The ability to create To-dos is one of the most powerful features in the portal because it allows you to create and manage tasks for your clients, staff members and yourself!
Whether the task is for your client to complete a form, upload an important document, or complete a task, To-dos help you notify clients and keep track of what needs to be done with automated follow up reminders for the tasks at hand.
To add a to-do:
1. Navigate to Clients>To-dos.
2. Click 'Add a to-do'
3. A pop-up box will appear. Type the client or entity's name and select them from the list.
NOTE: You can import a brand new client or entity from any of your configured third party integrations by creating a To-do.
Simply click the Advanced Search button, ensure your chosen integration is enabled and then search for the client/entity name.
This will add the client/entity to your client list and the To-do can be created from there.
4. The 'Add a To-do' window will open.
Field 1- To do name: the task name
Field 2- Relates to: This is the client portal that the To-do will be saved into.
For example: If a To-do relates to XYZ Pty Ltd but needs to be completed by the Director or CFO, the 'relates to' would be the company and the 'assigned to' would be the Director/CFO.
If the To-do is for personal information, then the 'relates to' would be the personal portal and the 'assigned to' would be the same.
Field 3- Assigned to: This can be a team member or a staff member.
Field 4- Due date: This will automatically default to 10 days from the current date but can be adjusted.
Field 5- Reminders: This will be set by default to "Automatic" (Automatic reminder frequency occurs 90, 30, 21,14, 7, 3 and 1 day before the task is due. If a task is overdue, this frequency continues until 90 days after the due date). Reminders can be amended to Daily, Never, etc and you can choose when those reminders begin.
Field 6- Notes: Any notes relating to the to-do can be added here.
Once you have set up your To-do, click 'Add'.
The assigned to person will begin to receive notifications (email & push notification on the mobile app and a bell notification within their portal) once the To-do reminders commence.
5. The newly created To-do will now appear in your To-dos list.
To edit a to-do:
1. Navigate to Clients>To-dos.
2. Find the To-do you would like to edit and click on the edit pencil under the action column.
3. Once opened, you can edit any of the information as needed.
To complete a To-do:
1. Navigate to Clients>To-dos.
2. Find the To-do you would like to mark completed and click the Status icon.
This will open a small drop-down box where you can change the status of the To-do
Alternatively, you can use the edit pencil to open the To-do, change the status to complete and click 'Save'.
3. The To-do will now be marked as complete and no further reminders will be sent to the assigned user.