How to use tasks and reminders

Visits get all the attention, but half of running a service business is the work between visits: order the parts, call the client back, send the quote. Tasks and reminders put that work on the same Scheduler as everything else, so it stops living in your head.

Tasks: internal to-dos

A task is work without a client appointment: assign it to a team member, give it a priority (Low to Urgent), and schedule it. It shows on the Scheduler alongside visits, filtered any time with the type filter.

Tasks have a simpler lifecycle than visits: Mark Complete when the work is done, or Cancel Task if it falls away (the mobile app also offers Start Task when someone picks it up). Priorities make the Timeline view an honest picture of each person's real load, not just their drive time.

Reminders: nudges that fire

A reminder is a moment in time with a notification attached:

1. On the Scheduler, choose Create new > Reminder.
2. Pick a reminder type, Callback, Follow up, Send quote, Order parts, Internal note, or Other, so the intent is readable at a glance.
3. Optionally link it to a job, client, or lead; the reminder then carries its context and the record is one click away when it fires.
4. Set the Reminder Date & Time, and pick Notify Before (None, 15 or 30 minutes, or 1 hour) to get the nudge early. Reminders arrive as push notifications on the WorkZen mobile app.

When it fires, deal with it honestly: Mark Complete when handled, snooze it when later is true, or Dismiss when it no longer matters. The reminder shows its notification status, including sent and snoozed-until, so nothing silently evaporates.

Make a task or reminder repeat

Trash goes out every other Thursday, the van gets its oil checked on the first of the month, and a tech starts late once a week. Instead of creating the same thing again and again, switch on Repeat when you create a task or a reminder (web only for now). Pick the rhythm, every N days, weeks or months, on the weekdays you want, and optionally an Ends on date; leave it empty and it repeats until you stop it. The occurrences land on the Scheduler for the next three months, carrying the title, team and linked record, and keep rolling forward after that.

Each occurrence is its own task or reminder: complete, snooze or edit one without touching the others. Deleting one asks whether you mean just this occurrence or this one and all future occurrences; the second choice ends the series from that day. Repeating tasks and reminders are marked with a repeat badge on the Scheduler and in their details.

On the mobile app

On the iPhone and Android apps, tasks and reminders start from the Schedule tab (the calendar icon on Android):

1. Tap + at the bottom right.
2. Choose Reminder or Task. The list only shows what your role can create, and if that is a single type the form opens straight away.
3. Give it a title and a Priority. For a reminder, pick the Reminder Type, the date and time, and Notify Before; for a task, set when it starts and ends, or switch on All day.
4. Optionally Assign Team Members and add a description, then tap Create.

To change one later, open it from the Schedule, tap the menu at the top right, and choose Edit. Linking a new reminder to a job, client, or lead is done on the web for now; editing on the phone keeps whatever it is already linked to.

Where they show up

Tasks and reminders live on the Scheduler next to visits, respect the same team visibility rules, and can be included in your external calendar feeds, each type is a toggle on the feed.