Patrons CRM
Tasks

5min
Tasks is a CRM tool that allows you to create and assign interactions with your patrons. Perhaps you are doing a donations drive and need to make a personal 1 to 1 contact with a patron.  You can create a task for that, and assign it to the appropriate admin with a priority and date due.
Within Tasks you can create and assign the following to your admins:
Outgoing Phone Calls
Outgoing Email communication
Setup Meetings
To-Do lists
Gift request.
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There are two methods to create a task that is to be scheduled for the future.
Method 1 - Tasks Panel
1
Navigate to Patrons then select Tasks from the menu to open the Tasks panel.
2
Click Add Task to create and assign a new task.
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3
A pop up will appear in which you can create the new task.  You have the option to assign it to a specific admin, or leave it open to all admins to complete.  You can also set the date and time the task is due to be completed by as well as a reminder.
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4
Click Create to save the task and assignment.
The task will now appear on the tasks screen, as well as the patron's profile on the Activity tab.
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Method 2 - The Patron Profile
To create a task that is scheduled for the future you can navigate to the patrons profile from Patrons-> Database and select the Create Task button.
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If you need to log an Activity such as a phone call, email, or gift that is happening in real time, you can do so on the patrons profile, on the Activities tab.  Suggested Article:   Patron Profiles in the Notes section.
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You can see all tasks by navigating to Patrons, then select Tasks.
All non-completed tasks for all users will appear on the Upcoming tasks board.  Additionall, you can view Overdue or Completed tasks by selecting the appropriate tabs.
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The search field allows searching of tasks based on the Task name, Patron Name, or Assignee.
There are also filters present that allow filtering the results by Admin, or Type of task for each page.
Clicking Details next to a task opens the task itself for review and editing.  You can additionally mark the task as completed here.
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Tasks can be edited from either the Tasks Screen or from the Patrons, Activity screen directly.
To edit via the Tasks screen:
1
Click Details next to the task you would like to edit.
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2
Hover your mouse over the top right of the pop up window to have the edit icon appear.
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3
Click the Edit icon and make any changes needed.
Be sure to click Save Changes when done.
To edit via the Patron's profile:
1
Navigate to the patron's profile and select the task to edit from the Activity tab.
2
Click either View Details next to the task, OR, click in the taks Title to open the task.
3
Hover over the title section to have the Edit icon appear and click to edit.
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4
Be sure to click Save Changes to update.
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Occasionally you may find the need to delete a task, either because it was made in error, or you don't need the task any longer and don't wish to have it completed.
Tasks can be deleted simply by clicking on the task and opening it to Edit.  Once open you will have a Delete button available.  This can be done via the Tasks page, or from a patrons profile as well.
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Tasks can be marked as completed from either the patron profile or via the tasks screen.  
On the Tasks screen, you can click the checkmark next to the task name.
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From the patron profile you can also click the checkbox next to the Task.
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Alternatively, you can click the Details button or View Details button for the task and there will be a button to mark as complete as well.
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Should you need to change the status of a task from Complete to Not Complete you can do this simply by clicking on the green checkmark which appears when a task is completed.  This can be done from both the Tasks page as well as the patron's profile in Activity.
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When a task is created and assigned to an admin an email is sent to that admins email letting them know of the task assignment and allowing them to view the task.
When a reminder is set on the task an email will be sent at the set time of the reminder.
Below is a sample of the email for a task:
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