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Client and practice 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. Watch these short tutorials to learn how to set them up and use to make your practice workflows even more efficient.
In this article:
Tasks Overview Part 1 - Using Tasks Dashboard
Video Tutorial Transcript
00:00 Tasks Dashboard Tools
Hello and welcome to this Zanda video tutorial, Irina here with you. Uh, and today let us talk about the Zanda Tasks feature.
The Tasks feature help you and your practice to manage any reminders and notifications about things you need to do for your clients and for your practice.
So let me show you how to find it and how to use it. To find your tasks dashboard you need to find and click this round icon with a check on it.
So there you go. This is effectively your practice tasks dashboard and the tasks are split into two views. The first one that opens by default is your client tasks but you can also view your practice tasks.
So first of all let me talk you through what features and are available on this dashboard. So first of all, you can filter and view your tasks by pending the ones that are need to be done and complete.
And you can also open the ones that are already completed. You can see if they have been completed by the actions icon here.
And another filter that is available here is a filter by the due date for your tasks and you can see how you can filter is the overview tasks, tasks that are due today, tomorrow, this week, next week, and so on.
Also, you can do is to choose what columns are displayed here in your tasks grid. As you can see, it's a little bit large for my view.
I have to scroll to see everything that is listed here. So I can choose what information is actually showing in this grid and for example I can remove the tasks details and maybe client.
Contact details if I want to or I can leave email address for example and click OK and this will remove some of the information from the grid if I decide that it is not necessary for me for my view.
And I want to save this layout for the later use. So please use these buttons to configure the view of your tasks grid.
And what else you can do with these tasks list is you can export them into the printed spreadsheet or into a CSV file Excel file or a PDF file.
If you want to work with your tasks outside of your zander account. All right
02:58 Adding Client Tasks
What else you can do with these tasks is you can actually add a client task for just one client.
Without leaving this page, you don't have to go into a client profile to add the task there. You can just stay here and keep working, keep adding your tasks.
So for example, let's find a client. Let's give a task name, you can add some task details if necessary, assign a true specific user, select a communication template, and save.
You could see that when you start a task, the due date by default is the date you are working on, but you can set up another due date whenever it's necessary.
However, if you need to add a task while you are working in the client profile, it is still possible. Let's say you're doing something in the client profile and you need to add a task.
You can click into their tasks page and add a task from here. But let's quickly jump back to our tasks layout and continue exploring what else is available here.
Let's talk about the practice tasks, how you can add them. To add the practice task, you will be using this page, the tasks dashboard, and you can just add a task the same way, select the due date you want to use, type it in or select another date, give task a name, add details and assign it either to anyone or a specific user in your account and click save. And the task will be laid out for you here.
And when the time comes, the reminder will be generated, you or a user who is responsible for this task will see the yellow counter with a number on it, telling them that there is a task that needs their attention and that they need to work on.
When they have worked on the task and the task is complete, they can just mark it as complete and it will be removed from this view.
And if you want to see all the completed tasks, you can just click show completed. And if you want to repeat this task, you can reactivate it and it will appear again in your list of tasks and you may want to change the due date for example, if it needs to be repeated at a later date.
That's how you can use the tasks as well efficiently. Let us talk about the client tasks. They're slightly different from your practice tasks.
05:43 Using Client Task Communication
What else you can do with them is you can send communication. So what you can do is you can free select the communication template to use with the task.
And when the task is generated, when it's due to be completed, you can click the send button and click OK.
And this communication message will be sent to the client. But you can also choose to send the communication to a group of clients.
So you can select either all clients you can see on your grid or you can choose some. of the clients and click Send Selected.
You will see a notification showing you how many communications will be sent and some notes explaining you what will happen such as letter communication will not be sent with this action because letters need to be created need some more attention so you will see that these This type of communication
will be skipped in this bulk action. Also if there is no communication template pre-selected here in the task grid, but you have checked this task in the list, it's okay.
The system won't action it, even if it's checked, even if it's selected. It will also be skipped. And the other eligible active communication tasks, the communication will be sent.
And even after they are sent, they won't be marked as completed. So you will need to mark them as completed manually by clicking these buttons.
So you still have the control of what is happening with your tasks. But you can send off the communication much faster.
you don't have to do this one by one. It can happen in bulk. If you need to edit a task, you can just click the task name to open the task panel, make any edits you wish to the task settings and click save.
If you want to delete it, you can't actually delete a client task, you can only market is complete to get inactive, but if we talk about practice tasks, those can be deleted.
This is done to preserve the integrity of client information and you can just remove it from the view.
Tasks Overview Part 2 - Setting Up Automatic Tasks
Video Tutorial Transcript
0:00 Introduction to Task Settings
But let us talk a little bit about the settings. So how these tasks also appear on this, uh, grid apart from you setting the manually for each client, there are some ways to, uh, make those tasks appear automated, uh, and also, uh, maybe there are some other settings.
So, before we talk about automated tasks, let me show you one user setting that is important. You notice that some of the tasks are assigned to anyone, but other tasks can be assigned to a specific user.
And how do we manage that? How you can allow your users to see those tasks? while there is a user permission for that, let me show you what it is and how to enable it.
So let us go to our account settings and let us go into team and users. Here we are on the user management page.
Let us go into one of our user profiles and here in the administrative permissions block we need to enable view tasks assigned to all users and we need to save that.
So this will allow a user to see tasks that are assigned to all users, not just to them.
1:21 Automated Tasks Settings
And now how to make some of the tasks automated so that you don't have to do them manually every time.
So there are two options here. So first of all, again, let's jump back to our account settings and this time we will go into the communication panel and here first of all we we will look into the tasks settings, it's quite obvious.
And here we have our panel for automatically generated tasks. Here we have three types of tasks. First of all, create a task to send a message before clients per day.
And here you can set up a communication template that will be sent with this task. And also, two other tasks is to actually inform you and your team when the recurring appointment series is about to fit.
And once you've enabled the settings, the way you want them, you just save the changes. And these settings will generate those tasks and which will show up here in the grid.
You can see here also that the tasks are automatically generated each night and they generated seven days prior to their due date.
So that's also important to know. And if you want to jump back to your tasks dashboard from this settings page, you just click this button and the system will take you exactly here.
3:01 Tasks Actions in Automations
And another way how you can use the tasks feature to auto-generate is with Zanda Automations. Again, let's jump back to the account settings.
And here in the communication panel, let's go to the Automations feature. Whenever you are setting up, for example, in complete intake forms, and you are sending a reminder to the client to complete their form.
You can also, and you are setting up actions for your client and the client receives an email reminder to complete their form or SMS reminder to complete their form.
You can also set up a task for your team which will generate it in your tasks grid and here with this task you can also use an SMS or email template which will attach as a communication to your task.
So I chose my preset SMS template, communication template with my task. And I can also add some task details like a short note for my team members to know what needs to be done with this task.
And then I will save the changes. So when this automation matches all the conditions, it will trigger, it will send an email reminder to the client, for example, but it will also generate an automation here in the tasks grid and this is how they also populate this task grid aside from the manual tasks
And the starter day, I hope that you use this feature and you enjoyed and it makes your workflows really smooth and efficient.