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Task Workflows

Updated

Task Workflows allow you to predefine sets of Tasks that are commonly completed for each Event.

Using Task Workflows ensures consistent follow-up across events and reduces the need to manually create the same tasks repeatedly.

For example, you might use a Task Workflow to create a task to check whether payment for an Event has been received 14 days after it ended.

Task Workflows can be:

  • applied automatically via Course Templates
  • applied manually to individual Events

Overview

Each workflow contains a list of tasks with predefined settings such as:

  • task type
  • default assignee
  • description
  • due date offset (relative to the event)

When the workflow is applied, these tasks are created automatically for the Event.

Best practice: Create workflows that cover your most complex (“busy”) scenarios, then remove any unnecessary tasks when applying them.

When to use Task Workflows

  • when events require consistent operational steps
  • when multiple team members are responsible for event preparation
  • when reducing manual task creation is important

Add a Task Workflow

  • Select a Task Type and enter a full description (this becomes the task title).
  • Select a Default Assignee from the list of system users (optional).
  • Enter a short description for use in truncated views.
  • Set the Days value to define when the task is due relative to the Event or finance date:
    • Use a positive value for days after the reference date (for example, 14).
    • Use a negative value for days before the reference date (for example, -7).
    • For public events, negative values apply before the Event start date and positive values apply after the Event end date.
    • For in-house events, the Event start date is used for both positive and negative values.

Edit a Task Workflow

To edit an existing Task Workflow:

  • select the workflow row
  • make your changes
  • save or update the workflow

You can also delete the workflow or cancel your changes.

Important: Deleting a Task Workflow will delete all open tasks associated with that workflow.

Multi-Company setup

In a multi-company environment, Task Workflows can be restricted or shared:

  • Workflows assigned to a specific Company are only available within that Company
  • Workflows set to All Companies are available globally

This allows each Company to manage its own processes while still supporting shared workflows where needed.

How Task Workflows are applied

  • Course Templates: workflows are automatically applied when events are created
  • Events: workflows can be added manually as needed

When applied, tasks are created immediately based on the workflow configuration.

Common issues

Tasks are scheduled incorrectly

Check the Days offset and confirm whether the event is public or in-house, as this affects how dates are calculated.

Tasks are missing from an Event

Confirm that the Task Workflow was applied either via the Course Template or manually to the Event.

Tasks were unintentionally removed

If a Task Workflow is deleted, all associated open tasks are also deleted.

Best practices

  • build workflows for repeatable operational processes
  • use clear task descriptions so responsibilities are obvious
  • test workflows on sample events before rolling out
  • use Company restrictions carefully in multi-company setups

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