Target Roles: Sales Managers, Event Coordinators, Administrative Teams, System Administrators
Last Updated:
Executive Overview
Task Management in EventKey provides sales, catering, and operational teams with an integrated tracking system for managing action items, follow-up deadlines, and team communications. Tasks can be created manually for custom follow-ups or generated automatically by system triggers such as event cut-off dates, deposit milestones, account updates, or inquiry changes. With nested comment threading, priority sorting, and dynamic linking to event reservations and company profiles, teams maintain full transparency across all operational tasks.
Configuration Guide: Creating & Managing Tasks
System Navigation Path
Home > Event Management > Tasks
💡 Visual Alert Indicator: If tasks are due on the current business day, a red outline automatically highlights the Tasks button on the Event Management header to draw immediate attention.
Step
Action
Platform Guidance & Operational Details
Access Module
Navigate to the Tasks screen under Event Management.
Opens the Daily Task Management dashboard, defaulting to the Assigned tab.
Initiate Task
Click + Add Task in the top-right header.
Launches the task creation modal.
Define Required Fields
Enter Due Date, select Task Type (e.g., Deposit Follow-Up), Source (e.g., Phone, Email), assign to an Assignee, and enter core Notes.
Establishes the primary action item parameters and ownership. Task types are property-configurable.
Link Entities (Optional)
Search and attach an associated Event, Company, or Contact.
Dynamic search fields allow instant linking. If a company does not exist, click + Add New Company directly within the modal to create its profile.
Save & Deploy
Click Save.
Generates the task and routes it to the designated assignee's dashboard.
📷 VISUAL CALLOUT:
Task Creation Walkthrough
Task Management Screen & Filter Controls
The Daily Task Management screen is organized into two primary operational tabs:
Assigned: Displays all active tasks assigned directly to your user account.
Created: Displays all tasks created by you, allowing priority management and oversight.
Dashboard Filter Options:
From Date / To Date: Filters action items within a specific calendar range.
Assignee: View tasks assigned to specific team members (Note: Admin permissions required to view tasks assigned to other users).
Status: Toggle between Open (default) and Closed or All tasks.
Task Type: Filter by specialized categories such as Deposit Follow-Up or Cut-Off Follow-Up.
Due Date: Sort tasks chronologically by Action Date for workflow prioritization.
Clicking any task row opens the Task Details view to manage attachments, record notes, or update statuses.
Core Detail Controls
Direct Record Navigation: If linked to an event, the Confirmation No displays as an active hyperlink that opens the corresponding Event Record directly.
File Attachments: Click Add file to upload documents, contracts, or reference materials.
Editing & Deletion: Click Edit to modify task parameters or Delete to remove the task.
📷 VISUAL CALLOUT:
Task Management Walkthrough
Threaded Comments & Activity History
Users can collaborate directly within tasks using the built-in commenting interface:
Nested Threading: Add new parent comments or reply directly to existing notes to maintain organized conversation threads.
Author & Timestamp Identification: Each entry displays the author's full name alongside an automated timestamp, chronologically organized to maintain an accurate audit history.
Comment Management: Edit or delete your own posted comments and replies to keep conversation threads clean and up to date.
📷 VISUAL CALLOUT:
Threaded Comments Walkthrough
Priority Management & Bulk Status Updates
Setting Task Priorities
From the Created tab, users can assign priority levels (High, Normal, Low) directly from the listing screen dropdown. Marking a task as High Priority automatically moves it to the top of the task list for immediate team visibility.
📷 VISUAL CALLOUT:
Task Priorities Walkthrough
Bulk Status Updates (Closing & Reopening)
Click the Select & Change Status button in the upper-right corner.
Select the checkboxes next to the target tasks.
Click Set Closed to complete open tasks, or Open to reactivate previously closed tasks.
