Master the task system to stay organized and never miss a follow-up.
What Are Tasks?
Tasks are actionable to-do items that help you manage your workflow. They can be:
- Automatically created by HeyJack based on events
- Manually created by you or your team
- Linked to customers, estimates, jobs, or invoices
Accessing Tasks
- Dashboard Widget - Shows top priority tasks
- Tasks Page - Full list with filtering
- Bell Icon - Recent tasks requiring attention
- Record Detail Pages - Tasks linked to that record
System-Generated Tasks
HeyJack automatically creates tasks for key business events:
- Estimate Follow-Up - Sent but not viewed after 3 days
- Proposal Follow-Up - Viewed but not accepted after 5 days
- Invoice Reminder - Payment overdue
- Job Review - Request review after job completion
- Maintenance Due - Based on equipment records or service agreements
- Approval Required - Estimate needs manager sign-off
Creating Manual Tasks
Click "Add Task" from:
- The Tasks page (standalone task)
- A customer profile (linked to that customer)
- An estimate detail page (linked to that estimate)
- A job detail page (linked to that job)
Fill in:
- Title - What needs to be done
- Due Date - When it should be completed
- Priority - Urgent, High, Normal, Low
- Assigned To - You or a team member
- Notes - Additional context
Task Workflow
Open Tasks:
- Appear in your task list
- Show on dashboard if due soon
- Send notifications based on your settings
Snooze:
- Push to later date (Tomorrow, Next Week, Custom)
- Keeps the task but removes from immediate view
- Use when you can't act right now
Complete:
- Marks task as done with timestamp
- Moves to completed history
- Records who completed it
Filtering & Sorting Tasks
On the Tasks page, filter by:
- Status - Open, Completed, Snoozed
- Type - Follow-up, Approval, Review, etc.
- Due Date - Overdue, Today, This Week, All
- Assigned To - Your tasks or all team
- Priority - Urgent, High, Normal, Low
Sort by: Due date, Priority, Created date, Type
Task Assignment
Owners and Managers can:
- Assign tasks to any team member
- Reassign tasks between team members
- View all team tasks
Technicians can:
- See only tasks assigned to them
- Create tasks for themselves
- Complete their assigned tasks
Bulk Actions
Select multiple tasks to:
- Complete all selected
- Snooze all to same date
- Reassign to different user
- Change priority
Configuring Auto-Task Rules
Go to Settings → Automation to configure:
- Which events trigger automatic tasks
- Default timeframes (e.g., follow-up after 3 days)
- Default assignees (creator, manager, specific person)
- Enable/disable specific task types