Tasks and follow-up

Create tasks attached to your events, assign them to your team, and never let a follow-up slip again.

In events, deals are won on the follow-up. Between a couple's venue visit, sending a quote and confirming a corporate seminar, dozens of small commitments pile up — and a single forgotten one can push a client toward a competitor. Joinways tasks turn your "I need to call back" into dated, assigned actions that are impossible to forget, attached directly to the relevant event file.

Instead of a notepad or an overflowing inbox, you get a centralized task list where every action has a title, a due date, an owner, a priority and a status. The whole team sees who does what, and nothing slips through the cracks.

Prerequisites

Before creating your first tasks, make sure you have the following in place.

An active Joinways account with access to your workspace.
At least one event created, if you want to attach the task to a specific file.
Your team members invited to the workspace, so you can assign tasks to them.
Your notifications enabled if you want to be alerted as due dates approach.

What you'll learn

Create a task attached to an event
Assign it to a team member and give it a due date
Set a priority and move it through its statuses
Filter and find your tasks for the day
Automate recurring follow-ups

Create a task

A task can be created on its own or attached to an event. Attaching is the recommended practice: the task then appears in the event file, next to the quote, the notes and the files, giving a complete view of where the deal stands.

Open the relevant event, then go to its Tasks section.
Enter a clear title describing the expected action (for example "Follow up on the quote").
Choose a due date: when the action must be completed.
Assign an owner from among your team members.
Set a priority (low, medium, high or urgent) to help everyone prioritize.
Save: the task appears with the To do status, ready to be tracked through to completion.

Assign and prioritize

Assignment answers a simple question: who acts? Without a designated owner, a task risks being orphaned. Priority, in turn, tells the team the order in which to handle actions when a day is busy.

Select the responsible member: they become the owner of the task.
Choose the priority that matches the commercial stakes: a hot quote follow-up goes to high or urgent.
The owner finds the task in their own list and gets an alert as the due date approaches.

Move the status forward

The status reflects the real progress of the task. Moving it forward lets the whole team know, at a glance, what is in progress, what is waiting on a reply and what is done.

Move the task to In progress when you start working on it.
Switch it to Waiting if it depends on a reply from the client or a supplier.
Mark it Done once the action is complete, or Cancelled if it no longer applies.

Reference: task fields and states

A Joinways task relies on a set of structured fields. Knowing them lets you fill in your tasks consistently and filter them effectively.

Title: the name of the task, describing the expected action.
Due date: the date (and time) by which the task must be done.
Owner: the team member the task is assigned to.
Attached event: the file the task is linked to, making it live in the event's context.
Priority: low, medium, high or urgent.
Status: To do, In progress, Waiting, Done or Cancelled.
Description and notes: free-form context to clarify the situation or instructions.

On the priority side, the full scale runs from lowest to highest.

Low: no urgency, handle when time allows.
Medium: the default priority, standard level.
High: important action to handle as a priority within the day.
Urgent: critical action not to be postponed, like a hot quote follow-up.

On the status side, the full lifecycle is as follows.

To do: the task is created and waiting to be picked up.
In progress: the owner has started working on it.
Waiting: the task is blocked by a third party (client, supplier, approval).
Done: the action has been completed.
Cancelled: the task no longer has a reason to exist and is removed from the active flow.

Find and filter your tasks

Beyond each event's file, you can view all of your tasks and filter them to focus on what matters.

By owner: to see only your tasks or a colleague's.
By due date: to isolate the tasks of the day or week.
By status: to see only what is still To do or Waiting.
By priority: to surface urgent and high actions.
By event: to gather all the actions of a single file.

How it works

Each task is a structured record tied to your workspace and, most often, to an event. When you fill in a due date and an owner, Joinways relies on your notification settings to trigger alerts as the date approaches.

Status changes are instant and visible to the whole team: as soon as a task moves from In progress to Done, it leaves the list of actions to handle. Filters rely on those same fields to give you, at any time, a targeted view of your workload.

Finally, automations can create tasks for you according to rules: for example, generating a dated follow-up after a quote is sent. A task created this way behaves exactly like a manual one, with its due date, owner and status.

Edge cases

A few situations deserve special attention when managing tasks.

Unattached task: a task can exist without an event (internal or administrative action); it then stays in your general list.
Task without a due date: it remains valid but won't trigger any reminder; remember to date important actions.
Overdue task: an unfinished task whose date has passed shows as overdue to flag the risk.
Waiting task: use this status instead of leaving it In progress when you depend on a third party, to distinguish a wait from a real blocker.

💡 Tip: create an automation that generates a "follow up on the quote" task 48h after sending if nothing is signed. You no longer rely on your memory to follow up at the right moment.

Best practices

Turn every client promise into a dated task, right at the end of the call or visit.
Review your tasks for the day every morning, filtered by due date and priority.
Always set an owner: a task without one is a forgotten task.
Write action-oriented titles ("Follow up", "Confirm", "Send") rather than vague ones.
Automate standard follow-ups to free your attention for complex cases.
Update the status in real time so the team keeps a reliable view.

Troubleshooting

Problem: I don't receive any reminders for my tasks.

Cause: either the task has no due date, or your notifications are disabled.

Solution: add a due date and check your notification settings.

Problem: a task doesn't appear in the event file.

Cause: the task was created without being attached to the event.

Solution: edit the task to link it to the relevant event.

Problem: a colleague can't see the task I assigned to them.

Cause: the selected owner is the wrong member, or the colleague is filtering their list.

Solution: check the assigned owner and ask them to clear their status or priority filters.

Real-world example

After a visit, the planner creates 3 tasks attached to the file: send the quote (D+1, high priority, owner themselves), follow up (D+4, medium priority), confirm the menu with the caterer (D+10, medium priority, owner the head chef). Each due date triggers an alert, and no step falls through the cracks.

Another example

For a corporate seminar, the sales rep assigns a "Validate the floor plan" task to the technical manager with an urgent priority and a D-3 due date. The manager moves it to Waiting while the client confirms the headcount, then In progress, then Done once the plan is locked — the team tracks progress without chasing anyone.

FAQ

Do I get a reminder? Depending on your notifications, you're alerted as the due date approaches, provided the task has a date.

Must a task be linked to an event? No, attaching is optional, but it's recommended to keep the file's context.

What priorities are available? Low, medium, high and urgent.

What statuses can a task take? To do, In progress, Waiting, Done and Cancelled.

Can I reassign a task? Yes, edit the task and change the owner at any time.

How do I find only my tasks for today? Filter by owner and by due date to isolate the day's actions.

Can automations create tasks? Yes, you can set up rules that automatically generate dated follow-ups.