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

There are three ways to add a task to a trip:

• Quick add — open the trip's Docs & Tasks tab and type a title in the Add a task... (press Enter) row at the top of the Tasks section. Press Enter and the task is created on that trip. The picker beside it lets you attach the task to one booking instead of the whole trip.
• + Add at the top of the trip — click + Add in the bar at the top of the trip and choose Task. It works from any tab, including Overview, and opens the full form already set to this trip, so you can add a description, due date, priority and assignee at once.
• From the Tasks page — click New Task and choose the trip under Link to. Start typing in the search box to find a trip, client, booking or lead by name; results are grouped by kind.

Group trips

On a group's page, click Add task next to Message all. The task goes on the trip behind the group's booking page, so it appears on your Tasks page under that trip's name. The button shows once the group has a booking page.

Task Fields

Priorities

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

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

Steps Inside a Task

Some work is one job made of several small checks: pre-vetting a new lead, getting a booking ready to confirm, preparing final documents. Instead of seven separate tasks, give one task its steps.

1. Open the task (or click New Task).
2. Under Steps, type a step in Add a step and press Enter. Keep going for each one.
3. Tick each step as you finish it. Ticks save straight away, and each one shows who ticked it and when, like Maria · 9:14 AM.

On the Tasks list the row shows how far it got, for example 3/7. When the last step is ticked the task offers Mark task done. It never closes itself, so the person who owns it still decides it is finished.

• Rename a step by clicking its name. Remove it with the ✕.
• Anyone who can see the task can tick its steps. Owners, admins and support staff see every task in the agency, so an assistant can work through a task assigned to an advisor, and the advisor sees exactly which checks are done.
• Steps share the task's due date and assignee. If an item needs a different person or a different day, make it its own task. Checklists (below) are built for that.

Repeating Tasks

Some reminders come round on a schedule: check a visa or entry-rule page every month, renew a certification every year, review open quotes every Friday. Make one repeating task instead of one per month.

1. Open the task (or click New Task).
2. Set a Due Date for the first one, then pick how often under Repeat, for example Every month.
3. Save. The row on your Tasks list shows Every month next to its date.

When you tick it off, the next one appears straight away with the same title, description, steps (unticked), link and assignee, due one interval later. A monthly task stays on its day of the month, and if you finish one late the next one is due after today, so it never arrives already overdue.

• To stop repeating, open the open task and set Repeat to Does not repeat, or delete it. Finished tasks in the series stay in your history.
• No due date? The next one is counted from the day you tick it off.

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.

If you don't pick anyone, the task still gets an owner: the trip's advisor, or the client's advisor when the trip has none, or you if neither is set. The same goes for checklists and automation tasks. Only a task you deliberately set to Unassigned stays unassigned, and in a team workspace you'll find those in Agency view.

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. Build and edit them in Library → Templates → Task lists (see Task Templates).

1. Click Apply Template in the Tasks section (on the Docs & Tasks 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.

If you connected Google or Outlook in Settings, Calendar, tasks assigned to you are also pushed there as all-day events. Untick Include tasks made by automations to keep only the tasks you add or are given by hand.

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
• Clients — tasks about a person rather than one trip
• Leads — follow-ups before a lead becomes a trip
• Groups — hard stops, cabin return dates and anything else for a whole group. Open the group and click Add task at the top, or type one into the Tasks card on the Overview. Group tasks show on the group page, on your dashboard and in Tasks under the group's name.

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? Yes, two ways. Assigning a task rings the in-app bell for the person it lands on, and if a teammate assigned it, they also get an email with the task, its due date and a link to open it. Tasks you assign yourself (or that land on you by default) ring nothing, and tasks an automation or checklist creates ring the bell only. Anyone can switch the email off for themselves under Settings → Notifications → Reminder Schedule → Assigned to me.

Can a task have steps inside it? Yes. Open the task and add them under Steps. A Create Task step in an automation can add the same steps to every task it creates, which is how an agency gives its assistants a checklist for every new lead or form. See Automations.

Can a task repeat? Yes. Pick how often under Repeat and the next one is created each time you tick it off. See Repeating Tasks above.

Can I create tasks without a trip? Yes. On the Tasks page click New Task and leave Link to (optional) set to None. It stays on your list like any other task, which suits business to-dos such as checking an entry-rule update.

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