> ## Documentation Index
> Fetch the complete documentation index at: https://docs.servicebooked.ca/llms.txt
> Use this file to discover all available pages before exploring further.

# Tasks

> Personal to-do list scoped to ServiceBooked work — track follow-ups so they don't fall on the floor.

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.

## Add a task

<Steps>
  <Step title="Click 'New task'">
    From **Tasks** in the side nav, click the **New task** button.
  </Step>

  <Step title="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](#priority))
    * **Recurring** — optional; toggle on to repeat the task on a cadence (see [Recurring tasks](#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)
  </Step>

  <Step title="Save">
    Task appears in your list.
  </Step>
</Steps>

## Where tasks come from

Three sources:

### Manual

You typed them. Most common.

### 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.

### Automation recipes

Automation recipes (see [Automations](/tasks-and-workflows/workflows)) can create tasks automatically — e.g., "after every booked appointment, create a task to send a 1-day-before reminder."

## 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.

## 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.

## 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](#recurring-tasks), completing it automatically creates the next occurrence.

## 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.

## 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.

## 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.

### 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.

### 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

### 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.

<Note>
  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.
</Note>

## 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.)

## Next

<CardGroup cols={2}>
  <Card title="Automations" icon="zap" href="/tasks-and-workflows/workflows">
    Automation recipes that create tasks, send messages, or move deals.
  </Card>

  <Card title="Recipes" icon="book-open" href="/tasks-and-workflows/recipes">
    Pre-built automation templates for common service-business needs.
  </Card>
</CardGroup>