Our Tasks feature is an excellent way of keeping on top of your work day, setting reminders, and delegating work among your team. You can even assign tasks directly to your customers, meaning you can have prompts that record actions against your customers when these tasks are actioned and completed.
To create a task, go to Tasks -> Add task. This will ask you to enter a Title for the task and a Due date. It also allows you to flag this task as Urgent, meaning it will display with an orange warning colour to make urgent tasks more obvious.
Alternatively, you can set a task directly linking to a customer account on their customer page through the overview tab by scrolling down to "Upcoming task" and using the Add task button.
You can set the task with this initial basic information or select Show additional options, which will give you more specific details to enter surrounding the task.
You can add the following details:
- Description
- Customer
- Due time
- Repeat
- Assigned users
- Assigned user groups (all users in group will be assigned)
- Task creation method
Each gives you great versatility in operating your tasks and ensures the task is tracked and recorded.
There are three windows that you can access to display your tasks:
- Tasks due now
- Tasks due soon
- Calendar view
Users can access any tasks they have created or assigned to them, with three clear windows to choose from to display their tasks. On the Tasks due now and Tasks due soon views, you can also control how your tasks are sorted and select several at once to update them together (see below).
When a task is actioned, you can change its status to In progress or Complete. If marked as In progress, this is just to notify that the task has been started and will need to be re-marked on completion.
You can also permit other users to view your tasks for a limited period. For instance, if you are going on holiday and need a colleague to look after your tasks for one week only, you can grant them the ability to keep a tab of your tasks for you, meaning nothing gets missed and time is saved when handing over! You can do by clicking Viewing permissions->Invite users to view my tasks where you will be able to select the user and set the expiration date for the permission. Need to amend a viewing permission? No problem you can always do this in Viewing permissions->Manage permissions.
Sorting and ordering your tasks
On the Tasks due now and Tasks due soon views, as well as the All incomplete tasks list, you can control the order your tasks appear in. These preferences are saved to your own account, so they won't affect what your colleagues see.
Use the Sort dropdown to choose how tasks are ordered:
- Due date ↑ / ↓ — order by when each task is due, with the earliest or latest first.
- Date created ↑ / ↓ — order by when each task was added, with the oldest or newest first.
- Manual order — arrange tasks in whatever order you like (see below).
Tick Urgent first to always float urgent tasks to the top of the list, above whichever sort you've chosen.
Arranging tasks manually
When you choose Manual order, a drag handle appears next to each task. Click or tap and hold the handle, then drag the task up or down to reorder it. Your manual order is saved automatically and is private to you, and it works on both desktop and touch devices.
When you first switch to Manual order, your tasks keep their current order as a starting point, so you only need to move the few you want to change.
Selecting and updating multiple tasks at once
Every task has a checkbox on the left, so you can update several tasks together rather than one at a time. To select tasks, you can:
- Tick individual tasks.
- Tick one task, then hold Shift and tick another to select everything in between.
As soon as you've selected at least one task, a bar appears showing how many are selected, along with these actions:
- Set status — mark all the selected tasks as Pending, In progress, Complete or Cancelled in one go.
- Reassign — change who the selected tasks are assigned to. Choose Replace current assignees to swap in the users and/or groups you pick, or Add to current assignees to keep the existing ones and add more.
- Change due date — set a new due date (and, optionally, a time) for all the selected tasks.
Each action opens a short confirmation form so you can review your choice before applying it. Use Clear to deselect everything.
Rescheduling tasks from the calendar
On the Calendar view, you can drag an open task from one day to another to change its due date — a quick way to push work back or pull it forward without opening each task individually.
- Only open tasks (Pending or In progress) can be dragged. Completed and cancelled tasks stay where they are.
- If a task has a specific time, that time of day is kept and only the date changes.
- Bank holidays and future occurrences of repeating tasks can't be dragged.
If a task can't be rescheduled (for example, if it was completed or removed since you loaded the page), it will snap back to its original day and Breww will explain why.
Creating a follow-up task
When you complete a task that's linked to a customer, Breww asks you to log an activity against that customer (such as a call or meeting). At this point, you can also line up your next action by ticking Create follow-up task.
This reveals a short form to set up the new task:
- Title — pre-filled with the title of the task you've just completed, so you can reuse or tweak it.
- Due date — when the follow-up is due. This must be today or later.
- Time — an optional time of day.
The follow-up automatically inherits the original task's customer, assigned users/groups and urgent flag, so you don't have to set these again. The original task's description is carried over too, but only if you leave the title unchanged.
If the task you've completed is a repeating task, Breww will remind you that completing it already creates the next occurrence — any follow-up you create here is created in addition to that.
Automatic tasks for sales visits
If your team uses sales visits to plan and manage in-person customer meetings, Breww can automatically create a task for each sales visit. This means your sales visits will appear alongside your other tasks, giving you a single place to see everything that needs your attention for the day.
Enabling the feature
To turn on automatic task creation for sales visits, go to Settings -> Customer settings and enable the Create tasks for sales visits option.
When you enable this setting, Breww will immediately create tasks for all upcoming sales visits (from today onwards) that have not yet been completed. You will see a message confirming how many tasks were created.
If you later disable this setting, all pending sales visit tasks due from today onwards will be removed. Completed tasks will not be affected.
How sales visit tasks work
Once the setting is enabled, Breww will automatically:
- Create a task when a new sales visit is scheduled. The task will be assigned to the salesperson, linked to the customer, and set to the due date and time of the visit.
- Update the task status when the sales visit status changes. For example, marking a visit as "In progress" will update the task to "In progress", and completing the visit will automatically complete the task.
- Delete the task if the sales visit is deleted.
The task title will include the customer name so you can easily identify which visit it relates to.
Managing sales visit tasks
Sales visit tasks work slightly differently from regular tasks. Because these tasks are controlled by the sales visit, the standard status dropdown, edit button and re-open button are not shown. Instead, you will see two action buttons:
- View day -- Opens the sales visits page filtered to the relevant date and salesperson, so you can see your full schedule for that day.
- Update status -- Opens a quick status update form for the sales visit. Changing the visit status here will automatically update the task status as well.
To make changes to the task (such as rescheduling or reassigning), edit the sales visit directly and the linked task will be updated to match.
Cancelling/soft-deleting a task
As well as marking a task as 'In-progress' or 'Complete', you can also mark a task as 'Cancelled'. You will be able to do this by selecting the edit pencil on the task and selecting Cancelled. The task won't be fully deleted, but will no longer be due and will instead show as 'Cancelled'; however, you will have the ability to re-activate the task by selecting the edit pencil followed by Pending.
