Tasks

Tasks are your in-product to-do list. Use them for follow-ups (“call Alex Friday”), reminders (“send invoice for #4528”), or anything else you don’t want forgotten.

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Add a task

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Where tasks come from

Three sources:

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Manual

You typed them. Most common.

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Auto-escalated from AI

When the AI Receptionist escalates a form submission or conversation it can’t handle, it creates a task assigned to whichever teammate you configured as the escalation assignee on that form. The task contains the AI Receptionist’s reasoning + a link to the original submission/conversation.

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Automation recipes

Automation recipes (see Automations) can create tasks automatically — e.g., “after every booked appointment, create a task to send a 1-day-before reminder.”

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Reminders

When a task’s due_at time arrives, the assignee gets:

• An email reminder with the task title, notes, and a link to open it
• An in-app notification in the bell

If the task isn’t done by the due time, it’s just marked overdue (no further reminders) — no escalating spam.

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Snoozing / rescheduling

Open a task and edit the due_at. Past-due tasks can be re-scheduled for later. Reminders re-fire at the new time.

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Marking done

Click the checkbox on a task row. Done tasks move to a separate “Done” section in your list, capped at the most-recent 50 (older completed tasks are still in the database, just not shown). If the task is recurring, completing it automatically creates the next occurrence.

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Filter your open tasks

Above the open-task list, four tabs narrow the view — each shows a live count:

• All — every open task
• Overdue — the due date is already in the past
• Due today — due later today, not yet overdue
• Upcoming — due tomorrow or later

The tabs filter the Open list only; the Done section is unaffected.

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Priority

Every task carries a priority: Normal (the default), High, or Urgent. Open tasks above Normal show a colored badge next to the title — amber for High, red for Urgent — so the list scans at a glance. You set priority in the task editor, but the AI Receptionist also sets it automatically: when it escalates something that matched your industry’s urgency triggers (an active leak, a lockout, a no-heat call), the resulting task arrives marked Urgent with a tighter due window, so emergencies don’t queue behind routine follow-ups. Recurring tasks carry their priority forward — each new occurrence keeps the priority of the series.

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Recurring tasks

Toggle Recurring on in the task editor to have a task re-create itself automatically. When you mark a recurring task done, ServiceBooked immediately creates the next occurrence — so the series keeps going without you re-typing it.

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Cadence

Under Repeats every, set the interval and unit — e.g. every 1 week, every 2 weeks, every 3 months. Days, weeks, and months are supported.

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When the series ends

Pick one Ends option:

• Never — repeats indefinitely
• On a date — the series stops once the next due date would fall after that date
• After a number of occurrences — the series stops once that many tasks have been created

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Completing a recurring task late

By default, if you finish a recurring task well after its due date, the next occurrence rolls forward to the next future slot — you won’t return to a stack of overdue copies. If you’d rather the next task stay on its original schedule even when that’s already in the past, tick “Create a new task even if previous task is overdue.” Completing it then produces one backlog item at a time.

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Delete a task

A delete confirmation appears (no typed-DELETE for low-stakes operations). Delete is permanent — there’s no trash or undo. (Completed tasks aren’t deleted; they just move to the Done section.)

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