Tasks & Automations
Per-contact tasks, the global tasks list, and date-driven automations.
Tasks are the to-do list for your wine club. They live on contacts (e.g., "Call Sam about expiring card") but you also have a global tasks page that aggregates every open task across your organization.
The Tasks page
Tasks
14 open tasks across all contacts
| Task | Contact | Due | Status |
|---|---|---|---|
| Follow up on declined payment | Alex Chen | Today | OPEN |
| Birthday — send hand-written note | Casey Lee | Tomorrow | OPEN |
| 5-year anniversary — comp bottle | Jordan Patel | Apr 30 | OPEN |
| Confirm pickup time | Sam Rivera | May 02 | COMPLETED |
Task statuses
| Status | Meaning |
|---|---|
| OPEN | Active task. Counts toward your team's open-task total on the dashboard home page. |
| COMPLETED | Marked done. Visible in history but excluded from the default open-tasks view. |
Filters
The Tasks page supports three filter axes:
- Status
All, Open, or Completed. Defaults to Open.
- Assigned To
Filter by team member, "unassigned", or "anyone". Useful for daily standups.
- Search
Free-text matches task title and contact name.
Per-contact tasks
The same task system also appears on each contact's detail page. From a contact you can:
- Add an ad-hoc task with a title, optional description, due date, and assignee
- Mark tasks complete inline
- See historical tasks for that contact
When you click a task from the global Tasks page, it links straight to the contact's detail page so you have full context.
Task Automations
Automations create tasks automatically from contact dates and milestones. They run nightly and are configured under Tasks → Task Automations.
Task Automations
Automate task creation based on contact dates and milestones
| Automation | Trigger | Status |
|---|---|---|
| Birthday handwritten note | BIRTHDAY | ACTIVE |
| 5-year anniversary comp | MEMBERSHIP_MILESTONE | ACTIVE |
| Anniversary gift | ANNIVERSARY | INACTIVE |
Triggers
| Trigger | When it fires |
|---|---|
| BIRTHDAY | Fires on the contact's birthday. Requires DOB on the contact record. |
| ANNIVERSARY | Fires on the contact's wedding anniversary or other custom anniversary date. |
| MEMBERSHIP_MILESTONE | Fires on each Nth anniversary of joining (1, 3, 5, 10 years, etc.). |
| CUSTOM_DATE | Fires on a fixed annual date for matching contacts (e.g., a club anniversary day). |
Creating an automation
Click Create Automation
A wizard walks you through trigger type, scope, and task template.
Pick the trigger
Choose one of the four triggers above.
Scope it
Limit to specific clubs, tags, or contact statuses. Without a scope, the automation applies to every active contact who matches the trigger.
Write the task template
Title and description. You can interpolate
{{contact.firstName}},{{contact.lastName}}, and{{milestone.years}}so the generated task is contextual.Set lead time and assignee
Lead time creates the task N days before the trigger date so you have time to act. Assignee can be a specific user or "unassigned".
Activate
Save and toggle to ACTIVE. Inactive automations are kept for reference but don't generate tasks.
When automations run
Automations execute as a nightly background job (PROCESS_TASK_AUTOMATIONS).
You can verify they ran via the Activity Logs
page — filter by Type: BACKGROUND_JOB.
Triggers fire based on the organization time zone, not the contact's. If a contact's birthday is May 1 and your org is in PT, the task is created at midnight PT on May 1.