Configure automatic tasks
🧠Context
Automatic tasks allow tasks to be created automatically on opportunities based on their status (for example: new opportunity, proposal sent, trip confirmed, etc.).
They help prevent oversights, standardize best follow-up practices, and save time for teams by automatically triggering the right actions at the right moment.
🎯 Goal
Configure automatic tasks so that predefined actions are added to opportunities whenever their status changes.
🧭 Where can you find this feature?
To configure automatic tasks, go to the Settings menu, then to Statuses. Click on a status to access the configuration of the automatic tasks linked to it.
If the Settings menu does not appear, it means you do not have the required permissions to manage your Caladeo workspace settings. In this case, contact a team administrator to adjust your permissions.
🛠️ Step by step
Follow these steps to configure automatic tasks:
- Open the Settings menu from the main navigation.
- Go to the Statuses section.
- Select the status for which you want to configure automatic tasks.
- Click Add task, or select an existing automatic task to edit it.
- Enter the automatic task details:
- Task name
- Task description (optional)
- Due date: number of days
- Relative due date: reference used to calculate the due date (task creation date, opportunity creation date, trip departure date, etc.)
- Save your changes.
👉 What happens next in Caladeo
Each time an opportunity moves to a status for which automatic tasks are configured, the corresponding tasks are automatically created on the opportunity.
❓Frequently asked questions
Are automatic tasks created every time a status changes?
Yes. As soon as an opportunity moves to a status that includes automatic tasks, they are automatically added.
Can I edit an automatic task after it has been created?
Yes. You can edit or delete a task that was automatically created directly from the Tasks tab of the opportunity (see the page Manage tasks).
⚠️ Good to know
- Use automatic tasks to standardize commercial follow-up (client reminders, payment checks, document sending, etc.).
- Avoid creating too many unnecessary automatic tasks to prevent overloading your teams.
- Test your statuses after configuration to ensure tasks are triggered correctly.