Last updated September 23, 2026
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.
There are three ways to add a task to a trip:
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.
| 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 |
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.
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:
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.
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.
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).
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 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.
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.
Tasks aren't limited to trips. They can be attached to:
This flexibility means you can put the task exactly where it makes sense, and it stays connected to the right context.
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 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.
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