Overview
Tasks in HealthdeskAI are the follow-ups your team owes a client. A task carries who it's for, what needs doing, how urgent it is, and when it's due, so a promise made in a conversation turns into work someone is accountable for.
Your AI Agent can create tasks on its own. When a client raises something on a call or in a text that needs a person, the AI writes the task, assigns it, and sets the due date, so the follow-up exists before anyone on your team has read the thread.
Tasks live on the Tasks page in the left sidebar.
How to Create a Task
You can open the task form from two places: the Create New Task icon in the top bar of any screen, or the New Task button in the top right of the Tasks page.
- Choose a Location. Multi-location teams pick the site the task belongs to.
- Assign to a teammate. Start typing to search your team list.
- Set a Priority. The options are P0 - Blocker, P1 - Critical, P2 - Major, P3 - Minor, and RFE - Request for Enhancement.
- Write a Description of what needs to happen.
- Pick a Date and Time for when it's due. The picker takes a date from the calendar and an hour, minute, and AM or PM.
- Click Save.
The Tasks Page
The Tasks page lists every task for your account in a sortable table. Each row shows:
- Status. Where the task stands
- Assigned. The teammate who owns it
- Description. What needs doing
- Priority. P0 through P3, or RFE
- Location. The site it belongs to
- Last Action. When it last changed
- Created By and Created. Who opened it and when
- Due. The date and time it's due
- Updated. The most recent edit
Click any column header to sort by it. Use the Search box to find a task by its text, and the Show entries dropdown to change how many rows appear per page.
Click the view icon at the end of a row to open that task.
Working a Task
Opening a task shows its full description, who created it and when, and its last action time. From here you can:
- Change the Status. The options are New, Open, Pending, Resolved, and Closed.
- Change the Priority.
- Reassign it under Assigned To.
- Set or change the Date and Time it's due.
- Leave a Comment.
Click Back to return to the list.
Comments and @ Mentions
Every task has a comment thread. Type @ in the comment box and a list of your teammates appears, so you can pull the right person into a task the same way you would in a Private Note. Click Comment to post.
Turn Notes mention alerts on in your Profile to get an email or SMS when someone mentions you in a note or a task comment. See How to Set HealthdeskAI Alert Preferences.
Tasks Your AI Agent Creates
Your AI Agent can create a fully structured task, with location, assignee, priority, description, and an optional due date, from any channel it handles: SMS text, email, web chat, Facebook Messenger, Instagram Direct, and phone calls.
This is what turns an after-hours conversation into morning work. A caller asks about a billing question the AI shouldn't answer, and instead of a handoff nobody notices, there's a task on the right person's queue with a due date. AI-created tasks appear in the Tasks list alongside the ones your team writes, with the AI shown as the creator.
Your HealthdeskAI team sets up when your AI creates a task as part of your agent's instructions, so there's nothing for you to configure. To change what triggers an AI-created task, contact your HealthdeskAI team at support@healthdesk.ai.
Due Reminders
You get an alert when a task you own is due. Alerts follow your existing email and SMS preferences, so a task reminder reaches you the same way your other HealthdeskAI notifications do. See How to Set HealthdeskAI Alert Preferences to choose between email, SMS, or both, and to set Do Not Disturb hours.
Pro Tips
- Set a due date on anything you actually intend to chase. A task with no due date sends no reminder.
- Use priority to sort a busy queue rather than to mark everything urgent. P0 only helps when it's rare.
- Sort the list by Due at the start of a shift to see what's owed today, then by Priority to break ties.
- If your AI keeps creating tasks for something your team would rather it just handled, tell your HealthdeskAI team. Task creation is instruction-driven and easy to tune.
- For internal collaboration inside a client conversation rather than a standalone task, use Private Notes.
FAQs
Q: Where do I find my tasks? A: On the Tasks page in the left sidebar. Sort by Assigned to see your own, or use the Search box.
Q: How do I create a task? A: Click the Create New Task icon in the top bar, or New Task on the Tasks page. Fill in location, assignee, priority, description, and a due date and time, then click Save.
Q: What are the task statuses? A: New, Open, Pending, Resolved, and Closed. Change the status from inside the task.
Q: What do the priorities mean? A: P0 - Blocker, P1 - Critical, P2 - Major, P3 - Minor, and RFE - Request for Enhancement, in descending order of urgency.
Q: Can my AI Agent create a task? A: Yes. It can create a task with location, assignee, priority, description, and an optional due date and time, on every channel it handles, including phone calls.
Q: Do I get reminded when a task is due? A: Yes. Due reminders follow your alert preferences, so they reach you by email, SMS, or both.
Q: Can I tag a teammate on a task? A: Yes. Type @ in the task's comment box and pick your teammate from the list. Enable Notes mention alerts in your Profile to also get it by email or SMS.
Q: Can I reassign a task? A: Yes. Open the task and pick a different teammate under Assigned To.
Q: Can I turn off AI-created tasks? A: Yes. Task creation is part of your agent's instructions. Contact support@healthdesk.ai and your HealthdeskAI team will adjust it.