One Inbox for Everything Your Staff Needs to Do
Tasks created manually, fired by automations, generated by project workflows, or queued as booking follow-ups — all land in one filterable inbox. Priority, due date, assignee, status. Side-drawer detail with inline editing. Per-user notification prefs.
One Inbox. Four Sources. Zero Lost Tasks.
Manual, automation-generated, project-step, and booking follow-up tasks all converge in a single filterable inbox — with bulk operations, inline editing, and per-user notification preferences built in.
One inbox, four sources
Manual tasks, automation-generated tasks, project workflow steps, and booking follow-ups all land in the same inbox. Nothing scattered across surfaces.
Rich filtering
Scope, status, priority, due date, created date, and assignee filters. Per-user filter state persists across sessions.
Bulk operations
Multi-select a batch of tasks and reassign, mark done, or delete in one pass. Manager-level permission required.
Side-drawer detail
Click any task to open a detail panel from the right. Inline editing, related entity links, no full-page navigation.
Four Task Sources, One Inbox
Most platforms scatter staff tasks across product surfaces — bookings here, projects there, marketing in a third place. Tasks unifies all four sources into one inbox so nothing falls through.
Manual creation
Staff creates a task directly with the quick-create dialog — 30-second creation with optional template, assignee picker, due-date quick picks, and priority selector.
- 30-second creation via quick-create dialog
- Optional task template to pre-fill common fields
- Assignee picker filtered to accessible staff
- Due-date quick picks: today / tomorrow / next week
- Priority selector: low / medium / high / urgent
- Attach to contact, booking, or project at creation time
Automation-generated
An automation rule's 'create task' action queues one. The task carries the automation_id so staff can trace exactly which rule generated it.
- Visible automation_id source on every generated task
- Automation name shown in task subtitle for context
- Conditional skip if a duplicate already exists
- Custom title templated from automation rule fields
- Audit trail link back to the originating automation run
- Manager-only edit if the task is flagged as locked
Project step
Workflow task_human or task_customer_approval steps auto-generate tasks linked back to the project run. Completing the task advances the step.
- Linked to the parent project run for full context
- Step advancement triggered automatically on task completion
- Assignee inherited from workflow definition or overridable
- Photo and checklist artifacts attach to the task
- Sub-workflow recursion supported for nested steps
- Real-time sync with the Active Projects board
Booking follow-up
Appointment events like no-show or completed can spawn tasks. Configurable per-service rules auto-assign to the booking technician.
- Triggered by booking status: no-show, completed, cancelled
- Configurable per-service rules — not global
- Auto-assigned to the booking technician by default
- Contextual title (e.g. 'Follow up: missed appointment with Jane')
- Default 24-hour SLA, configurable per rule
- Dismiss-if-rebooked logic prevents duplicate follow-ups
Filters That Match How Staff Work
Filter state persists per user — open the inbox in the morning and your saved view is waiting.
Scope filter
My tasks / delegated to me / team / all (manager+). Defaults to 'my tasks' and persists per user.
- Defaults to 'my tasks' on first open
- Instant toggle between scope levels
- Per-user persistence across sessions and devices
- Manager-only 'all' scope respects location access
- Team-aware filter scoped to accessible locations
- Multi-select scope combinations supported
Status + priority filters
Pending / in-progress / done x high / medium / low. Independent filter columns with multi-select and badge counts per status.
- Independent columns for status and priority
- Multi-select within each filter column
- AND logic applied across both columns
- Badge counts per status visible in filter panel
- Color-coded priority indicators in the task list
- Smart defaults hide 'done' tasks to reduce clutter
Due-date windows
Today / overdue / this week / custom range. Rolling window logic with overdue highlight and a due-soon badge for tasks within 3 days.
- Rolling window: today, overdue, this week, later
- Calendar-day vs. business-day toggle per user
- Overdue tasks highlighted in red in the list
- Due-soon badge for tasks due within the next 3 days
- Custom range picker for arbitrary date windows
- Beyond-30-days 'later' bucket to keep the list clean
Filter state persistence
Saved per user in localStorage with optional cloud sync. Named filter views planned for power users.
