Automatically create tasks for yourself, your clients, or your team whenever a client books a session, purchases a package or program, or completes a form. You can also schedule tasks to appear before or after an upcoming session, so nothing falls through the cracks.
In this article:
- Before You Begin
- Creating Tasks Automatically After a Trigger Event
- Scheduling Tasks Before or After a Session
- Adding Multiple Tasks to One Automation
- Using Task Templates in an Automation
- Managing Your Task Automations
- FAQ: How Task Automations Relate to Other Features
Before You Begin
You'll need at least one Service, Package, Program, or Form already set up to select as a trigger for your automation.
📍 Note: Task Automations are not the same as Recurring Tasks.
A Task Automation creates a task once, each time its trigger event happens, for example, once per booking or once per completed form. It doesn't run on a repeating calendar schedule. If you want tasks to generate on a fixed daily, weekly, or monthly cadence instead, set up Recurring Tasks → instead.
If you're on a Team plan, Task Automations work a little differently from some other automation types: they can't be shared with team members through the Manage Sharing option. Instead, each automation can be set to trigger for one or more specific team members directly, covered below.
Creating Tasks Automatically After a Trigger Event
To create tasks after clients have requested selected services, packages, programs, or completed a public form.
- Go to My Practice > Automations and click the Fast Action Button in the bottom right corner.
- Select Create tasks from the automations list.
- Name your automation.
- Select the services, packages, programs, or forms for which you'd like this automation to trigger.
- If you're on the Team plan, enable Trigger this automation for specific team members and select the practitioner team members from the drop-down list.
- To assign a task to an admin team member, go back to your Automations page, select your admin team member from the team members pick list, and then create the Task Automation.
- To assign a task to an admin team member, go back to your Automations page, select your admin team member from the team members pick list, and then create the Task Automation.
- Click Add task to add the task you'd like assigned to the client or yourself.
- Select for whom this task should be created, the practitioner or the client.
- If you select, “For myself” in the Task you can optionally enable team member sharing to share this task with a specified team member.
- If you select, “For myself” in the Task you can optionally enable team member sharing to share this task with a specified team member.
- Fill in the details like task name, additional notes, due date, reminder, and notification of task creation.
- Click Add to add the task to the automation. Optionally, click Add another to add multiple Tasks.
- Click Create at the top right to save this automation.
Scheduling Tasks Before or After a Session
To schedule tasks to be created before or after an upcoming session.
- Go to My Practice > Automations and click the Fast Action Button in the bottom right corner.
- Select Schedule tasks after a booking is confirmed from the automations list.
- Name the automation.
- Select the service for which you'd like to trigger the automation.
- If you're on the Team plan, enable Trigger this automation for specific team members and select team members from the drop-down list.
- To assign a task to an admin team member, go back to your Automations page, select your admin team member from the team members pick list, and then create the Task Automation.
- To assign a task to an admin team member, go back to your Automations page, select your admin team member from the team members pick list, and then create the Task Automation.
- Choose whether you'd like to create tasks immediately, or schedule tasks to be created before or after the session.
Available time frames are:- Before the session: 2 weeks, 1 week, 6 days, 5 days, 4 days, 3 days, 2 days, 1 day, or 6 hours.
- After the session: 1 hour, 6 hours, 1 day, 2 days, 3 days, 4 days, 5 days, 6 days, or 1 week.
- Click Add task to add the task you'd like assigned to the client or yourself.
- Select for whom this task should be created, the practitioner or the client.
- If you select, “For myself” in the Task you can optionally enable team member sharing to share this task with a specified team member.
- If you select, “For myself” in the Task you can optionally enable team member sharing to share this task with a specified team member.
- Fill in the details like task name, additional notes, due date, reminder, and notification of task creation.
- Click Add to add the task to the automation.
- Click Create at the top right to save this automation.
Adding Multiple Tasks to One Automation
A single automation isn't limited to one task. Click Add task more than once to build out separate tasks within the same automation, for example, one task for the client and a second task for yourself or a team member. Each task can have its own name, notes, due date, and sharing settings, so everyone involved gets exactly what they need from a single trigger event.
Using Task Templates in an Automation
Instead of filling in task details from scratch, click Use template when adding a task to apply a saved Task Template. This keeps task names, notes, and due date structures consistent across every automation you set up.
Learn more about Setting Up Task Templates →
Managing Your Task Automations
From your Automations list, you can disable or delete an automation at any time.
Click the 3 dots (More Options menu) next to any Automation and select:
- Disable: Turns it off temporarily. It stays in your automations list and you can re-enable it whenever you're ready.
- Delete: Removes it permanently from your list.
⚠️ Important: Disabling or deleting an automation only stops it from creating new tasks going forward. It doesn't affect tasks the automation already created. Those existing tasks, along with any reminders already scheduled on them, will still send as originally set up.
FAQ: How Task Automations Relate to Other Features
Q: Will my Task Automation send reminders on a specific day of the week?
A: No. Task Automations only support due dates and reminders based on time elapsed since the task was created, not specific days of the week. If a reminder happens to land on a weekend, there's currently no way to shift it to the next business day.
Q: Can I share a Task Automation with my whole team the way I can share other automations?
A: Not directly. Task Automations don't have a Manage Sharing option like some other automation types. Instead, use Trigger this automation for specific team members within the automation to apply it across the team members you choose.
Optionally, enable team member sharing in the Task within the Automation when you select “For myself” as the Task assignee.
Q: If I delete or disable my Task Automation, will it stop reminders on tasks it already created?
A: No: disabling or deleting only prevents new tasks from being created going forward.