Tasks and task templates: recurring work that sets itself up

What are tasks in stipt?

Tasks in stipt are internal work items, a lightweight to‑do system for your team. You use them to track work that sits outside the customer conversations in the inbox: a callback request, a follow‑up, a piece of paperwork. Every task has a title, description, priority, owner, team and deadline. A task is either open or done, with nothing in between: you complete it by ticking it off, and completed tasks are hidden by default. A topic, a colored label, groups related tasks; on top of that you can use personal tags that only you see.

You can link a task to a client record, a customer or a conversation in the inbox. That keeps the work attached to the customer it is about. You create a new task via Tasks in the main navigation, using the plus button above the list of views. Tasks is a fixed part of stipt, not a module you install first.

How do subtasks and deadlines work?

A subtask is a smaller task under a parent task, with its own status and owner. You add one by opening a task and clicking Add subtask under Subtasks. Subtasks can be expanded, collapsed and ticked off individually. That way you split a bigger job into steps that different people pick up.

Every task can have a deadline. Tasks that are past their deadline get a marker in the list. Group by deadline to see what needs doing first.

How do you group tasks and save views?

You group the task list by deadline, owner, priority or topic. Sorting works on last activity, creation date, deadline or priority. If you prefer a flat list, turn grouping off. Completed tasks are hidden by default; a view with a status filter can show them.

A view is a saved, filtered list in the sidebar of Tasks. You give it a name and an icon and pick filters on status, priority, owner, team or topic. With the “assigned to me” filter you create a personal view: everyone who opens it sees their own tasks. You can share a view with the team or keep it private. Views and topics are managed under Settings > Tasks.

What is a task template?

A task template is a reusable task that you set up once and then use again and again, similar to an email template. The template holds the title, description, priority, topic, a fixed checklist of subtasks and the assignment. In the title and description you can use variables, such as the customer name, the record name or the quote number. They are filled in at the moment the task is created.

You manage templates in Studio under What dot writes > Task templates, next to the email and WhatsApp templates. If you edit a template, the change applies to every task created from it afterwards. Tasks that already exist do not change.

How do relative deadlines and assignment work in a template?

The deadline in a template is relative: you set how many days after creation the task should be done. If the task is created on Monday with a three‑day deadline, the deadline lands on Thursday. Leave the field empty and the task gets no deadline.

For assignment you choose from five options: nobody, a specific person, a team (the task then sits with the team, not yet claimed), a random person from a team (picked again for each task at the moment the trigger fires) or a person involved on the record (through the profile of the person involved). With that last option the task goes to the employee listed under that profile among the record's people involved, for example the account manager. If nobody holds that role, the task stays visible as unassigned.

Which tasks does stipt create by itself?

For appointments, stipt creates job sheets for the field worker by itself: Report appointment status when a visit has passed without an outcome, and Finish appointment + form when a work order has not been submitted yet. A work order is a digital form a field engineer fills in on site; the work orders guide in this knowledge base covers them in more detail.

Those tasks do not appear in Tasks at the office, but in the Tasks tab of the portal on the field worker's phone. They disappear by themselves once the appointment is reported or the form is submitted. The office follows that work in the agenda and on the record.

Tasks created by a rule or task template do appear in Tasks as usual. In the task window they show dot as the creator, because the platform made them; the audit log keeps exactly which rule it was.

How do you have stipt create tasks automatically with triggers?

In Studio, click the lightning icon on a task template and choose New trigger. The rule builder then opens with the Create task action from this template already filled in. There you pick the moment: around statuses (a status change, a new record or a status that sits unchanged for too long), quotes (sent, viewed or accepted, for example), appointments, forms, an inbox conversation or a task. With the On a recurring schedule moment you create a task every week or every month at a fixed time, for example every Monday at 09:00.

The moment a trigger fires, stipt fills in the variables, calculates the relative deadline and assigns the task according to the template. The task is linked to the record or conversation where the event happened. With Complete automatically the template also ticks off its own open tasks as soon as a chosen event takes place, for example once the quote has been sent. That only happens on the record or conversation where the work was done.

If you want the same event to do more than create a task, say also send an email, you add a second action to the same rule. See the guide on building your first automation rule for how rules work.

How do you create tasks via dot?

dot is the AI colleague in stipt. In the chat you ask dot to line up tasks, for example a call task for every open quote coming out of an analysis. dot puts the proposal in a card in the chat, linked to the right record and the right colleague: you see exactly which tasks would be created and confirm with one click. Without that confirmation nothing happens; dot never creates anything on its own.

dot can also propose a task template. Describe in plain language what recurring work you want to capture, and dot drafts a template that you review and confirm. There is a maximum number of tasks per proposal; for admins it is higher than for other team members.