What are Tasks
Tasks in Wealthbox help you stay organized and on top of your to-dos, whether they're one-time actions, follow-ups, or recurring responsibilities. They're designed to support your daily workflow and client management with ease and visibility. For example, sending a birthday card, reviewing an account annually, following up with a prospect, or completing recurring outreach for a specific client.
See also:
Where Tasks Appear
You can access and manage your tasks in multiple places:
- Tasks page: See all of your tasks (or other users) in one view By default, the page shows only the upcoming tasks assigned to the user currently signed in, but you can filter to see other users or "All Users" assigned tasks, by a specific category, or show "Completed" tasks.
- Home Screen—Tasks Widget: The home screen will only display overdue tasks and Tasks due tomorrow. When there are no overdue or due-tomorrow tasks, the Tasks area will display "You have no Tasks this week."
- Contact record - Upcoming Activity Widget: Tasks will appear in the "Upcoming Activity" area on the contact screen for the Contact Record that is directly related to it. If the Task is related to a household, then it will only appear in the household's upcoming activity area. If it is related to a contact, it will only be displayed on the Contact Record, not on the household record to which the person is linked.
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Activity Stream: Tasks and contact records will be displayed in the Activity Stream on the home screen. Tasks will post to the Activity Stream twice. The first post has an orange checkmark icon and a time stamp for the Task creation. When the Task is completed, it will again be posted with a green checkmark and a timestamp.
Assigned Tasks will aggregate household activity streams from personal contacts and vice versa. Completed Tasks will only be displayed in the activity feed and will also aggregate to the household stream from person contacts and vice versa. - My To-Do's page: Tasks will appear in a centralized hub that displays all incomplete Tasks and workflow steps across workspaces. Learn more here.
Creating Tasks
You can create tasks from the Publisher within the Home page, from the Tasks page, or directly from the related contact, opportunity, or project records.
When creating a new task, you can set repeating criteria, assign tasks to other coworkers and users, and apply a custom category to easily identify and filter tasks of the same type for better time management.
To associate or "link" a task, you would populate the "Link to" field, which gives you the choice of associating the task with a contact, project, or opportunity.
Setting a specific Task due date
From the "Due" drop-down, you can select a non-specific due date (e.g., today, tomorrow, next week) or, if you need to be more specific, choose the option "Set Date/time" and then click "Add Task."
Creating a Recurring Task
When creating a task, ensure that you check the "Repeats?" box and fill in the requested fields. For example, if you would like your task to repeat on the 3rd Wednesday of each month, you would select "Monthly" from the "Repeats" drop-down, "1" from the "Every" drop-down, and input the date you want the task to begin.
FAQ
Q: Can I assign a task to more than one person?
A: Tasks in Wealthbox can be assigned to either one individual user or one team, but not to multiple individual users. This helps ensure clear ownership and accountability.
See: What are Teams and how do I create or manage them?
Q: Can I relate a task to multiple records (e.g., contacts, opportunities, projects)?
A: No, each task can be related to only one record type at a time. You'll select the related record when creating or editing the task.
Q: Can I create custom fields for tasks?
A: Yes, custom fields can be added to tasks. On Premier and Enterprise plans, you can create category-based custom fields for tasks.
See: What are Task Categories and how can I customize them?
How-to video: How to Use Category-Based Custom Fields
Q: Can I get notified when a task is due or overdue?
A: Yes. Wealthbox will send in-app and email notifications (if enabled) for tasks that are due or overdue. You can customize your notification preferences under Settings > Notifications.
See: What Notification options are available in Wealthbox?
Q: Why do I see Tasks twice in the Activity Stream?
A: Tasks will be posted to the activity stream and notifications area twice. The first post/notification has an orange checkmark icon and a time stamp for the Task creation. Showing that the task has been created by the specific user.
When the task is completed, it will post/notify you with a green checkmark and the timestamp indicating when it was completed.
Q: Who can view my tasks?
A: The "visible to" permission settings you choose when creating each task determine who else can see that specific task. If you make the task visible to "Everyone," then all users within your organization will be able to view it. Alternatively, you can set permissions to "Only Me" or a specific "Group."
(customizable in the Settings sections in User Management).
Q: Where can I see all Users' tasks for my Workspace?
A: You can view all tasks in your workspace by navigating to the "Tasks" page from the left navigation panel. By default, the page displays only the upcoming tasks assigned to the currently signed-in| use. However, you can filter to view tasks assigned to other users or "All Users", by a specific category, or show "Completed" tasks.
Q: How do I filter tasks by user?
A: To filter tasks by user, select a user from your workspace from the "Filter by" drop-down menu at the top of the Tasks page. You can also filter by the type of task. Once selected, a list of tasks for that particular user will appear.
Q: When I assign a task to another user, does that user receive an email notification?
A: Yes, users receive email notifications letting them know they've been assigned a task.
Q: If I assign a task to another user, will I receive an email notification when they complete the task?
A. Yes, if you assign a task to another user, you will receive an email notification when the task is completed.
Q: How can I update the due dates for multiple tasks at one time?
See video: How to bulk update due dates
A. Users can make bulk updates to due dates for tasks and workflow steps. To adjust due dates for multiple tasks simultaneously, navigate to the Tasks component within Wealthbox. Once you have identified the tasks you want to update, you can click and drag to select multiple tasks. You can also use modifier keys, like CTRL (on Windows) or Command (on MacOS), to select more to-dos beyond your initial selection.
While the tasks are highlighted, you’ll see a bulk action toolbar at the bottom of your screen that shows how many tasks are selected. Click the calendar icon inside the toolbar to select a new due date for the selected tasks and/or workflow steps.