Tasks

Create a task from the Tasks page

1. Open Tasks.
2. Click New task.
3. Choose the Type:
   • SMS
   • Email
   • Call
   • Review
   • To-do
4. Choose the Priority: Urgent, High, Medium, or Low.
5. Enter a clear Title describing the next action.
6. Add an optional Description with context or instructions.
7. Add any Files. They upload once the task is created. See Files.
8. Choose a Due date and, if useful, a Time.
9. Leave Repeat on Doesn't repeat, or pick a schedule. See Repeating tasks.
10. Add one or more Contacts. A contact is required for SMS, Email, and Call tasks.
11. Add any Matters the task is about.
12. Choose Assign to. It starts with you. Pick a teammate, or Auto-assign.
13. Click Create task.

Several contacts and matters on one task

A task can carry several contacts and several matters. The first one you add of each is marked Main. Use Make main on another one to switch.

• The main contact and main matter decide what the task does: who is texted, emailed, or called, which time zone applies, and what drafts are written about.
• The other contacts and matters are linked only so the task shows up on their records. They are never messaged or called from the task.

In the task window, a long list collapses to the main one and a count such as +2. Open the row to add, remove, or change the main one.

Create a task from a contact

Use this path when the work is about a contact you already have open.

1. Open the contact.
2. In the composer at the bottom of the contact window, choose Task.
3. Write a one-line title.
4. Pick the type, the due date, and who it is assigned to.
5. Click Add task.

The contact is attached automatically. This quick form has no description, repeat, or matter fields. Open the task afterwards to add them.

Understand task types

Choose the channel the assignee is expected to use. You can change it later: in the task window, click Type in the left column and pick any type the task can become (SMS and Call need the contact's phone, Email needs their email; Meeting link is not offered). The AI rewrites the draft, talking points or steps for the new type. Change channel on the action row is the one-click shortcut to a call, SMS, or email. The type is fixed while the task needs review, while an AI agent is calling, on a procedure's task, and once the task is handled or dismissed. Changing the type of a repeating series changes every task still to come.

Work the task list

The tabs across the top of the Tasks page each show a count:

Use Filters, or the quick Owner, Type, Due date, and Created by buttons, to narrow the list. The search field at the right of the toolbar finds tasks by their title, their details, or the contact's name; × clears it.

The list's columns are Task, Contact, Lead score, Type, Status, Owner, Due, Created, and Created by. Click a task's Owner to change it in place: search, Unassigned, your teammates, or one of your firm's AI agents.

In Status, a task that is In progress with at least one of its steps ticked shows a ring in place of the usual circle, filling as steps are ticked. The ring is full when every step is done; the task stays open until someone marks it done.

The filters include:

• Repeat: Repeating tasks, Series, or One-off tasks.
• Owner: people, Unassigned, and an AI agents group when your firm has AI agents.
• Client: Client, Not marked client, or No contact. This follows the contact's Client mark. See Clients.
• Created by: you, another teammate, an AI agent, the assistant, a procedure, meeting intelligence, or an import. Each group opens to its individual sources.
• AI status, Grade, Heat, Due date, and Date created.

To keep a combination of tabs and filters, open Saved views and choose Save this view. Saved views appear as extra tabs. A lock means only you see it; a people icon means it is shared with everyone at the firm.

In the Created by column, a meeting such as "Meeting · Sep 29" opens that meeting's window in place.

Pin tasks

Click the pin beside a task's title, or Pin to top in the row's ⋯ menu, to keep it at the top of your default views under a Pinned band. Pins are yours alone: teammates do not see them, and they stay with your account on any device.

Open and work a task

Click a task to open its window. From the header you can edit the title in place, Copy link to the task, pin it, and change its status: Not started, In progress, Handled, or Dismissed.

The action row under the details shows:

• The main button for the task's type, such as Send SMS, Send email, Send link, Mark done, Approve and send for a draft waiting for your OK, or Delegate to AI for a call.
• Work on task: starts a chat with the assistant, with this task attached, so it can help. Once you have a chat for the task, the button reads Open Assistant and reopens it. Each person has their own chat for a task; teammates don't see yours. It appears on open tasks on desktop, except call tasks. See Get help with a task.
• Change channel, Reschedule, and Dismiss. When you dismiss a task the AI suggested, you are asked why. You can choose Skip.

Email tasks show a From line naming the inbox the email will be sent from, or saying that no inbox is connected.

