Tasks and task templates in practice

What are tasks in stipt?

Tasks in stipt are internal work items, a lightweight ticket 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.

You can link a task to a client record, a contact 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.

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 or the quote number. They are filled in at the moment the task is created.

You manage templates in Studio under Builders > Task templates, next to rules and email 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 contact profile on the record. With that last option the task goes to the employee linked to the record under that role, for example the account manager. If nobody holds that role, the task stays visible as unassigned.

Which tasks does stipt create automatically?

stipt creates a task by itself in two situations. An appointment that has passed without receiving a final status becomes a task: someone still needs to report how the visit went. And an assigned work order that has not been submitted yet becomes a task. 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.

The office sees these tasks in the task list, the employee sees them in the portal on their phone. Each appointment or work order produces at most one task. If the office rejects a submitted work order, the same task reopens; no second one appears. Once the work is done after all, the task closes on its own.

How do you have stipt create tasks automatically with triggers?

You attach triggers to a task template: events on which stipt creates the task by itself. There are triggers 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, a new inbox conversation and a new task.

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 auto-complete 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, and subtasks close along with it.

If you want the same event to do more than create a task, say also send an email, you build a rule in Studio. See the guide on building your first automation rule for how that works.

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 follow-up tasks for a list of customers coming out of an analysis. dot puts the proposal in a card in the chat: 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. Admins can have large batches of tasks proposed, other team members a handful at a time.

Frequently asked questions