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Using Client and Practice Tasks

Learn how to set up and manage automatic and manual cient and practice tasks in Zanda. 

Stay organised and on top of your work by managing client-related tasks and internal to-dos in one place.

Tasks help you track follow-ups, automate reminders, and take action directly—whether it’s sending a message to a client or managing internal practice work.

In this article:

    Watch video tutorial

    In the header of Zanda, you will notice in the top right corner a tick symbol button. This will take you to a list of automatic and manually set upcoming client and practice tasks.

    In response to tasks, you can either perform an action like sending an SMS or email using your templates, or you can acknowledge and remove the task from your list.

    Important notes

    • To view tasks assigned to all users, enable 'View Tasks Assigned to All Users' permission for each eligible user permission in User Menu > Account Settings > Users Management

    • Tasks are not generated for archived clients

    • Tasks are visible up to 7 days in advance

    • For an overview of recent updates to Tasks, see this article. 

    Understanding Tasks in Zanda

    Zanda includes two types of tasks to help you manage both client care and internal workflows.

    Client Tasks

    Client Tasks are linked to a specific client and are typically used for communication or follow-ups.

    Examples:

    Client Tasks can include email or SMS templates, allowing you to send messages directly from the Tasks page.

    Practice Tasks

    Practice Tasks are internal tasks that are not linked to a client.

    Examples:

    • Prepare monthly reports

    • Order supplies

    • Review marketing activities

    Practice Tasks are ideal for team coordination and administrative work. They do not send communications.

    Accessing the Tasks Dashboard

    You can access Tasks from the top toolbar in Zanda. Find the check icon and click it. Sometimes you'll see a counter next to it with a number - this is a system alert showing you how many active (due) tasks have been generated. 

    From here, you can switch between:

    • Client Tasks

    • Practice Tasks

    Filtering and Managing Tasks

    The Tasks page includes tools to help you focus on what matters most.

    Show Completed

    Use the Show Completed toggle to control your view:

    • Off (default): shows only outstanding tasks

    • On: shows both completed and outstanding tasks

    Due filter

    When you open the Tasks dashboard, it opens by default on the Due Now selection. Use the Due filter to prioritize tasks based on timing, including:

    • All

    • Due now

    • Due tomorrow

    • Due this week

    • Due next week

    • Due this month

    • Due later (next 3 months)

    This helps you quickly focus on urgent work or plan ahead.

     

    Task grid and layout

    Tasks are displayed in a grid with columns such as:

    • Due Date

    • Client (Client Tasks)

    • Task Name

    • Details

    • Assigned To

    • Mobile (Client Tasks)

    • Email (Client Tasks)

    • Communication (Client Tasks)

    • Action

    You can:

    • Show or hide columns using the Choose Columns button

    • Save your preferred layout for future use using the Save Layout button

    • Export or print your task list

     

    FAQ: Cannot see all tasks details on the dashboard?

    You can customize what you see in the Task list by clicking the Choose Columns button.

    For example, to see the task notes directly in your view, you'll want to select the Task Details column to add it to your current view.

    Here's how to set this up:

    1. Click the Choose Columns button in your Task list
    2. Check the Task Details column (and any other columns you'd like to see)
    3. Click Ok to add the columns to your current view
    4. Once you have the view set up the way you prefer, click the Save Layout button to save it for future use

    This should help you see the essential information without having to click into each individual task.

     

    Creating Client Tasks Manually

     

    Option 1: Create a manual client task directly on the Tasks dashboard

    1. Go to the Client Tasks tab

    2. Click + Add Task

    3. Complete the required fields:

      • Due Date (defaults to today's date)

      • Client

      • Task Name

    4. (Optional) Add:

      • Task Details

      • Assigned user

      • Communication template (email or SMS)

    5. Click Save

    The task will appear in your Client Tasks list.

     

    Option 2: Create a manual client task in a client profile > Tasks

    1. Access the client's profile and navigate to Tasks.
    2. Click on Add Task.
    3. Enter Due Date, Name, select the relevant communication template, and assign to a specific user if applicable, add any description you'd like.
    4. Click Save.

