In this article, we'll walk through how to streamline your workflow and boost your productivity using Ticketsolve's new integrated Tasks tool.
What is the Tasks tool?
Tasks brings activity and team management directly into your Ticketsolve workflow, allowing you to create and track tasks along with setting a due date, assigning to a user, and linking the task directly to shows, orders, and customers.
Tasks is just the start of making Ticketsolve your full CRM solution
Tasks marks the beginning of a series of exciting fundraising and productivity features coming to transform Ticketsolve into your all-in-one CRM hub. It lays the groundwork for more powerful features on the horizon, including significant updates to our fundraising capabilities with project/pipeline management, and enhanced customer communications with a new email design and AI-driven workflows. These upcoming features are currently in testing, so will be coming down the tracks soon.
How to use the Tasks tool
Tasks has the flexibility to work for you however you want it to! If you're looking for some ideas on how to get started, here's how customers have been using Tasks so far:
- ✅ Box Office reminders - generating invoices and chasing collections.
- ✅ Programming to-dos - building events and adding recommendations.
- ✅ Fundraising actions - reporting on donations and thanking customers.
Navigating the Tasks area
To get to the Tasks management area, a new clipboard icon will now be visible within the navigation sidebar.
The Tasks page layout can principally be divided up into three sections.
1. Menu or Label List
2. Creation of a Task
3. Task List View
We'll explore these sections in more detail below.
Task Lists
The menu or label section is broken up into three lists. These lists are aimed at providing the user with an instant visual overview on all created Tasks.
The top Tasks List displays the current quantity of:
- All tasks currently active
- Any tasks that are assigned to the user
- Any task that has a due date that is upcoming
- All completed tasks
- All archived tasks
The second Recently Changed area displays the current quantity of:
- Tasks changed in the last 24 hours
- Tasks changed in the last week
- Tasks changed in the last month
The third My Views area is an area for custom lists. Any filtered list of tasks can be saved by the user as a custom view within this area. E.g. a customer view for all tasks with the Tag 'boxoffice'.
Creating a Task
1. Click the + Add New button in the top right hand corner of the page or underneath your current list of tasks.
2. In the pop-up box, give the task a name and a description if you need to elaborate or add any extra detail to support the title of the task.
3. Add any Tags by clicking on the Tags button and you can select from a list of Tags already created within the account. To select a Tag click it and it will appear under the Description area. To add a tag not already created, just type it and press enter on the keyboard. Tags can be used when filtering in the Tasks view.
4. Add Assignee(s) to the task by pressing the Assignee button and clicking to select the User(s) you want to assign the task to.
5. Add a Due date to the task if it is time-sensitive. Click the Due date button and select the due date from the calendar.
6. Attach the task to a Customer, Order, Show or Event if required. To do this, click the Attach to button. You can now type into the search box (or paste copied text) to find the Customer, Order, Show or Event that you want, and then click to select the desired one. It's also possible to select any of the headers to scroll through a list of possible options. When selected the name of the attached will be in place of the Attach to button.
7. Click Add Task to save it.
Managing Tasks
The task row contains navigational and operational functions:
A. The three vertical lines are used to click and drag this to reposition the task in the list view.
B. Checkbox to make the task as complete. When marked complete it will be removed from the All tasks view and moved into the Completed view.
C. Task title and any tags added to the task.
D. Assignee and task due date.
E. If the task has been attached to a Customer, Order, Show or Event. Clicking on this will allow you to copy the item ID, go to the item, view all attached tasks or remove the item from the task.
F. How many comments are on the task. Click on the icon to view or add more comments.
G. The 3 dots (additional options) icon when clicked displays the option to move the task or edit (an alternative to clicking the row). The task can also be archived from here - this will not delete it, but just move it to the Archive list.
Amending a Task
1. To amend the task once it has been saved, click the 3 dots (additional options) icon and select Edit task OR click anywhere on the task row.
2. You will now be brought to the pop-up where you can amend as required.
3. Click Save Task to confirm the changes.
Add comments to a Task
1. From the Tasks view, click the comment icon for the desired task or from the pop-up if the task is being amended.
2. You can now see any existing comments on the tasks.
3. To add a new comment, type the comment into the Add new comment box and click Add Comment to save it.
4. To delete a comment, click the 3 dots to the right of the comment and select Delete. In the pop-up confirm to Delete.
Viewing Customers, Orders, Show and Events with Tasks attached
When a task has been attached to an item, a matching icon will be visible on a Customer Record, the Order details page, and the Show or Event details page to flag that a task is due.
For example, when a task is attached to a customer, you can see the tasks icon on the Search Customers page:
A task icon is also visible on the Customer Record when opened up:
Clicking either of these task icons will bring you to the task within the All tasks view.
Customising the view of Task Lists
You can customise the order of Task Lists using the header bar at the top of the page. Here you can:
- Filter tasks by assignee, due date, attached to, and tags (note - if a filter has been applied and you want to go back to the full view, click the reset button).
- Change the sort order of tasks by creation date, change date, status changed, due date and assignee.
- Toggle to view or hide completed tasks.
Creating a custom My View
You can use the Filter option to create custom task lists and save them to the My Views section.
1. Navigate to the All Tasks view.
2. Add the Filters that you require. In this example, we're going to filter to only view tasks with the Tag 'boxoffice'.
3. To save the view with the applied filter(s) click Save As New View.
4. The new custom view will be saved under My Views.
To edit the name of the custom view:
1. Click to open it from the My Views list.
2. Click the 3 dots next to the View Name in the header.
3. Click Rename.
4. Type the new name into the box and click the tick button.
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