Trip Tasks

Every trip comes with a checklist of things that need to happen before departure — collect passport copies, confirm dining reservations, send final documents, follow up with the resort about the room upgrade. Trip tasks keep all of those to-dos organized, prioritized, and visible so nothing slips through the cracks.

Adding Tasks

Open a trip and click the Documents tab, where you'll find the Tasks section. There are two ways to add tasks:

• Quick add — type a task title in the inline input and press Enter. The task is created instantly with default settings. This is perfect for jotting down to-dos as you think of them.
• Full form — click the + button to open the complete task form, where you can set the description, due date, priority, assignment, and status all at once.

Task Fields

Field	What it's for
Title	What needs to get done — keep it short and actionable
Description	Longer notes, instructions, or context
Due date	When it needs to be completed by
Priority	Low, Medium, High, or Urgent
Status	Pending, In Progress, Completed, or Cancelled
Assigned to	Which team member owns this task
Notes	Additional details or follow-up info

Priorities

Tasks are color-coded so you can spot what needs attention at a glance:

Priority	Color
Low	Gray
Medium	Brand color
High	Amber
Urgent	Red

When you open a trip and see red tasks at the top of the list, you know exactly where to focus first.

Working Through Tasks

Click the checkbox next to any task to mark it as completed. Completed tasks automatically move to the bottom of the list, keeping your active work front and center. Changed your mind? Click the checkbox again to reopen a completed task.

Tasks sort themselves automatically:

1. Open tasks first — completed and cancelled tasks drop to the bottom
2. By due date — earlier deadlines float to the top
3. By priority — within the same due date, urgent and high-priority tasks come first

Overdue Highlighting

If a task's due date has passed and it's not yet completed, it gets flagged as overdue with visual highlighting. You can't miss it — and that's the point. Overdue tasks are the ones most likely to cause problems if they stay forgotten.

Team Assignment

In team workspaces, assign tasks to specific agents using the inline dropdown. The assignee shows up right on the task row, so when you're scanning the list you can see who owns what. Reassigning is just as quick — click the assignee and pick someone else.

This is especially useful for agency owners who delegate prep work. Assign "collect passport copies" to your assistant, "confirm resort transfer" to the booking specialist, and keep "send final documents" for yourself.

Task Templates

If you find yourself creating the same set of tasks for every trip — or every cruise, or every Disney vacation — task templates save you the repetitive work.

1. Click Apply Template in the Tasks section (on the Documents tab)
2. Browse your available templates
3. Select one to apply it to the current trip

All the tasks from the template are created at once, with due dates automatically offset relative to the trip's start date. So if a template says "collect passports 30 days before departure," and the trip starts June 15, the task gets a due date of May 16. No manual date math needed.

Tasks on the Calendar

Tasks with due dates show up on the Calendar page as amber pills. Hover over any task to see its title, status, and which trip it belongs to. This gives you a birds-eye view of everything coming due across all your trips — not just the one you're looking at.

Editing and Deleting

Click any task to open the edit form and update any field. To delete a task, hover over the row and click the trash icon. Deleted tasks are gone for good, so use the "Cancelled" status if you might want to reference it later.

Where Tasks Can Live

Tasks aren't limited to trips. They can be attached to:

• Trips — the most common use case
• Bookings — tasks specific to a single booking within a trip
• Proposals — tasks related to proposal preparation and follow-up

This flexibility means you can put the task exactly where it makes sense, and it stays connected to the right context.

Tips

• Use quick add aggressively. When you're on a call with a client and they mention something that needs doing, type it into quick add and press Enter. You can fill in the details later — the important thing is capturing it in the moment.
• Set due dates relative to departure, not today. "2 weeks before departure" is more useful than "March 15" because it stays meaningful even if the trip dates shift.
• Build task templates for your most common trip types. A cruise template, a Disney template, and an all-inclusive template will cover 80% of your trips and save you 10 minutes each time.
• Check overdue tasks first thing each morning. Make it a habit. Open your calendar view, look at the amber pills, and knock out anything that's past due before diving into new work.
• Use priorities honestly. If everything is "Urgent," nothing is. Reserve red for tasks that will actually cause problems if they're not done today.

FAQ

Can clients see my tasks? No. Tasks are internal — they're for you and your team. Clients see itineraries, proposals, and portal content, but never your task list.

Do tasks send notifications? Task changes (assignment, completion) generate in-app notifications for the assigned team member. You won't miss it when someone assigns you a task or completes one you're waiting on.

Can I create tasks without a trip? Tasks are always connected to a trip, booking, or proposal — they need a home. For general business to-dos that aren't trip-related, use your own task manager outside of JourneyFuse.

Related

• Managing Trips — trip detail page where tasks live
• Calendar View — see tasks and trip dates on a calendar
• Bookings — booking-level tasks for specific reservations