Task Management

Task Management

📊 Task Statuses

Once a task is on a case, it goes through different statuses:

StatusWhat It Means
To DoNot started yet
In ProgressThe client started it but isn't done
CompletedThe client finished it ✅
OverdueIt's past the deadline ⏰
SkippedIt was skipped (because of conditional logic)

📅 Task Due Dates

Set deadlines so tasks get done on time:

Setting Due Dates

MethodDescription
Fixed DateA specific date on the calendar
RelativeA number of days after the task is assigned
Based on EventA number of days after another task is finished

⏰ Overdue Handling

Choose what happens when a task goes past its deadline:

OptionDescription
NotificationTell a team member the task is overdue
Reminder to ClientSend the client a reminder
EscalationAlert a supervisor
AutomationKick off an automated workflow

👀 Viewing Case Tasks

To see the tasks for a specific case:

  1. Open the case
  2. Click the Tasks tab
  3. See all tasks and how far along they are

Task View Features

FeatureDescription
Filter by StatusShow only certain statuses
SortOrder by due date, name, or status
Group by SectionOrganize by form section
Progress BarA visual bar showing how much is done

📋 Task Dashboard

To see tasks across all your cases:

  1. Go to Tasks in the main menu
  2. Filter by status, due date, or who's assigned
  3. See which tasks need your attention
FilterDescription
All TasksEvery task in the system
My TasksTasks on cases assigned to you
OverduePast the deadline
Due TodayDue within 24 hours
Due This WeekDue within 7 days

📌 Task Assignment

Assigning via Forms

Most tasks get assigned through forms:

  1. Create a form with tasks on it
  2. Assign the form to a case
  3. The tasks get added to the case automatically

➕ Direct Task Assignment

Add tasks one at a time:

  1. Open a case
  2. Go to the Tasks tab
  3. Click Add Task
  4. Pick a task template
  5. Set a due date if you want
  6. Done — the task is assigned!

🔄 Map Task Answers to Client Fields

You can map a task answer directly to a client record so the answer updates the client automatically when the task is completed.

Available Mapping Targets

Target TypeExamples
System FieldsFirst Name, Last Name, Phone Number, Email
Custom FieldsAny case custom field your team has created

How It Works

  1. Open the task template in Settings → Tasks
  2. Use Map to this field
  3. Choose either a System Field or a Custom Field
  4. Save the task
  5. When a client completes that task, Kayse updates the selected field automatically

Notes

📦 Bulk Task Assignment

Add tasks to lots of cases at once:

  1. Select cases from a list
  2. Click Bulk Actions
  3. Choose Assign Task
  4. Pick the task(s)
  5. Apply to all the selected cases

🔗 Sharing Tasks with Clients

Tasks usually get shared through forms (see Forms), but you can also share a single task:

  1. Open the case task
  2. Click Share Link
  3. Send the secure link to the client by text or email
  4. The client can complete it without logging in 🎉

Sharing Options

OptionDescription
SMSSend a text with the task link
EmailSend an email with the task link
Custom MessageEdit the text or email before sending
VariablesUse placeholders (like the client's name and task link)
Send TimingSend now, schedule for later, or wait for business hours
PortalClient opens it from their portal
Copy LinkGet a shareable URL to paste anywhere