Below the details, the window shows the task's Steps or draft, then Notes, Files, and Activity. An email in Activity opens in its own window. See Open one email in its own window.

Who can do what

Everyone at your firm can see and edit every task. Sending and deleting are kept to fewer people:

• Only the person the task is assigned to, an admin, or the firm owner can send its text, email, or meeting link, approve a held message, delegate a call, or delete the task. On an unassigned task, only admins and the owner can.
• Everyone else sees those buttons locked, with Only the person it's assigned to, an admin or the firm owner can do that.

Task details

The task's details show as formatted text in the window. Click Edit to open the full-page editor, which has headings, lists, checklists, quotes, dividers, and code blocks with a copy button. Type / for the menu: Skill first, then the formatting. It saves as you type; there is no Save button. Back to task (or Escape) returns to the window.

Link a skill. Type /, choose Skill, and pick one of your firm's published skills from the list, which you can search. It shows as a chip in the details; click the chip to open the skill in its window over the task. A task can link up to 10 skills. Whoever works the task follows them: the assistant, the executive assistant, a voice agent on a call delegated from the task, and your connected AI tools all get the task's linked skills when they work on or read it. A link to a skill you can't see shows as plain words, and editing around it never removes it. See Skills in tasks.

On a wide screen, a column beside the editor shows the task's Files, and History: who edited the title or details, and when. Handled and dismissed tasks open read only.

Type @ in the details to mention a teammate. See Mention a teammate.

Task steps

Tasks that aren't a text, email, call, or meeting link show Steps written by AI, with a Done when line. On an open task, anyone at the firm can change them:

• Click a step to reword it. Enter saves and Escape cancels.
• Add a step, remove one with × (Undo brings it back), or drag a step to reorder.
• Click Done when to say when the task is finished.

Each step has a checkbox. Tick it when that part is done: the step reads muted, the count beside Task steps and the bar under it move, and the task's history records who marked it complete. When every step is ticked the head says All steps done; the task itself stays open until you click Mark done. A task that is one single action may have no steps at all, since the one thing to do is the task itself; it offers Generate steps if you want a list, and Add a step always works. On a repeating task, the series' steps are its template: every new task starts with them, unticked.

Once someone edits the steps, they show Edited, and the AI never rewrites them on its own. When the task's title or details change after the steps were written, from anywhere, the steps show Task updated beside Rewrite steps as a cue. Rewrite steps has the AI write new ones from the task's current title and details at once, with no confirmation. If you prefer the old ones, Undo beside Steps rewritten puts them back exactly, and it stays there until the steps next change.

Notes

Notes keeps a running conversation about the task, oldest first, with who wrote each note and when.

1. Write in the box at the bottom: Add a note. Type @ to mention a teammate.
2. Press ⌘ Enter to save.

• Everyone at your firm sees every note, on open and finished tasks.
• Notes are shared with AI by default. Click the eye before saving to Hide from AI; the note then shows Not shared with AI, and no AI ever reads it. Your teammates still see it.
• Only the person who wrote a note can edit or delete it. An edited note shows · edited. Delete note removes it for everyone.
• A note can be up to 10,000 characters.

The assistant you chat with and your connected AI tools can read notes shared with AI. AI that writes to contacts, such as procedures and voice agents, never reads them.

Mention a teammate

Type @ in a note or in the task's details and pick a teammate. They get a Mentioned you notification in the bell, which opens the task at that note. If they turned on Email me when I'm assigned or mentioned in a task, they get an email too. If the note is hidden from AI, the email names the task but not what the note says. Nobody is told twice about the same note.

Email me when I'm assigned or mentioned in a task

Under Settings > Tasks, Your email has Email me when I'm assigned or mentioned in a task. It is off by default, and each person sets their own. When on, you get one email at your sign-in address when a task assigned to you shows in your bell, or when a teammate mentions you. Never for tasks you assign yourself. The bell works the same either way.

Files

Files holds documents for the task. Click Add files, or drop files anywhere on the task window.

• Pictures (JPG, PNG, GIF, WebP, HEIC), PDFs, Word and Excel files, CSV, and text files.
• Up to 25 MB each, and 20 files on a task. Files with macros, and videos, can't be added.
• Finished tasks still take files.

Everyone at your firm can open and download them. Pictures and PDFs open in the browser; other files download. Files open only for people signed in to your firm. The person the task is assigned to, admins, the firm owner, and whoever added a file can Remove it. The task's Activity shows who added or removed each file.