- Persists across page reloads and browser restarts
- Per-device localStorage persistence as default
- Optional cloud-sync for cross-device consistency
- Named filter views for frequently used combinations (future)
- Reset-to-defaults button always accessible
- Manager copy-filter-to-team for onboarding consistency
Detail Drawer Beats Page Navigation
Click any task to slide a detail panel in from the right. Edit inline. Reassign. Change due date. Close it and stay in your filtered list — no page reloads, no losing your scroll position.
Side-drawer detail
Full task panel opens with a single click. ESC or click-outside closes. Scroll position and filter state are always preserved.
- Opens with a single click on any task row
- Scroll position preserved when closing the drawer
- ESC key and click-outside both close the drawer
- Mobile bottom-sheet variant for small screens
- Keyboard navigation: j/k to move between tasks
- Preview-pane mode for power users who want both views
Inline editable fields
Assignee, priority, due date, status, and description are all click-to-edit. Optimistic updates with undo support.
- Each field activates edit mode on click
- Change-saved indicator confirms persistence
- Undo button available for 10 seconds after each change
- Optimistic updates keep the UI responsive
- Version-conflict detection prevents silent overwrites
- Audit log of every field edit with timestamp and user
Related entity links
Booking, project, and contact navigation directly from the task drawer. Hover preview cards let staff confirm context before navigating away.
- Contact link opens the contact profile in a new panel
- Booking link opens appointment detail with full history
- Project link opens the active project run board
- Multi-link badges when a task relates to several entities
- Breadcrumb back-to-task after navigating to a linked entity
- Hover preview cards show entity summary on mouse-over
Bulk Operations for Real Teams
Multi-select a batch of tasks and reassign them all at once, mark them done, or delete spam. Manager+ permission required.
Multi-select
Checkbox column for batch selection. Select-all within the current filter scope. Range-select with shift+click for fast runs.
- Select-all applies within the active filter scope only
- Range-select with shift+click for contiguous runs
- Bulk-count indicator in the action bar
- Multi-select state preserved across filter column changes
- Maximum 500 tasks per batch for safety
- Undo available within 60 seconds of bulk action
Bulk reassign
Reassign a selection to a specific user or team. Picker is filtered to accessible users. Notifications sent to new assignees.
- Picker filtered to users accessible by the acting manager
- Optional reason note recorded in each task's audit log
- Audit log entry per task with old and new assignee
- New assignee notified per their notification preferences
- Batch operation shown with a progress bar
- Partial-success reporting if any tasks fail to reassign
Bulk mark-done + delete
Clear out completed or stale tasks in one pass. Undoable for 60 seconds. Soft-delete preserved for 30 days.
- Undoable for 60 seconds after the bulk action
- Soft-delete preserves tasks for 30 days before purge
- Audit log retention maintained even for deleted tasks
- Deleted tasks hidden from all active-inbox views
- Archive option keeps tasks searchable without cluttering the inbox
- Recover-task action available during the 30-day retention window
Notifications That Respect Your Time
Every staff member configures how they are notified for each task event — assigned, reassigned, completed, overdue — across three channels.
Per-event toggles
In-app bell / email / SMS independently toggled for each of four event types. Severity routing sends high-priority tasks straight to SMS.
- Four event types: assigned, reassigned, completed, overdue
- Independent per-channel toggle for each event type
- AND logic: multiple channels can fire on the same event
- Severity routing: high-priority tasks escalate to SMS
- Per-channel quiet hours to prevent off-hours noise
- Weekend mute option for non-urgent task notifications
Smart defaults
Email on assignment and overdue. In-app on everything. SMS off by default and opt-in only — so new staff don't get flooded before they configure preferences.
- Email: on for assigned and overdue events by default
- In-app bell: on for all four event types by default
- SMS: off by default — opt-in escalation only
- Audit log of every preference change with timestamp
- Per-role baseline configurable by managers for onboarding
- Manager-imposed minimum notifications for compliance flags
Per-user preferences
Every staff member sets their own preferences from their profile settings page. Not per-role — per person.
- Not role-based — every individual staff member controls their own
- Accessible from the profile settings page
- Changes sync across devices when cloud-sync is enabled
- Default-restore button resets to smart defaults
- Audit log records every preference change
- Manager override available only for compliance-required minimums
Connected to Your Platform
Tasks connect to every module that generates work. Automations fire them, project steps generate them, scheduling queues them, and CRM links them to contacts — all resolved in one inbox.
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