In AdminPulse, you can manage three types of tasks: To-dos, Main Tasks, and Subtasks. This guide explains how to use each type and the scenarios where they are most effective.
- To-dos: For simple, one-time action points that are performed ad hoc. To-dos are not meant for recurring tasks. Examples: updating an address, returning a call.
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Tasks with subtasks: For larger tasks with a specific, defined structure that may recur across multiple clients. We recommend creating a Task template so you can always work with the same structure or workflow.
- Recurring workflows: If tasks need to be performed regularly, it’s best to set up a Task schedule for the Task template. Examples: VAT filing, year-end closing.
- One-time or unscheduled tasks: If the task has a standard structure but isn’t recurring (or happens only once), you can add a one-time task on the Task board. Unlike a To-do, a task can include multiple subtasks.
Subtask types
A subtask can be one of the following types. Each type has a specific purpose and characteristics:
- Actual task
- Default duration
- Automatic e-mail
- Condition
Actual task
An 'Actual task' is the most basic type of subtask. It is primarily used for registering the actual time spent on an activity. These subtasks can have the status 'In progress'.
This type is identified by the timer icon
Default duration
Use the 'Default duration' type when time tracking is necessary, but the exact time isn’t relevant. This is common for smaller, billable tasks like filing documents or sending a quick email. Just like an 'Actual task', this type can have the status 'In progress'.
This type is identified by the hourglass icon
👉 Note: The default set duration is only applied when working via the Task board.
The 'Email' subtask type is used for sending an email to the client.
These subtasks are identified by the email icon
How to set up an 'Email' subtask
- Configure the subtask type as Email within a Task template.
- Link the desired email template in the 'Mail template' column. If a new template is needed, create it first. See: Mail templates
How to send an email with an 'Email' subtask
- Move the subtask to 'In Progress' on the Task board. A window opens where you can send the email.
- The email content is auto-filled based on the linked email template but can be edited before sending.
- After sending, the subtask status changes to 'Completed'. If sending is canceled, the task reverts to 'To Do'.
Sent emails and the option to resend can be found in the subtask’s details panel, accessed by clicking on the subtask.
Automatic e-mail
With the 'Automatic e-mail' subtask type, AdminPulse sends an email automatically. This is ideal for standard emails, such as document requests. The email is automatically sent on the subtask’s deadline date.
This subtask type is identified by the email icon with calendar
Sending time: Emails are sent in the morning, at 7:00 a.m. during wintertime and 8:00 a.m. during summertime.
👉 Note: Subtasks created today with a deadline up to 7 days in the past will still result in an automatic email being sent.
Condition
A Condition is not a task as such, but rather a step in the workflow that describes a specific state that must be met. For example, it represents that further steps can only proceed after documents are received.
- Conditions are identified by the question mark icon
- No time can be logged on this subtask type, and it cannot hold the status 'In Progress'.
Summary of task and subtask types
- To-dos: Use for one-time and ad hoc actions.
- Tasks with subtasks: Use for actions with a structured workflow, with or without recurring schedules.
- Subtasks: Choose one of the five types, depending on the requirements.
| Type | Usage | Characteristic | Icon |
|---|---|---|---|
| To-dos | Short, one-time action points | No recurring structure | N/A |
| Tasks with subtasks | Complex tasks or defined workflows | Can include multiple subtasks | N/A |
| Actual task | Activities requiring time tracking | Time tracking is important | |
| Default duration | Smaller tasks that are billable | Time predefined but not logged | |
| Manually sending emails to clients | Uses email templates | ||
| Automatic e-mail | Automated emails to clients | Sent automatically on the due date | |
| Condition | Situations without action | No time tracking possible |
By using the appropriate task and subtask types, you can organize your workflow in AdminPulse efficiently and with clarity.