How tasks work

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Learn how to set up tasks in Ontraport so you and your team can stay on top of all your non-automated, offline assignments.

In this lesson you'll learn:

How you can automate task assignments
Pro tips for staying organized with tasks
How to manually set up tasks on the fly

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Transcript

Automate everything you can. But some moments need a person, like calling a lead who just asked for a demo. That's what tasks are for. A task is a reminder for someone on your team to do something by hand, as a step inside your automated process. Here's how they work. Use a task any time a step can't be automated. Calling a lead. Sending a client a gift. Reviewing an application. Following up with a teammate. Every task is tied to a record, usually a contact, so whoever does the work knows exactly who it's about. When the work is done, the person completes the task and picks an outcome. An outcome records the result and decides what happens next. For a sales call, "Interested, but needs more time" could start a series of follow-ups. "Not interested" could add a tag. "Left a message" could assign another call for next week. An outcome is always required, so if nothing else applies, choose "No further action." Outcomes are how a task hands the contact back to your automation. There are two kinds of tasks. A quick task is a one-off. You create it on the spot, and it isn't saved. A saved task is a template you build once and reuse, with its own instructions, notifications and outcomes. In Ontraport, tasks are messages, so saved tasks live in your Messages collection alongside your emails and texts. You can add tasks wherever you're working with a contact. In Quick View, the Tasks widget lets you add, edit and complete tasks for that contact. In Detail View, use the Task action. In the mobile app, use Assign tasks on a record. To assign a quick task to several people at once, select them in your contacts collection and click Task. Enter a subject, a due date, who it's assigned to and the details, then click Assign. The task owner gets an email right away with the due date and details. Most tasks are best assigned by automation, so they go out at the right moment without anyone having to remember. Add the Assign Task action to an automation map and choose a saved task. Then use the Task is completed trigger or goal to start what comes next. You can choose a specific outcome, so each result gets its own follow-up. To see tasks, click Tasks in the top navigation. You'll find assigned and completed tasks, and you can complete, reassign, reschedule or cancel them from there. In the mobile app, the Today Screen shows the tasks assigned to you that are due today. Tap the checkmark to complete one, and pick an outcome if it has any. So: tasks bring people into your automated process, outcomes decide what happens next, and you can create tasks on the fly or let your automations assign them. Next up: creating task templates, so you can build a task once and reuse it everywhere.