Task Management

📊 Task Statuses

Once a task is on a case, it goes through different statuses:

Status	What It Means
To Do	Not started yet
In Progress	The client started it but isn't done
Completed	The client finished it ✅
Overdue	It's past the deadline ⏰
Skipped	It was skipped (because of conditional logic)

📅 Task Due Dates

Set deadlines so tasks get done on time:

Setting Due Dates

Method	Description
Fixed Date	A specific date on the calendar
Relative	A number of days after the task is assigned
Based on Event	A number of days after another task is finished

⏰ Overdue Handling

Choose what happens when a task goes past its deadline:

Option	Description
Notification	Tell a team member the task is overdue
Reminder to Client	Send the client a reminder
Escalation	Alert a supervisor
Automation	Kick off an automated workflow

👀 Viewing Case Tasks

To see the tasks for a specific case:

1. Open the case
2. Click the Tasks tab
3. See all tasks and how far along they are

Task View Features

Feature	Description
Filter by Status	Show only certain statuses
Sort	Order by due date, name, or status
Group by Section	Organize by form section
Progress Bar	A visual bar showing how much is done

📋 Task Dashboard

To see tasks across all your cases:

1. Go to Tasks in the main menu
2. Filter by status, due date, or who's assigned
3. See which tasks need your attention

Filter	Description
All Tasks	Every task in the system
My Tasks	Tasks on cases assigned to you
Overdue	Past the deadline
Due Today	Due within 24 hours
Due This Week	Due within 7 days

📌 Task Assignment

Assigning via Forms

Most tasks get assigned through forms:

1. Create a form with tasks on it
2. Assign the form to a case
3. The tasks get added to the case automatically

➕ Direct Task Assignment

Add tasks one at a time:

1. Open a case
2. Go to the Tasks tab
3. Click Add Task
4. Pick a task template
5. Set a due date if you want
6. Done — the task is assigned!

🔄 Map Task Answers to Client Fields

You can map a task answer directly to a client record so the answer updates the client automatically when the task is completed.

Available Mapping Targets

Target Type	Examples
System Fields	First Name, Last Name, Phone Number, Email
Custom Fields	Any case custom field your team has created

How It Works

1. Open the task template in Settings → Tasks
2. Use Map to this field
3. Choose either a System Field or a Custom Field
4. Save the task
5. When a client completes that task, Kayse updates the selected field automatically

Notes

• System Fields are grouped separately so you can tell them apart from custom fields
• Only one mapping can be active on a task at a time
• Clearing the mapping stops future task answers from syncing to a client field
• Blank answers clear the mapped system value for name, phone, or email so client data stays in sync

📦 Bulk Task Assignment

Add tasks to lots of cases at once:

1. Select cases from a list
2. Click Bulk Actions
3. Choose Assign Task
4. Pick the task(s)
5. Apply to all the selected cases

🔗 Sharing Tasks with Clients

Tasks usually get shared through forms (see Forms), but you can also share a single task:

1. Open the case task
2. Click Share Link
3. Send the secure link to the client by text or email
4. The client can complete it without logging in 🎉

Sharing Options

Option	Description
SMS	Send a text with the task link
Email	Send an email with the task link
Custom Message	Edit the text or email before sending
Variables	Use placeholders (like the client's name and task link)
Send Timing	Send now, schedule for later, or wait for business hours
Portal	Client opens it from their portal
Copy Link	Get a shareable URL to paste anywhere

📤 Bulk Task Link Notifications

You can also notify many cases at once from a bulk action.

Case Selection Options

Bulk task link notifications support the same case selectors as bulk task assignment:

• Selected Cases: Use case_ids to target specific cases you already picked
• Case Filter: Use case_filter to target all cases that match a saved or ad hoc filter
• Include Cases: Use include_case_ids to limit the send to specific case IDs
• Exclude Cases: Use exclude_case_ids to remove specific case IDs from another selected set of cases
• Case Lists: Use case_list_ids to include all cases from one or more case lists

How Bulk Counting Works

• Bulk link notifications run at the case task level, not the case level
• A single case can have many open or completed case tasks, so one bulk request can process more rows than the number of selected cases
• If a case has multiple linked clients, each case task can notify more than one recipient depending on the send channel
• For scheduled sends, the response count reflects how many case-task notifications were accepted and queued, not how many messages have already been delivered