Ask any ONTRAPORT employee what the most underutilized feature of our app is, and they’ll hands-down say, “Tasks.”

A Task is a prompt or reminder for someone on your team to perform a non-automated action such as a phone call to a lead or a follow-up discussion with a coworker. This helps you to connect your automated processes to the manual tasks that are necessary to keep those processes moving.There are also some lesser-known ways to use Tasks to benefit your business. Check out these six unique ways some of our clients use Tasks:

1. Manual Application Review

HR and recruiting team members often have various tasks associated with reviewing job applications. Rather than having to constantly check an application queue, the team members can receive automated email notifications to review an application every time a potential hire submits one. Simply add a Task as a step in your application Sequence to email the HR team member or members of your choice. This helps ensure each applicant is receiving a consistent experience and that none of them fall through the cracks.

Tasks for manual application review aren’t just limited to recruiting. Say you created an event page and application form for a contest you’re hosting. Just add a similar Task to your application Sequence, and you’ll receive a notification every time you get a new entrant. Check out our Knowledge Base article for detailed information on how to set up Tasks in your account.

2. Text Message Response

More than almost any other marketing medium, SMS (text messages) fosters the most immediate customer engagement. Think about it: Most people have their phones on them all day, every day and the average cell phone user looks at his or her phone 150x per day. That type of mobile addiction is why 95% of SMS messages are read within three minutes of receipt.

Integrating SMS into your marketing campaign will boost your ROI and engagement; however, many businesses neglect the responses that they receive via SMS. A simple reply or follow-up text from you could be the difference between your customers using your offer or ignoring it. In ONTRAPORT, it’s easy to set up a Task that will send you a text message prompting you to follow up whenever a contact replies to your SMS messages.

Here’s how to set up text message Task notifications:

To make sure you receive a text when your customers respond to your SMS messages, first make sure your cell phone number is listed in your ONTRAPORT account personal profile (click your email address in the upper right corner > personal profile > cell phone number). Then create a Task notification by navigating to Contacts > Messages > New Messages > Task. Your new Task should fill in the following merge fields:

  • Task Subject: Incoming SMS Received
  • Due Date: 0 days after assignment
  • Task Owner: Contact Owner
  • Notification:
    • WHO: Contact Owner
    • WHEN: When Task is Assigned
    • HOW: SMS

You will then create a rule that follows this formula:

  • WHEN THIS HAPPENS: SMS Received from Contact on Any Number
  • THEN DO THIS: Task: Incoming SMS Received

Hit save and you’re all set.

3. Send a Personalized Gift

Sending a special gift to your clients could be the crowning jewel in their overall customer experience. Whether you’re closing a deal with a new customer, celebrating a client’s anniversary or enticing a prospect, a personalized gift is a great way to stay top-of-mind.

Delegating the task of physically purchasing or sending the gift is easy using Tasks. As soon as a lead or client reaches a designated step in a Sequence, you can create a step that automatically fires an email to your assistant with instructions and guidelines for exactly how to locate and send a gift. Your assistant can then mark the task complete using Task Outcomes.

4. Follow Up With Independent Contractors

One of the coolest aspects of ONTRAPORT Tasks is that recipients don’t have to have a seat within your account to receive Task notifications. Have a photographer who provides all the imagery for your blog or a contracted copywriter who writes all your Landing Pages? Send them Task notifications directly to their personal email anytime you need their services.

5. Write a Thank You Note

It’s rare to receive a handwritten letter nowadays, which makes sending them to customers extra special. That being said, it’s probably not the best use of your or your team members’ time to sit and crank out hundreds of handwritten letters. That’s why we have an integration for that.

MailLift is a handwritten letter service that lets you automatically send personalized letters to your contacts. Once you have integrated MailLift with your ONTRAPORT account, you can create Rules that send a coded email with each contact’s information to MailLift. The company then writes the letter based on the message template that you have set up (this is also automatically sent to them) and then sends it to your contact’s mailing address. Check out our Knowledge Base article for a full explanation of how to integrate MailLift into your next campaign.

6. Find Prospects on Social Media

A quick Google search on every new client who enters your system could be a goldmine of customer data. Perhaps the client has a large YouTube following that could lead to a great collaboration video, or their Instagram followers are your exact target audience. They could be great referrers for you.

Instead of spending hours online stalking your customers after they purchase, create a Task that automatically sends a team member a notification to research a prospect as soon as the prospect fills out your opt-in form. This can be a great task for interns who are just learning your target demographic. You can then use that information to send targeted messaging to specific leads.


Have any creative ways that your team is using ONTRAPORT Tasks in your business? Let us know in the comments below!

6 Creative Ways to Streamline Your Workflow With Task Automation
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6 Creative Ways to Streamline Your Workflow With Task Automation
Streamline your workflow by connecting your automated processes to your manual ones using ONTRAPORT’s Tasks feature.
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