Tasks for the team - kanban, checklists, SLA and a calendar in your phone

Half of a salon's tasks live in the administrator's head, the other half in the team chat. Both get lost. Tasks in the CRM are a list with an assignee, a deadline and a status, visible to everyone who needs it.

Where it is in the CRM

• Tasks: the Tasks section, kanban and list.
• SLA: Settings → Processes → SLA policies.
• Automation: Settings → Processes → Task automation.

Statuses and kanban

There are four base statuses: new, in progress, done, cancelled. You add your own statuses and kanban columns. A task moves between columns by dragging; priorities go from low to urgent.

A task links to what it is about: a lead, a booking, a client. The "Call back" task from a lead is created by itself when the lead moves into the corresponding status.

Checklists and deadlines

Inside a task there is a checklist: items with a "done" mark and progress. A task has a deadline, a reminder, an estimated and an actual time. Overdue tasks are gathered in a separate list.

SLA

For teams that must react to tasks on time there are SLA policies: time to first response and time to resolution, in minutes, by priority. When a task is created the system calculates both deadlines; a breach is flagged automatically. A policy can count business hours only, which then means Monday to Friday, 9:00 to 18:00.

Approvals

A task can require approval by one or several people, in parallel or in sequence. Each approver sees their request and leaves a comment.

Recurring tasks

"Stock count every month", "water the plants every Monday". A template task with a recurrence rule: daily, weekly, monthly, yearly, with an interval and an end date or a number of repetitions. Instances are created automatically and do not carry the recurrence rule: each is an ordinary task.

A calendar in your phone

Tasks with a due date can be seen in Google Calendar, Apple Calendar or Outlook. In the Tasks section press the Calendar button, choose what to show: only your tasks or all company tasks, with or without completed ones, and enable the subscription. Copy the link into your calendar or press "Open in calendar"; for Google Calendar the screen has step-by-step instructions.

The link is personal: other people's private tasks never get into it. The screen shows when the calendar last fetched updates, so "I added it and nothing shows" is checked at a glance: calendars refresh subscriptions on their own, every few hours. If the link went to the wrong place, reset it with one click and the old one stops working immediately.

The open-task limit

On the free plan there can be 20 open tasks at once, on Start 500, above that no limit. Open ones are what count: close old ones and the room frees up. Over the limit you cannot create a new task or bring a closed one back to work, while moving between active columns works as always.