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Using CloudBridal

Task Management

CloudBridal's task management system helps you organize and track work items across your store. From alterations to follow-ups, you can assign responsibilities and ensure nothing gets missed.

Getting started

To access the task management system, click on the Tasks tab in the main navigation, or use this link.

Task Views

Tasks can be viewed in two different ways:

  1. Status View: Tasks grouped by their current status

    • Pending
    • In Progress
    • Paused
    • Completed

  2. Due Date View: Tasks organized by when they're due

    • Overdue (shown in red)
    • Due Today
    • Due This Week
    • Due Next 30 Days

Creating Tasks

To create a new task:

  1. Click the New Task button in the top-left corner
  2. Fill out the task details:
    • Title: A clear name for the task
    • Status: Current state of the task
    • Assignee: Staff member responsible for the task
    • Due Date: When the task needs to be completed
    • Tags: Optional labels to categorize tasks
    • Description: Detailed information about what needs to be done

Quick Tip: You can also add your own custom fields to tasks to capture additional information. These fields can even be shown or hidden based on tags that the task has.

Linking Tasks to Records

Tasks can be connected to other items in CloudBridal to provide context about the task:

  • Customers: Link to a specific customer's profile
  • Orders: Link to a specific order

To link an item, use the Linked To field when creating or editing the task and search for the relevant customer or order.

Task Organization

Using Tags

Tags help categorize and filter tasks:

  1. Add tags when creating or editing a task
  2. Use existing tags or create new ones on the fly
  3. You can filter tasks by tags to focus on specific types of tasks
  4. You can add task custom fields in the settings that display based on the tags selected. This is a great way to define what information is needed for each type of task.

Task Priority & Order

Tasks can be prioritized in two ways:

  1. Due Dates: Set deadlines to automatically prioritize tasks. Upcoming tasks are then shown in the Due Date View, as well as the appointment calendar per-day.
  2. Manual Ordering: Easily drag and drop tasks within each status group to make them more visible.

Quick Tip: The drag handle icon appears on the left of each task. Drag tasks up or down to reorder them.

Task Management

Changing Status

Tasks can be in one of four states:

  • Pending: Not yet started
  • In Progress: Currently being worked on
  • Paused: Temporarily on hold
  • Completed: Finished

You can change a task's status by:

  • Clicking the status icon directly on the task list
  • Opening the task and changing the status in the detail view

Task Assignment

Tasks can be assigned to specific staff members:

  1. Click the avatar icon on the task
  2. Select a staff member from the dropdown
  3. Choose "Me" to assign it to yourself

Quick Tip: Use the "Show Tasks Assigned to" filter to quickly view tasks for specific team members.

Task Comments

Staff members can discuss tasks using comments:

  1. Open the task details
  2. Scroll to the comments section at the bottom
  3. Type your comment and press Enter to post

Comments are preserved in the task's history and help track discussions and decisions.

Custom Fields

If you need to track additional information on tasks, you can enable custom fields:

  1. Go to Settings > Task Management
  2. Enable Use Custom Fields for Task
  3. Click Add Custom Field to create new fields
  4. Configure the field:
    • Field name
    • Field type (text, number, date, etc.)
    • Required/optional
    • Limit to Task Tags: Show this field only when specific tags are selected for the task

Custom fields will appear on the task form under "Additional Task Fields".

Roles & Permissions

Task management permissions can be configured for different staff roles. The Admin role has full access by default. Other roles can be customized to have specific permissions:

  • View Tasks: Can view tasks and their details
  • Manage Tasks: Can create, edit, and delete tasks
  • View Assigned: Can only view tasks assigned to them
  • Manage Assigned: Can manage tasks assigned to them
  • Delete: Can delete tasks

To configure roles:

  1. Go to Settings > Staff Members
  2. Create or edit a role
  3. Under the Tasks section, select the appropriate permissions

Best Practices

  1. Use Clear Titles: Make task titles specific and actionable
  2. Set Due Dates: Even if approximate, due dates help with prioritization
  3. Assign Tasks: Unassigned tasks often get overlooked
  4. Use Tags: Create a consistent tagging system for better organization
  5. Link Related Items: Connect tasks to customers or orders when relevant
  6. Add Context: Use the description field to provide necessary details
  7. Update Status: Keep task status current to maintain workflow visibility

Quick Tip: Create a standard set of tags for common task types to maintain consistency across your team.

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