Understand how HeyJack's task system works to keep you on top of your business.
Understanding Tasks
Tasks are action items that appear in your dashboard and Tasks page. They can be:
- System-generated - Created automatically based on business events
- Manually created - Added by you or your team
Task Types Explained
Approval Tasks:
- Created when an estimate needs manager review
- Triggered by estimates over a certain dollar threshold (configurable)
- Assigned to users with Manager or Owner role
Follow-Up Tasks:
- Created automatically when an estimate hasn't been viewed in X days
- Created when a proposal is viewed but not accepted
- Default: 3 days after sent, 2 days after viewed
Callback Tasks:
- Created when a customer requests a callback
- Include the customer's preferred time if provided
Review Tasks:
- Created after a job is marked complete
- Remind you to request a review or check customer satisfaction
Automatic Task Creation Rules
HeyJack creates tasks automatically for these events:
- Estimate sent but not viewed (3 days) → Follow-up task
- Estimate viewed but not accepted (5 days) → Follow-up task
- Invoice overdue → Collection follow-up task
- Job completed → Request review task
- Service agreement expiring (30 days out) → Renewal task
Configure these rules in Settings → Automation.
Task Priority Levels
- Urgent - Red indicator, appears at top of list
- High - Orange indicator, important but not critical
- Normal - Default priority
- Low - Can be deferred
Working with Tasks
From the Dashboard:
- See your most urgent tasks in the "Tasks" widget
- Click any task to see details and related records
- Quick-complete tasks without leaving the dashboard
From the Tasks Page:
- Filter by type, priority, due date, or assigned user
- Bulk complete or reassign tasks
- See completed task history
Creating Manual Reminders
Add reminders from anywhere you see the "Add Task" or "Remind Me" button:
- Choose a due date (or "Tomorrow", "Next Week" shortcuts)
- Select task type and priority
- Add notes about what action to take
- Assign to yourself or a team member
Tip: You can add tasks from customer profiles, estimate details, or job details. The task will automatically link to that record.