    💡 You will see a list of previously created automatic and manual client tasks for this client on this page.

     

    Creating Practice Tasks

    1. Click the Tasks icon on the top toolbar
    2. Go to the Practice Tasks tab

    3. Click + Add Task

    4. Enter:

      • Due Date (defaults to today's date)

      • Task Name

    5. (Optional) Add:

      • Task Details

      • Assigned user

    6. Click Save

    The task will appear in your Practice Tasks list.

     

    Editing, Completing, and Deleting Tasks

    Editing a task

    You can edit a client or a practice task anytime.

    • Click the Task Name in the list

    • Update the details in the task panel that opens

    • Click Save

    Completing a task

    When you finished working on a task, you can mark it as Complete so you and other users in your team knew it doesn't require your attention anymore.

    • Use the Complete action on an individual task in the Tasks grid.

    Completing multiple tasks

    You can complete several tasks at once:

    1. Select the checkboxes next to tasks

    2. Click Complete Selected in the footer

    3. Confirm the action

    Deleting tasks

    • Practice Tasks can be deleted from the task list in the Actions column:

    • Client Tasks remain linked to client activity and are not deleted in the same way

      • You can make a client task not visible in a client profile > Tasks page. 
      • Open a task and turn off the Visible switch. 
      • Save the task. 
      • This will hide the task while still keeping it in the clients records. 



    Sending Communications From Client Tasks

    Where enabled, you can send messages to one or multiple clients directly from the Tasks page.

     

    Sending a message to one client: 

    1. Opent the Client Tasks grid and find the client's Task. 
    2. Check that a communication template (SMS or email) is selected in the Communications dropdown. 
    3. Click Send. 

     

    Sending bulk communication to multiple clients: 

    Before you start

    Each task where you want to send communication must:

    • Be a Client Task

    • Have a communication template selected

    • Have valid client contact details

    Sending messages

    1. Select the relevant Client Tasks

    2. Click Send Selected

    3. Confirm the action

    Zanda will:

    • Send emails for tasks with email templates

    • Send SMS for tasks with SMS templates

    • Skip tasks without templates

    After sending

    • Successfully sent messages will be confirmed with a pop-up showing a number of successfully sent message

    • Any failed messages will be listed 

      • You’ll see a message:
        “Messages to the following clients could not be sent”, along with the client names.

    • Tasks are not automatically completed and can be completed separately

     

    Setting Up System Automatic Tasks

    Watch video tutorial

     

     

    You can set up tasks which will be generated automatically when the criteria are met. Here's how:

    1. Go to User Menu > Account Settings > Communication > Tasks.
    2. Under the heading 'Automatically Generated Tasks' select what you would like to be reminded about e.g. Client Birthdays, Recurring Appointments finishing, or the end of a Session Pack.
    3. Click Save.

    💡 The 'See Your Current Tasks' button will take you to the Tasks dashboard where you can see the list of your generated automatic and manual tasks that are already due for your attention.


    Adding Tasks Actions to Zanda Automations

    The Zanda Automations feature  enables you to configure automated message sending or task generation based on particular conditions that you can choose. They are a fantastic tool for automating administrative tasks. Use it to automatically generate practice type of tasks for your team!  

    • To set up automations with tasks, go to User Menu > Account Settings > Communication > Automations and create any number of automations for new clients workflows, pre- and post-appointment workflows, unpaid invoices, receipts, and client recalls. 
    • In the Actions section, select Task. 
    • In the Template dropdown field, select a communication template to be used with this task (email, SMS or letter).
    • In the Task Details text box, you can type in an internal note to your team to provide additional details about this task. The note text is limited to 510 characters. 
    • When you choose "Task" as your automation action, a new task is generated using the automation name as the title. This task will appear in the Tasks dashboard accessible at the top toolbar of your account screen.
    • These tasks are not assigned to any specific user and are connected to a client based on the criteria you have established.
    • The due date for each task corresponds to the date it was created by the automation.