments and change the due date and user responsible for the task.


Note: When a Quote or Booking is moved or cancelled, the associated tasks will be moved with the respective due dates, and tasks will be deleted when cancelled.

 

 

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