Tasks

Tasks are the pre-event checklist on a booking: certificate of insurance received, final headcount confirmed, balance paid, keys issued. They carry due dates, chase themselves, and can be satisfied by the renter uploading a file.

Where tasks live

The Tasks tab on a booking, split into two lists:

• Staff tasks — things your team does
• Renter tasks — things the renter does, which also appear in their portal

Adding tasks

Add them one at a time, or apply a task template to drop a whole checklist on at once. Templates are built in Settings → Task Templates and can be applied when the booking is created or any time after.

Due dates

Each task is due either:

• On a fixed date you set, or
• A number of days before the event — which is what most templates use, so a checklist applied to a booking in September and one applied in March both land with correct dates.

Overdue tasks are flagged on the booking, on the dashboard action items widget, and in the reminder emails.

Requires a document

Flag a task as requires a document and it becomes an upload request. The renter sees it in their portal with an upload button, and the file they upload:

• Lands in the booking's Documents tab with the right label already on it
• Completes the task automatically
• Optionally notifies your team that it arrived

This is how certificates of insurance should be collected. The alternative — an emailed PDF that somebody has to find, download, rename, and file — is where COIs go missing.

Completing and rejecting

• Complete marks it done, with who and when.
• Reject sends it back with a reason. Use it when a document arrives but is wrong — the wrong policy period, the wrong additional insured. The renter sees the reason in their portal and can upload again.

Reminders

Tasks nag on their own. Each task can carry its own schedule, and anything without one falls back to the account defaults in Settings → Reminders:

• Advance reminders — a list of days before the due date to send a nudge
• Overdue reminders — how often to chase after the date passes

Reminders go out once per scheduled day in your account's local time. A task cannot double-send even if something is retried.

Two notification flags per task control who hears about it:

• Notify on due — remind the assignee or renter when it is due
• Notify on complete — tell your team when the renter satisfies it

A workable checklist

For a typical hall rental, applied as a template:

Task	Due	Requires document
Signed agreement returned	60 days before	—
Booking deposit paid	60 days before	—
Certificate of insurance received	30 days before	Yes
Alcohol permit filed	30 days before	Yes
Final headcount confirmed	14 days before	—
Balance paid in full	7 days before	—
Setup plan confirmed	3 days before	—
Keys and access issued	1 day before	—

Build it once in Task Templates and it lands on every booking in one click.