# Tasks

**Tasks** is the follow-up list: people to call back, calls to make, meetings, reminders and to-dos. Most tasks come from calls on their own - the agent files them - and your team works them from the web app, the Windows app or the iOS app.

## The five kinds

| Kind | Used for | Needs |
|---|---|---|
| **Callback** | A caller asked to be called back | - |
| **Call** | An outbound call to make | Due time |
| **Meeting** | A meeting agreed on the call | Start time and end time or duration |
| **Reminder** | Something to remember later | Remind-at time |
| **To-do** | Anything else | Due time |

Every task has a priority (High, Medium, Low), an assignee, and can be linked to a contact and to the call it came from.

## Where tasks come from

| Source | How |
|---|---|
| **Auto-create tasks** | After a call the AI reads the conversation and files one task when it clearly needs follow-up. You choose which kinds it may create, per agent. |
| **Schedule Callback** tool | During the call the agent logs a callback the caller asked for, with the reason and a preferred time. |
| **By hand** | **Tasks - New task**, a contact's **Tasks** tab (**Add task**), the iOS or Windows app. |
| **Claude or ChatGPT** | *"Remind me to call Nikos on Monday at 10."* See [below](#from-claude-or-chatgpt). |

## Enable automatic task creation

1. **My Agents** - open the agent - **Call results**.
2. Under **Auto-create tasks**, turn on the kinds it may create under **Allowed task kinds**. All off = no automatic tasks.
3. Make a test call and ask for a follow-up, e.g. *"Can someone call me back tomorrow at 3?"*
4. Hang up. Once the call has been analysed the task appears on **Tasks**, with **From call** linking to the conversation.

What the AI does:

- **Callback** is filed only on calls the AI handled itself (nobody was transferred). On calls transferred to a person it can file the other kinds.
- The due time comes from what the caller said (*"tomorrow at 3"*). If no time was said, it is due in 24 hours.
- Subject and notes are written in the company language, with who asked and a short quote.
- One task per call at most, and only when the conversation clearly needs a follow-up. Small talk creates nothing.

To have the agent log callbacks **during** the call, turn on the **Schedule Callback** tool under **Skills - [Tools & Workflows](https://docs.voicelogica.ai/agent-configuration/built-in-tools/)**. **Max callbacks per caller** (1-3) stops a caller who keeps asking from filling the list; past the limit your notification emails get an alert instead.

## Who gets the task

An automatic task is assigned to, in order:

1. the person the call was meant for, when the call fell back to the agent because they did not answer;
2. the person on the call;
3. the owner of the campaign lead, for campaign calls;
4. otherwise the company admin.

Reassign it from the list at any time.

## Callbacks look after themselves

- **No duplicates.** If the same contact asks again while a callback is still open, the request is added to the open one: **Times called** goes up and the latest call is linked.
- **Closed automatically.** After any call where a person on your team actually spoke with that contact, their open callbacks are marked done.

## Work the list

Sidebar - **Tasks**.

- **List** or **Calendar** (month / week / day). Drag a task on the calendar to reschedule it.
- Tabs by kind, and filters: **Status** (open, overdue, due today, this week, unassigned, completed), **Priority**, **Assignee**. Group by due date, priority, kind or assignee.
- On each task: the checkbox marks it done (or re-opens it), **Reschedule** (tomorrow, in a week, in two weeks), **Reassign**, **Edit**, **Delete**. Callbacks have **Call** instead of Edit.
- **From call** opens the call with transcript and recording; the contact name opens the contact.

Linked tasks also show on the contact's **Tasks** tab and timeline.

## On the apps

| App | Where | What you can do |
|---|---|---|
| **iOS** | **Pending** tab (the badge counts open tasks and unheard voicemails) | Open / done / all, grouped by due date. Add, edit, complete (tap the circle), delete (swipe), open the call or contact. |
| **Windows** | **Tasks** | The same as the web page: list and calendar, filters, reschedule, reassign, call back. |

## Email when a task is yours

The assignee gets an email when:

- the agent files a task for them from a call (with a link to the call), or
- someone else creates a task for them or reassigns one to them.

Tasks you create for yourself send nothing, and a repeat request merged into an open callback does not email again. The email has the subject, contact, due time, notes and an **Open Tasks** button.

Each person turns these emails off under **Profile - Task emails**. There is no phone push yet: on iOS, check the **Pending** tab.

## Who sees which tasks

**Team and access** - open the user's access - **Contacts & data** - **Tasks**:

| Setting | Sees |
|---|---|
| **No access** | Nothing |
| **Own Tasks** | Only tasks assigned to them |
| **All Tasks** | Every task in the company |

Admins always see every task. A support agent who should only see their own callbacks gets **Own Tasks**.

## From Claude or ChatGPT

With the [Claude and ChatGPT connector](https://docs.voicelogica.ai/integrations/claude-chatgpt/):

- *"Who needs a callback? Anything overdue?"*
- *"What is on my list today?"*
- *"Remind me to send Eleni the offer on Friday at 10."*
- *"Mark the callback for Nikos as done."*
- *"Create tasks automatically when a caller asks for a callback or a meeting."* - it turns on **Auto-create tasks** for the agent.

## Troubleshooting

**Calls end but no tasks appear**

1. **Call results - Allowed task kinds** has at least one kind on for *this* agent.
2. **Callback** only comes from calls the AI handled. If the call was transferred to a person, turn on another kind (Call, Reminder, To-do).
3. The caller must actually ask for something. Test with a clear request: *"Call me back tomorrow at 3."*

**The same caller asked three times but there is one callback**

That is by design: repeat requests are merged into the open callback. **Times called** shows how many times they asked.

**A callback disappeared from the open list**

Someone on your team spoke with that contact on a later call, so it was closed automatically. It is under **Completed**.

**I cannot see my colleague's tasks**

Your access is **Own Tasks**. Ask an admin to set **All Tasks** under **Team and access**.

## Next Steps

[Call results](https://docs.voicelogica.ai/agent-configuration/call-results/) - where Auto-create tasks lives.  
[Tools & Workflows](https://docs.voicelogica.ai/agent-configuration/built-in-tools/) - the Schedule Callback tool.  
[What you can ask Claude and ChatGPT](https://docs.voicelogica.ai/integrations/what-you-can-ask/) - everything else you can ask.