As employees, you can create tasks for yourself in Zenoti so that you do not lose track of your action items and ensure smooth business operations.
At times, guests may not come in for their scheduled appointments or guests may cancel their appointments. For such cases, your administrator may have set up Zenoti to automatically create tasks for you (as providers) to call such guests and schedule appointments at the next convenient date.
Before You Begin
- An administrator should have enabled tasks at the organization level.
- Employees must have the Tasks related permissions (Add, Edit, Delete) enabled to be able to create their own tasks and manage these tasks (from Admin > Organizations > Security Roles > Name of Security Role such as Therapist > Permissions tab > Administrator > Tasks).
To create and view tasks
- Navigate to My Dashboard.
Note: Employees who have access only to the Appointment Book must navigate to My Dashboard from the bottom panel (and they can view the Tasks menu option under My Dashboard > My Profile).
The Tasks window opens by default.
The Tasks section of your Dashboard lists all your tasks and includes both, tasks that have been auto-assigned to you and the ones you have created for yourself. You can update the Status, Due Date, and Priority of a task from your Dashboard.
Alternatively, you can view Tasks of an employee from the Guest Profile too.
2. Click View Details.
For example, you can view the Task Source (that is whether the task was Manually created, or resulted from a No-Show or Cancellation), who created the Task (Created By), date on which the Task was created (Created On), to whom it was assigned to (Assigned To), the Due Date, the Task Status (Open or Closed), and the History.
In addition, employees can see appointment notes, appointment cancellation/ no-show comments (that is, the reason for appointment cancellation and no- show) as part of the task description. This helps give employees better context when they reach out to guests for follow-ups thereby helping them to have a more meaningful dialogue with guests.
3. Click Create New Task.
A new window opens.
Note: You can create a new task either from My Dashboard > Tasks or from the Guest Profile > Tasks.
4. Enter details such as the Task Name, Description, Guest Name, Due Date, Status, Priority, Task Owner, and Add Notes.
5. Click Finish.
The new task appears in your Tasks list.
Points to Consider
- Tasks that are overdue (passed their due date) appear in Red. See the following screenshot for reference. Other tasks in your list that are pending, but whose due date is in the future appear in Black.
- You cannot edit the name of the Tasks and the corresponding Guest name for tasks that are auto-assigned (even if you have the Edit permission and you see the Edit option for a task). You can, however, edit other details for the Task such as say Priority, Status, or Due Date.
- You can sort all the columns.
- Use the filters to sort through your tasks and locate tasks easily. For example, you can locate tasks owned by other providers (Owner filter), filter by Open status (Status filter), or choose to see only tasks that are overdue (select the checkbox Show only Overdue Tasks). Similarly, use the options in the Advance Filter such as Due Date, Search by Guest Details, and Search by Task Details and click Apply Advanced Filter to see a list of Tasks based on filters you select.