Now that you know which tasks exist, it's time to configure them. You switch tasks on or off, link them to teams and set priorities. The goal: a clear task list that tells your team exactly what needs to be done. Not too much, not too little.
Step 1 - Opening task management
Go to Settings > Way of working > Tasks. You'll see an overview of all available tasks, grouped by category.
Each task has: - A name describing what needs to be done - A status (on or off) - A team link (which team sees this task) - A priority (low, normal or high)
Step 2 - Disabling tasks you don't use
For every task you don't want to use:
Find the task in the overview
Click the toggle to the right of the task
The toggle turns grey with a line through it - the task is now disabled
A disabled task no longer generates notifications and no longer appears on your team's homepage.
Which tasks do you almost always turn off?
Schedule employee - generates too many tasks
Schedule vehicle - generates too many tasks
Tasks that belong to features you don't use (for example storage tasks if you don't offer storage, or certificate tasks if you're not an accredited removal company)
Step 3 - Enabling tasks
For every task you want to activate:
Find the task in the overview
Click the toggle to the right of the task
The toggle turns coloured - the task is now enabled
Assign the task to a team (see step 4)
Optional: set the priority (see step 5)
An enabled task automatically appears on the homepage of the team members assigned to the linked team.
Step 4 - Linking tasks to teams
This is the step that ensures the right people see the right tasks. Instead of everyone seeing everything, you assign each task to the team that's responsible.
Assigning tasks to a team
When you enable a task, you choose straightaway which team sees this task:
Enable the task
Select the team in the dropdown menu next to the task
The task now appears on the homepage of all team members
Example assignment:
Task | Assign to team |
New quote requested | Sales |
Quote accepted | Planning |
Schedule removal | Planning |
Create invoice | Invoicing |
Send invoice reminder | Invoicing |
Damage report received | Damage |
Request certificate | Warranty certificates |
Schedule survey | Planning |
Tip: Always add at least two people per team. If someone is off sick or on holiday, the other can take over their tasks. On the homepage, you can filter by a colleague's tasks and take them over.
Step 5 - Setting priorities
Every task can be given a priority: low, normal or high. The priority determines how the task is displayed on the homepage.
Priority | When to use | Display |
High | Urgent tasks that require immediate action | At the top of the list, displayed prominently |
Normal | Standard tasks | Normal position in the list |
Low | Tasks that can wait | At the bottom of the list |
Recommended priorities:
Task | Priority |
Damage report received | High |
New quote requested | High |
Email not being delivered | High |
Quote expired | Normal |
Create invoice | Normal |
Collect materials | Low |
Tip: Set the task "Email not being delivered" to high priority. If a customer isn't receiving your emails (for example because the email address is wrong or the message lands in spam), you often only notice once it's too late. A quote that never arrives is a lost lead.
Set the priority via the dropdown menu next to the team link.
Step 6 - Setting task deadlines
Every task has a deadline: the number of days before (or after) an event on which the task appears. This determines when your team gets a reminder.
Recommended deadlines:
Task | Deadline | Explanation |
Request permit | 30-35 days before the removal | Councils need processing time |
Collect boxes from customer | 21-90 days after the removal | Depends on agreements with the customer |
Deliver boxes to customer | 14-21 days before the removal | Customer needs time to pack |
Create invoice | 0 days (after completing the job) | Invoice immediately after the job |
Tip: The deadline for delivering boxes depends on how you work. Some companies deliver boxes 3 weeks in advance, others only 2 weeks. Tailor this to your own process.
How tasks work in practice
When a task is triggered by the system (for example, a new quote comes in), the following happens:
The task appears on the homepage of all members of the linked team
A team member clicks the task to open it
The team member carries out the action (for example: reviewing the quote)
The team member clicks Complete to tick off the task
The task disappears from the homepage
Taking over tasks during absence
If a colleague is off sick or on holiday:
Go to the homepage
Filter by Show tasks from [colleague]
You'll see all open tasks from that colleague
Take over the tasks that are urgent
This only works if there are multiple people in a team. That's why it's important to always assign a back-up per team.
Example: typical task configuration
Below is an example of how an average removal company configures its tasks:
Active tasks (12 of the 40+)
Task | Team | Priority |
New quote requested | Sales | High |
Quote accepted | Planning | Normal |
Quote expired | Sales | Normal |
Schedule survey | Planning | Normal |
Schedule removal | Planning | Normal |
Schedule box delivery | Planning | Low |
Collect materials | Planning | Low |
Create invoice | Invoicing | Normal |
Send invoice reminder | Invoicing | Normal |
Damage report received | Damage | High |
Handle damage with customer | Damage | Normal |
Request certificate | Warranty certificates | Normal |
Disabled tasks
Schedule employee
Schedule vehicle
All HR tasks (added later)
Storage tasks (if you don't have storage)
Transport tasks (if you don't do transport)
This gives a clear homepage where every team member can see straightaway what needs to be done.
Tips
The system never automatically sends a quote or invoice. Tasks are reminders, not automatic actions. You always carry out the action itself manually. This gives you the assurance that nothing goes to customers without you having checked it.
Start with the default and adjust later. You don't need to get everything perfect in one go. Start with the tasks from the recommended list above and adjust based on experience. After a few weeks, you'll naturally notice which tasks you're missing or which are too many.
Keep the number of active tasks manageable. Aim for 10-15 active task types. That gives enough guidance without becoming overwhelming.
Only switch on HR tasks after going live. HR (holidays, sick leave, expense claims) is a separate project. Only tackle this once the basics have been running for at least a month.
Multiple people per team is crucial. A team with only one person is vulnerable. If that person is unavailable, tasks are left undone.
Regularly review your task list. After the first month, go through the task list. Are there tasks that never get completed? Then they might not be relevant. Are there tasks you're missing? Then you can enable them after all.
Please note
Making all tasks visible to everyone causes confusion. If the planner also sees invoicing tasks and the invoicing employee also sees planning tasks, nobody knows anymore what has priority.
Activating HR tasks too early leads to noise. Your team is still learning the basic workflow. Adding HR tasks on top makes it unnecessarily complex.
No back-up person in a team means tasks are left undone in the event of sickness or holiday. Always assign at least two people per team.
Want to know more?
The homepage - Overview of the homepage with tasks and shortcuts
Setting up tasks on the homepage - How to organise tasks on the homepage
Entering tasks - Activating tasks and linking them to teams
Next step: Connecting Mollie - connect Mollie so customers can pay invoices directly online via iDeal.