The assistant you chat with and your connected AI tools can read a task's files when you work on the task. AI that writes to contacts never sees them. A task you create from an assistant message keeps the files on that message.

Delegate a call to AI

On a call task, click Delegate to AI, then:

1. Pick the Calling agent.
2. Check What the call is about, and click Edit to change it.
3. Under Anything to add?, add instructions the agent follows first, before its talking points.
4. Optionally turn on Connect [contact] to me to have the agent ring you and connect you, or Book [contact] a meeting with a meeting type. Only one can be on.
5. Choose Now, or Schedule for a later time. Outside the contact's calling hours, the panel says so.
6. Click Confirm and delegate or Confirm and schedule.

A scheduled call can be changed, cancelled, or taken over with I'll call instead. If the contact is not reached, you can have the agent try again or mark the task handled. Calling needs a voice agent set up to place calls; see Create a voice agent.

Repeating tasks

Use Repeat in New task, or the Repeat row in an open task, to make a task come back on a schedule:

• Every day, Every weekday (Mon–Fri), Every week on [day], Every 2 weeks on [day], Every month on the [date], or Custom… for any number of days, weeks, months, or years, with an optional end date or number of times.
• Next one: When this is done (the default) makes the next task only after this one is finished. On schedule makes a new one on time, whether the last one is done or not.

A repeating task shows a small repeat icon after its title. When you change the due date of one, or delete one, you are asked whether the change is for This task only or This and all future tasks. Choosing Doesn't repeat stops the series: the current task stays on the list and no new ones are made after it.

The series

Each repeating task belongs to a series. Open it from the repeat icon in a task's header (Edit repeating series) or Edit series… at the bottom of the Repeat menu. The series opens in the same window, with Back to the task. You can also set the Repeat filter to Series to list them all.

The series shows the schedule, the owner, its Files, and an Occurrences table of the next, open, and recent tasks, with Stop repeating. Changes to the series reach the next task and every one after it.

Files on a series are added to each new task in it, as that task's own copy. Adding a file to the series also adds it to the series' open task. Removing a file from the series keeps it out of tasks to come, and tasks already made keep their copy.

A series is not a task itself. It does not appear in the tabs, counts, or overdue lists.

Give a task to an AI agent

The Owner row in an open task, or the Owner cell in the list, can also hand the task to one of your firm's AI agents. The task then shows the agent and the person it works for. The New task form and bulk Assign offer people only.

Act on several tasks at once

1. Select the checkbox beside each task, or select every task in the view.
2. Use the bar that appears to:
   • Mark handled
   • Dismiss
   • Assign to a teammate
   • Delete
3. Confirm the result in the list and the tab counts.

Delete always asks first, and deleted tasks can't be recovered. Unless you are an admin or the firm owner, it deletes only tasks assigned to you. Mark handled skips tasks that need a decision from you. Use Dismiss when a task should not be done but should stay in the work history. Use Delete for duplicates or mistakes.

To reopen a finished task, set its status back to Not started or In progress, or use Reopen in the row's ⋯ menu.

AI-suggested tasks

Superpractice can suggest follow-up tasks from contact, call, meeting, and pipeline signals. To find them, use the AI status filter, for example Suggested by AI · open. Then:

1. Review the title, contact, lead score, due date, and owner.
2. Open the task for the underlying context.
3. Use the main button, or mark it handled once the work is done.
4. Dismiss suggestions that are not right, and say why.
5. Reassign tasks when a different person owns the relationship.

Task suggestion and assignment are configured under Settings > Tasks.

Tasks from meetings

Tasks made from a recorded meeting, for the things your side promised to do, are to-dos unless the whole promise is one message or call. "I'll send you the engagement letter" is a to-do, because the letter has to be prepared first. A recap email, a link the firm already has, a quick text, or a promised call becomes an email, text, or call task.

They get their due date this way:

• The date someone promised in the meeting, such as "by Friday" or "before our next call", even if that is today or weeks away.
• Otherwise, 1 to 3 business days after the meeting: 1 for quick items, such as a recap, an intro, or a short email, and for anything the client is waiting on; 2 or 3 for larger work, such as drafting a document or research.

The meeting's report shows the same date as the task.

Task hygiene

• Give every time-sensitive task a due date.
• Assign an owner unless your firm deliberately uses auto-assignment.
• Put a contact on all outreach work.
• Mark a task Handled only after the action is complete.
• Dismiss stale or unsuitable AI suggestions instead of leaving them overdue.
• Use Assigned to me for daily work and the Unassigned tab for clean-up.

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