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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

1

Click 'New task'

From Tasks in the side nav, click the New task button.
2

Fill in details

  • Title — short description (“Follow up with Alex on kitchen quote”)
  • Due — date + time the task should fire a reminder
  • Assigned to — yourself by default; can be a teammate
  • Priority — Normal (default), High, or Urgent (see Priority)
  • Recurring — optional; toggle on to repeat the task on a cadence (see Recurring tasks)
  • Linked contact — optional (search to associate with a contact)
  • Notes — optional longer notes, links, context
  • Attachments — optional; up to 5 files (a screenshot, a quote PDF, a customer photo)
3

Save

Task appears in your list.

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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

Form escalations use the form’s configured escalation assignee. Conversation follow-ups go to an available owner, admin, or manager; if none is available, check the unassigned task list. Tasks include the reason for the request and a link to the source conversation or call when available. Two additional cases need your attention:
  • Voice transfer follow-up — created before a transfer attempt, so a task can exist even when the call connected. Check the outcome and close it if the request is resolved; otherwise follow up with the caller.
  • SMS attachment review — Auto mode creates a task when an incoming SMS has an attachment. Open the conversation and review the photo or file yourself; the text AI has not inspected it.
Suggest mode does not create these SMS or social conversation tasks while drafting. Sending a draft does not create them either. Add any follow-up task you need yourself.

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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 can set priority in the task editor. The AI can also prioritize time-sensitive service requests for your team. Due dates help you organize work; they are not callback deadlines or promises that a technician is on the way. Immediate danger requires local emergency services. A follow-up task is not emergency dispatch. 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.
The recurrence chip (“Every week”, “Every 2 weeks”) shows on the task row so a re-appearing “done” task is never a surprise. Editing the cadence or end condition applies from that point forward. Attachments aren’t carried to the next occurrence — a file pinned to one week’s task rarely applies to the next.

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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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Next

Automations

Automation recipes that create tasks, send messages, or move deals.

Recipes

Pre-built automation templates for common service-business needs.