Tasks: Your to-do list in Easol

Tasks is a shared to-do list for your team, built into your dashboard.

Some tasks you create yourself. Easol opens others automatically when something happens that needs a response, such as a new enquiry arriving, a customer replying to a message you sent from Easol, or a balance becoming overdue. Those tasks close themselves once the work is done. (You can reach out to Support to get the task automation turned on.)

A task doesn't have to be tied to a specific record, but you can attach it to a lead, enquiry, or booking when it relates to a particular customer. Tasks attached to a record also appear on that record, alongside the Messages tab.

Every task has:

• A title of up to 140 characters, and an optional description
• A status: To do, In progress, Complete or Cancelled
• A priority: High, Medium or Low, or none
• An assignee, or nobody
• A due date, or none
• An optional task type, which is a label you define

Where to find your tasks

Tasks appear in two places.

The Tasks page. Click Tasks in the side navigation. This is your team's full work list, and the badge beside it counts what is outstanding.

By default the page shows what still needs doing, grouped by due date (Overdue, Today, Tomorrow, Later, No due date) and sorted soonest first. You can choose to show completed tasks from the past day, the past week, or all time.

On a lead or booking. Open any enquiry, recommendation or booking to see a Tasks card with the next tasks due for that record and an Add task link. Click See more for the full list.

That list includes tasks on anything connected to the record. A booking with two contracts waiting to be countersigned shows a task for each.

How tasks are created

Tasks you create

Click Add task on the Tasks page, or on the Tasks card of any enquiry, recommendation or booking. A task created from a record stays linked to it, so you can jump back to the record from the task.

Give it a title, and optionally a description, assignee, due date, priority and task type. You can only assign a task to someone currently on your team.

Tasks Easol creates for you

Easol opens four kinds of task automatically. Each closes itself when the work is done.
 

Each arrives with a task type already set (New enquiry, New message, Payment, Document action), so you can group and filter by them straight away.

Respond to new enquiry is only created for enquiries that arrive through a form on your site and are routed to your sales pipeline. If you add an enquiry yourself, no task is created, because whoever added it is assumed to be handling it. Enquiries routed to the enquiries board or to your inbox do not create one either.

Working through your tasks

Doing the work

Click a task to go to where the work happens. A Reply to customer task opens the conversation on the lead. A Countersign contract task opens the document. Tasks you created yourself open the record they are attached to.

Change a task's status, assignee, priority or due date from the task row, or open it to edit the title and description. Easol records who completed each task and when.

Organising the list

Group by due date (the default), assignee, status, priority, task type, lead state or record type. You can also turn grouping off for a flat list.

Sort by due date, assignee, status, priority, task type, record type or lead state. You can also sort by details of the lead itself: its start date, group size or value.

Filter by assignee, status, priority, due date, task type, record type, lead state, and the lead's start date (today, or the next 7, 14 or 30 days). Pick several values in one filter, and combine filters. Filtering status by Complete brings completed tasks into the list.

Two filters describe the lead rather than the task:

• Lead state: In progress, Proposal out, Booked or Lost
• Record type: Lead if not yet booked, Booking once booked, or no record at all

Saved views

Save a set of filters as a view and give it a name of up to 40 characters.

Views are private to you unless you share them. A shared view is available to everyone on your team, so you can all work from the same list, for example "Overdue and unassigned" or "Everything on proposals out". Shared views stay with the team if the person who made them leaves.

Task types

Task types are your own labels, such as "Follow up", "Site visit" or "Refund", and helps with filtering and grouping by types of work. Add one when creating a task and it becomes available to the rest of your team. Names can be up to 30 characters.

Easol adds four types itself for the tasks it creates: New enquiry, New message, Payment and Document action.

If you delete a task type, tasks keep their history but lose the label, and any saved view filtered only on that type is removed.

Reporting on tasks

The Tasks report, under Reports, gives you a view of every task across your team. Use it for things like: visualising your team's workload across the days ahead, broken down by assignee, and to understand trends in task volume, completion and overdue work.

It carries the same filters as the Tasks page (due date, status, assignee, priority, type, and whether Easol raised the task) plus filters for created and completed date so you can narrow to a window of time. Each row shows the task title, due date, status, priority, assignee, type, who created it and when, and what it's attached to.

A Workload by weekday widget sits at the top, showing outstanding tasks grouped by due date and broken down by assignee. Days with no due tasks are hidden.