With tasks, you keep actions related to a booking organized, such as sending riders, a financial check, or a follow-up. You can manually add tasks to a booking, but you can also have standard tasks created based on a task list.
A task list contains the tasks that Artwin Live can add to a booking. You manage the lists centrally in your account and then choose for each artist which list applies to their bookings.
Set up standard task lists
Go to Account settings and choose Custom lists and labels. Open Task lists there. You will see the existing lists, including the standard task list. With Create task list, you create an additional list, for example for artists with a different working method.
Use Add task to add a standard task to a list. Give the task a clear name. Through the edit icon, you can also assign a team member and set a follow-up date.
- Assign to agent: the created task will be immediately assigned to the chosen team member.
- Follow-up date: choose no date, base the date on the creation date of the task or on the performance date. With Days, you determine the number of days before or after that chosen base date.
- Order: drag tasks with the grab icon to the desired order.
Through List settings, you can change the name of the list and determine when the tasks from that list can be added.
- Always: the list can be applied to a booking in any active booking status.
- Chance, Request, Option, Definitive or Appointment: the list is only applied when the booking with that status is saved.
- Do not add: the tasks from this list will not be automatically created.
When standard tasks are created
Artwin Live checks the chosen task list when you create or edit and save a booking. If the set status matches the booking status, the standard tasks from that list are added to the booking. For example, if you choose Definitive, the tasks will be created when the booking is saved as definitive.
A standard task is added only once per booking. If you save the same booking again later, the same standard tasks will not appear again. If you then add a new task to the list, that missing task can be added once you save the booking again with a suitable status.
The setting determines the moment when tasks are automatically added. An existing task will not be automatically adjusted or removed when you change the task list later.
Choose a task list per artist
Open the artist and go to Settings, then to General. In the Planning section, you'll find the Task list field. Choose the list you want to use for this artist and save the settings.
If you leave this field on Standard task list, the artist will use the standard list of your account. If you choose a specific list, that choice overrides the standard list for bookings of that artist. For instance, you can use a list with rider and backline checks for a band and a separate list with technical and travel information for a DJ.
Tasks in a booking
Open a booking and go to the General tab. On the right in the booking is the Tasks section. There you will see all tasks linked to this booking, including any follow-up date and the assigned team member.
Check off a task or choose Complete task to mark it as ready. With + Task, you add an additional task that applies only to this booking. Use the edit icon to modify an existing task.
The Tasks overview
Click on Tasks in the main menu for a central overview of open and completed tasks. For each task, you will see among other things the task name, creation date, linked booking, assigned team member, status, and follow-up date. Click on a task to open it or mark it as completed directly.
Use the filter to narrow down by assigned team member, created by, status, or follow-up date. With the Task button, you can also add a single task that is not linked to a booking.
Tasks on the Dashboard
On the Dashboard, open tasks are listed in the Tasks section. For a task from a booking, you will also see the corresponding booking; click on it to open the booking. Click on the task name to mark it directly as completed.
You determine which tasks appear on your dashboard. Go to Account settings, choose Preferences, and open the Dashboard section. Under Visible tasks, you can choose from:
- All open tasks
- All expired tasks
- My open tasks
- My expired tasks
Good to know
There will always be at least one task list: you cannot delete the last remaining list.
Automatic and manual tasks work alongside each other: you can use standard tasks as a fixed basis and add additional tasks per booking when needed.