Tasks & Kanban (2)

For many of our customers, a solid task system is essential. Since 2020 SpinOffice has offered 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 9.2 The Kanban board (your task list) 9.3 Finishing tasks 9.4 Reminders 9.1 Creating tasks All tasks for your contacts are saved and displayed on 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 board 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 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 have insight into the status of your tasks. 9.3 Finishing tasks In the Kanban board, drag tasks from a 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 mark 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. 9.4 Reminders 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.

Go to New -> Task to create a task for a certain contact, or click on the task icon in the main toolbar. All tasks are shown in your task list, which can be found at the menu item Go to -> Task list. Priority, expiration date, and reminders can be set for each task. When working with multiple database users, you are able to create and manage tasks for your team members.  More information about tasks can be found in the SpinOffice user guide.