For many of our customers, a solid task system is essential. Since 2020 SpinOffice offers a simple but clear way of creating and managing your tasks through the 'Kanban board'. The application will help you get through the day even better.
9.1 Creating tasks
All tasks for your contacts are saved and displayed in the Kanban board. Create new tasks from your Home dashboard, the Kanban board or from the contact card for which the task applies and then click on the "task" icon in the toolbar. The tasks screen looks like this:
Enter all relevant details for the task including the linked contact. If you create a task for a colleague, he / she will receive a notification in the Inbox. You can also add an activity, such as 'Sales', 'Support' or 'Invoicing'. See Chapter 12 for more information on activities. The other fields are probably clear.
After you have created the task, it will automatically be added to your Kanban board (task list). If a contact link has been added, the task will be displayed in the archive of that contact. Finished tasks are marked in the archive by a green check mark in front of the item and tasks with a high priority are shown in red.
9.2 The Kanban boord (your task list)
As we just mentioned, tasks can be created per relationship. All tasks are stored and displayed in the archive of the relevant contact. But SpinOffice also provides an overview of all your current and upcoming tasks. We call this the Kanban board. This screen can be accessed from the Home dashboard, or via menu option Go to -> Kanban board.
Your Kanban bord looks like this:
The Kanban board is a so-called scrum board. A scrum board is a useful tool to visualize the tasks during a project or process in a scrum framework. Tasks go from to do, to doing to done.
The Kanban board is divided into four columns:
- Open tasks: these are tasks without a date; you just ever have to do it;
- Upcoming: tasks to be completed tomorrow or within 7 or 30 days;
- Current: tasks to be performed today;
- Finished: these are all tasks that you have successfully completed.
Double-click on the name of the contact to go to the contact card. Double-click the task subject to view all the details of the task and the option to edit or complete it.
The Kanban board contains a very good search function that allows you to search by subject, name or content. And via the gear icon at the top right you can adjust the layout of the Kanban board as desired.
High priority tasks are red, normal tasks are black, and low priority tasks are green. All your colleagues have access to your Kanban board and thus also insight into the status of your tasks.
9.3 Finishing tasks
In the Kanban board, drag tasks from column to change the status of a task. It is visually very clear which tasks have already been completed and what you still need to do. This is very clear and motivating! The ultimate goal is of course to get all tasks in the right 'Recently finished' column and therefore to complete them all.
If the task is linked to a contact, then the task will of course also be finished on the contact card. The task will have a green check marks next to the item in the archive. All tasks, both finished and outstanding, thus remain visible in the contact's archive. In the archive, click the "Task" item in the left "Communication" bar to view all tasks associated with this contact.
At the moment we have temporarily removed reminders from the task management. We will add this back a.s.a.p.. For now we recommend that you add reminders to calendar events.