Tasks - Workflow Management In The Dealer Space App

What Are Tasks?

Tasks in Dealer Space are actionable reminders tied to specific customers. These can be generated in various ways:

• Manually: By sales team members for their follow-up needs.
• Automatically: Triggered by automations based on customer interactions or events.
• Assigned by Managers: For team collaboration or handoffs.

Each task includes:

• Type: Phone call, text, email, or action.
• Due Date: Optional, but helps prioritize tasks.
• Assigned User: Specifies who is responsible for completing the task.
• Status: Tasks move between "To-Do," "Done," or "Archive."

Navigating the Tasks Tab

The Tasks tab is divided into three main sections:

1. To-Do: Displays tasks that need to be completed.
2. Done: Tracks tasks that have been completed.
3. Archive: Stores tasks that were addressed but not completed (e.g., when a customer is opted out of email communication).

Task Cards

Each task is represented as a card that includes:

• Customer Name: Links to the associated customer profile.
• Task Type: Indicates whether the task is a phone call, email, text, or action.
• Due Date: Displays the deadline for completion, if applicable.
• Status Indicators: Allows users to quickly mark tasks as completed or archived.

Managing Tasks

Completing Tasks

• Click the action button (e.g., email, call) on a task card to perform the task.
• Tasks move automatically to "Done" after completion.
• Alternatively, drag and drop tasks between "To-Do" and "Done."

Archiving or Deleting Tasks

• Archive: Keeps a record of tasks that couldn’t be completed (e.g., when a customer is opted out of email). Archived tasks still contribute to performance tracking.
• Delete: Removes tasks entirely, useful for duplicates or errors.

Reassigning Tasks

• Tasks can be reassigned to another team member, even if the associated customer is assigned to a different user. This is helpful for collaboration and handoffs.

Filtering and Prioritizing Tasks

The filtering options in the Tasks tab help you manage workload efficiently:

• By User: Focus on tasks assigned to you or specific team members.
• By Type: Sort tasks by phone calls, emails, texts, or actions.
• By Due Date: Prioritize tasks based on urgency.
• By Customer Activity: Identify tasks associated with active customers.

Task Sorting

• Drag and drop tasks to reorder based on priority.
• Use filters and sorting options to focus on specific actions or customers.

Working Within a Customer’s Profile

For customer-specific task management:

1. Open the Customer Profile.
2. Navigate to the Agenda Tab.
3. View tasks associated with the customer under the Tasks sub-tab.

This view is ideal for focusing on a single customer’s follow-up needs.

Automation and Task Generation

Tasks can be automatically created through Dealer Space automations:

• Example: Trigger a task to follow up with a customer who submitted a credit application.
• Automations help maintain consistency and ensure no customer is overlooked.

Best Practices for Task Management

1. Stay Organized: Regularly review and prioritize tasks in the To-Do list.
2. Use Filters: Narrow your focus during downtime or when tackling specific tasks.
3. Collaborate Effectively: Reassign tasks as needed to ensure smooth handoffs and team accountability.
4. Monitor Progress: Use the Done and Archive tabs to track completed or unaddressed tasks.