Task Manager is Tacklit's built-in to-do and workflow tracking tool. It gives your whole team one shared place to capture, assign, track and complete the operational work that sits around client care — from chasing a referral, to following up an overdue invoice, to making sure intake forms get sent before a first appointment.

Instead of relying on spreadsheets, sticky notes or separate task apps, Task Manager keeps the work connected to the client, appointment, invoice or form it relates to, and gives admins a clear view of what's outstanding across the practice.

Tasks can be created manually, generated from reusable templates, or created automatically when something happens in Tacklit (for example, when an appointment is booked or an invoice becomes overdue).

Task settings — templates, automation rules and categories — are managed by Admins only.

Task — A single piece of work with a title, optional description and instructions, a priority, a category, a status, a due date, and who it's assigned to.

Subject — Who the task is about. Usually a client, but it can also be a group. This is what links the task to the right client record.

Assignee — Who is responsible for doing it. A task can be assigned in two ways:

Reviewer — Optionally, a task can require review before it's considered done. When "requires review" is turned on, completing the task sends it to Awaiting Review, and the nominated reviewer approves it.

Linked resources — Tasks can be tied to the things they relate to: appointments, invoices, case notes, referrals, assessments, consent forms, payment requests and more. This keeps context one click away.

Every task moves through a simple lifecycle:

Priorities available: Low, Medium, High, Urgent.

Overdue: Any task with a due date in the past that isn't yet completed or cancelled is flagged as Overdue (calculated against your account's time zone).

Tasks are organised into categories that mirror the client journey, so work is easy to filter and report on. Admins can switch categories and sub-categories on or off for the practice. The categories are:

Open Task Management → + Create Task. Choose Create custom task or Select from predefined tasks, set the subject (client), assignee, priority, due date and category, then save. The assignee sees it in their task list; admins see it across the practice.

Admins can build task templates for work that happens the same way every time (e.g. "Send intake pack", "Confirm funding"). Templates can pre-fill the title, instructions, category, default assignee and whether review is required — and can even calculate the due date relative to an event (e.g. "3 days after the next appointment").

Admins can set up automation rules so tasks are created automatically when something happens. Triggers include:

Rules can include conditions (only fire when certain criteria are met) and can do more than create tasks — they can also send a form, assessment or consent, generate an invoice, send a notification, take a payment or add a client to a group. Rules can be saved as Draft, then switched Active, and there's an execution history so you can see exactly when each rule ran.

Assign tasks to a staff role rather than a named person so the whole team (e.g. intake or reception) can work from one shared pool and pick up the next item.

For work that needs a second set of eyes, turn on requires review and nominate a reviewer. Completing the task moves it to Awaiting Review until the reviewer approves it.

Tasks where the subject is a client can appear in the client portal, where the client can see what they need to do and mark it as complete. Use client-visible notes to give them context.

Use the summary cards (Total, Pending, In Progress, Completed, Overdue, Cancelled) and filters to triage. Admins get a practice-wide view; practitioners see their own workload.