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Creating a Task for a Client

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Practice Better is gradually rolling out a refreshed UI/UX design. You may notice that the navigation bar has moved from the top to the left side of the portal. As a result, some screenshots and images in our articles may not yet reflect the updated interface — but the steps and guidance are still accurate.

We're actively updating all articles and appreciate your patience in the meantime. If something looks different than what you see on screen, the functionality is the same — just with a fresh coat of paint.

Practice Better lets you assign to-do items to your clients so you can track what they still need to complete. Clients can finish these tasks straight from their email, no login required, or from their client portal.

In this article:

Before You Begin

This article covers creating a single, one-time task. If you want to reuse a task setup repeatedly, automate tasks after a service, package, form, or booking, or assign tasks to your team, see the Additional Resources below. Those are separate setups from the one-time flow described here.

Creating a New Task for a Client

  1. Open a client record from your client list and open the Tasks section of their record.
     
  2. Click the Fast Action button (+) in the bottom right corner.

     
  3. In the pop-up, select Create a task for [client name].

You'll see a subsequent pop-up with the following fields:

  • Name. The activity you'd like your client to complete. Be specific: "Send me a list of supplements you use daily" or "Session Check in."

     
  • Additional Notes. Optional. Use this for step-by-step instructions, context, or examples of what a complete submission looks like.

Setting Priority, Duration, and Due Dates

  • Priority. Choose High or Normal. This appears as a visual indicator in your client's task list.

     
  • Duration (minutes). Optional estimate of how long the task should take, so your client can plan accordingly.

     
  • Due Date. Set a specific date and time, or use a preset (tomorrow, in 2 days, in 1 week) in the bottom-left corner of the popup.

📍 Please note: Due dates and reminders are sent based on the time zone saved in your client's profile.

Adding a Reminder

Use the date picker under Send reminder on… to send a follow-up notification before the due date, for example, one day out if the task isn't yet complete. Reminders work alongside the due date so you don't have to follow up manually.

What Your Client Receives

Clients get an email when the task is created, including the task name, your notes, the due date, and a Complete Task button.

If you edit a task afterward, check Send a new task notification to client in the edit window if you want them alerted to the change. This isn't automatic.

💡 Tip: Task notification emails can be customized to match your branding. Learn more about Customizing Email and SMS Notification Templates →

How Clients Complete Tasks

Clients can mark their tasks Complete in their client portal. There are multiple ways of arriving at their Tasks.

  • By email: clients click Complete Task in their notification to open a task completion page.
  • From their dashboard: clients can click on a task from their dashboard widget to review and complete it.
  • From their resources: clients see all pending tasks with due dates and priority indicators, and complete them the same way.

Either way, clients can add their own notes and attach files before marking the task done.

📍 Please note: Attachments can only be added by the client at completion. Practitioners can't attach files when creating a task. Combined attachments on a single submission are capped at 120 MB.

Marking a Task Completed on Your Client's Behalf

If a client completes a task outside Practice Better, you can click the circle to the left of the task name from either:

  • Their Tasks & Reminders section

    OR
  • The widget on their Recent Activity page.

📍 Please note: Once marked complete, a task can't be reverted to incomplete. To have a client repeat it, duplicate the original task.

Viewing Your Client's Submission

  1. Go to the client's Tasks & Reminders section.
     
  2. Select Completed from the status filter.

     
  3. Look for the paperclip icon, which marks tasks with attachments.
     
  4. Click a task to see your client's notes, completion timestamp, and any files (view or download).

💡 Tip: Want to be alerted the moment a client completes a task, instead of checking manually? Learn more about Setting Up Instant Alerts and Notification Preferences →

Additional Resources

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