Tasks & Checklists

Tasks are actionable work items that can be created from emails, compliance obligations, or manually. Each task supports checklists, assignments, due dates, and status tracking.

Creating a Task

From an Email

1. Open the email in Smart Inbox
2. Click Create Task
3. The task is pre-filled with the email subject and linked to the matched entity
4. Add a due date, assignee, and checklist items
5. Click Create

From the Entity Detail

1. Open the entity → Tasks tab
2. Click + New Task
3. Fill in title, description, due date, and assignee

From Anywhere

Use the Command Palette (⌘K) → type "create task"

Task Fields

Field	Description
Title	Short description of the task
Description	Detailed notes or instructions
Entity	Linked client entity
Assigned To	Team member responsible
Due Date	Deadline for completion
Priority	Low, Medium, High, Urgent
Status	Open, In Progress, Blocked, Waiting, Completed, Cancelled
Tags	Custom labels for categorisation

Checklists

Tasks support structured checklists — step-by-step items that must be completed:

1. Open a task
2. Click + Add Checklist Item
3. Enter the step description
4. Check items off as you complete them
5. Progress bar shows completion percentage

Example Checklist

☐ Request trial balance from client
☐ Review bank reconciliations
☐ Prepare journal entries
☐ Complete financial statements
☐ Partner review and sign-off
☐ Submit to SARS

Task Status Flow

Status	Colour	When to use
Open	Blue	New task, not started
In Progress	Yellow	Actively being worked on
Blocked	Red	Cannot proceed — waiting on prerequisite
Waiting	Orange	Waiting for external input (client, SARS)
Completed	Green	All work done
Cancelled	Grey	No longer needed

Notifications

Task events trigger notifications:

• Assigned — when someone assigns you a task
• Due soon — 1 day before deadline
• Overdue — past the deadline
• Completed — when a task you're watching is done
• Comment — when someone comments on your task