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Adam Smith
Tasks is available through PPC Labs and replaces To Do List.
It brings staff responsibilities, recurring work, and follow-up into one place, with individual progress tracking, connections to other records, reusable templates, reminders, and workload visibility.
Use Tasks for work such as following up on a client request, arranging a key return, reviewing staff information, or completing regular office responsibilities.
Assign work and track progress
Assign Tasks to
Individual Staff
, a
Staff Segment
, or
All Staff
, depending on your permissions.
For Tasks assigned to multiple people, choose how completion works:
  • Each Staff Member:
    Everyone completes their own part, and the Task is completed when everyone has finished. For example, each staff member reviewing updated business procedures.
  • Any Staff Member:
    One person completes the Task for the group. For example, someone on the office team contacting a client about a scheduling question.
Each person’s progress is visible within the Task. Assignments can be changed as responsibilities move between staff, and
My Tasks
gives each person a view of their assigned work.
Connect Tasks to the work they’re about
Tasks can include multiple
Related Items
, keeping the assignment connected to the records someone needs to complete it.
Related Items can include Clients, Pets, Staff, Visits, Invoices, Transactions, Conversations, Messages, Keys, Key Transfers, Form Submissions, Service Requests, Journals, Ratings, cancellation or change requests, Notes to Office, and other supported records. Tasks can also be created directly from supported records throughout the system.
Task Notes support formatting, lists, links, and images for instructions. Access to Related Items follows existing staff permissions.
Businesses using
Communication Hub
can connect Tasks to Conversations or individual Messages and return directly to the discussion. Completing a Task and resolving a Conversation remain separate actions.
Set up repeating responsibilities
Tasks can repeat
Daily
,
Weekly
, or
Monthly
, with an adjustable interval and optional
End Date
.
Use repeating Tasks for responsibilities such as weekly supply checks, monthly account reviews, or regular staff follow-ups. Each occurrence has its own assignment, progress, and completion record.
Future occurrences can use:
  • Selected Staff:
    Keep the selected people assigned.
  • Current Members:
    Use the current members of the selected Staff Segments or All Staff when each new Task is created.
Repeats can be paused, resumed, or stopped. Changes to future repeats preserve the work already recorded on existing Tasks.
Reuse Task Templates
Office staff with permission to add Tasks can create shared
Task Templates
for work assigned regularly.
Templates can save instructions, assignments, completion requirements, priority, due timing, Related Item behavior, and reminders. A template can use the record from which the Task is being created as its Related Item. For example, a client follow-up template can provide standard instructions and a deadline while connecting the Task to the client currently being viewed.
The details can be reviewed and adjusted before adding the Task. Existing Tasks can also be copied when similar work is needed, although dates, reminders, and repeating settings are not copied.
Set deadlines and follow up on overdue work
Tasks have a
Due Date
and optional
Due Time
, separate from when reminders are sent. Multiple reminders can be scheduled through
Email
,
SMS
, or
Push Notification
, subject to Communication Settings and staff preferences.
Communication Settings also include:
  • Assigned Task is overdue:
    A daily reminder to staff about their overdue assignments.
  • Task I created is overdue:
    A daily follow-up for office staff when work they delegated to others is overdue.
Completing or canceling a Task stops its pending reminders.
See Tasks alongside daily schedule reminders
The daily
My Schedule
email includes unfinished Tasks that are overdue, due today, or due tomorrow alongside assignments needing attention.
The email organizes work by the action needed, such as assignments to accept, confirm, or complete and Tasks to review. Links take staff directly to the relevant Task or schedule item in their portal.
Find Tasks and review workload
Tasks are available in
Table View
and
Calendar View
, with Tasks placed on the calendar according to their Due Date.
The primary views are:
  • Active:
    Open and In Progress Tasks.
  • My Tasks:
    Work assigned to the person viewing the page.
  • Completed:
    Completed Tasks.
  • View All:
    Tasks in every status, including Canceled Tasks.
  • Templates:
    Shared Task Templates, when available with the person’s permissions.
Search and filters can locate Tasks by assigned staff, creator, status, priority, due or completed date, Staff Segment, and Related Item Type.
The
Workload
view gives management a current overview of active Tasks, overdue Tasks, Tasks due today, and Tasks without a Due Date. It also breaks outstanding work down by staff member, including individual responsibilities and shared Tasks.
With the customizable dashboard enabled, the
Tasks
and
My Tasks
panels summarize active work, status, priority, and recent completion activity.
Existing To Do List items
Existing To Do List items remain unchanged when Tasks is enabled and are not automatically converted.
A separate controlled migration can review and copy eligible items into Tasks without changing the original To Do records or reminders. Items that cannot be copied confidently are held for review rather than being converted incorrectly.

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