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PocketSuite offers two powerful task management tools to help you and your team stay organized: Tasks and Smart Tasks. Tasks are flexible, one-off assignments you can send to any team member at any time. Smart Tasks are structured, repeatable task templates that automatically generate during a reservation, perfect for ensuring nothing gets missed during a client's stay or appointment.

Tasks

Overview

The Tasks feature lets you assign and track actions that your team members need to complete. It's especially useful for work that falls outside of a scheduled service: a one-time errand, a follow-up action, or anything that needs to be done but doesn't fit neatly into your calendar.

To enable Tasks: Go to Settings > Features and toggle on Tasks.

Creating a Task

Tasks can be created from several places in PocketSuite. No matter where you create one, it will always appear in your Task Dashboard. The fields are the same across all entry points: Title, Due date, Team member, Client / Pet, and Task description.

From the Task Dashboard

1. From your dashboard, tap Tasks.
2. On the Tasks Dashboard, tap + in the upper right corner.
3. Fill out the task form:
   • Title, give it a clear, descriptive name
   • Due date, specify when it needs to be completed
   • Team member, assign the task to someone
   • Client / Pet, specify who the task is for
   • Task description, add the details the team member needs
4. Tap Save. The assigned team member will be notified immediately.

From a Client Profile

Opening a client record gives you access to the Tasks section, found beneath the notes area. Tasks created here are automatically linked to that client, making this the best option for follow-ups tied to a specific person, especially useful for lead management when team members are working directly from client records.

On mobile: Open the client's profile and scroll to the Tasks row, just below Notes. It shows how many tasks the client has. Tap the row to open them.

On desktop: Open the client from the Clients list in the left sidebar, or by clicking their name anywhere in the app. The profile shows a Tasks card in the right-hand column, directly beneath Notes. Click Add on that card. The client is filled in for you.

From the Calendar

You can add tasks directly to your calendar so they appear alongside your scheduled appointments.

On mobile: Tap the round + button at the bottom right of the calendar and choose Add a task.

On desktop: Open the Calendar and click + Create in the upper right, then choose Task from the menu.

Once saved, the task appears on the calendar alongside your scheduled appointments, making it easy to see daily responsibilities at a glance.

From an Appointment

Open any appointment and scroll to the Tasks section, just below Notes. Tap Add a task. This is ideal for actions that need to happen during or around a specific session, like taking notes or recording progress, since team members typically review appointment details beforehand.

Managing Tasks

Access your Tasks Dashboard anytime by tapping Tasks from your main dashboard. By default, it shows open tasks due today. You can adjust the filter to view a wider range, like this week. Admins see tasks for the entire team; staff members see only their own.

To mark a task complete or cancel it: Tap the three dots (⋯) to the right of any task and select Complete or Cancel.

To view completed tasks: Tap the arrow at the top of the screen and select Completed. Tasks will be organized by completion date.

To change the time period displayed: Tap the arrow in the top right corner of the screen and select your preferred timeframe.

On desktop: The Task Dashboard opens from the Tasks row on your Home screen. It shows six status tiles across the top, Open, Unassigned, Escalated, Overdue, Completed and Canceled, and you can narrow the list further with the Today, Icons, Pros, Smart tasks and Time of day filters. Each row has its own Complete button, and + Add in the upper right creates a task straight from the dashboard.

How Team Members Receive Tasks

When you assign a task, the team member receives it directly in their PocketSuite messaging feature. The task details match exactly what you entered in the form. Once they've finished, they can self-register the task as complete, and it will update in real time on your Tasks Dashboard.

Smart Tasks

Overview

Smart Tasks take task management a step further by letting you create reusable task templates that automatically trigger during a Reservation. You build tasks once, group them into Smart Projects, and attach those projects to reservations, so the right tasks are always generated at the right time, without manual effort.

Important: Smart Tasks and Smart Projects only work with Reservation appointment types.

Creating a Smart Task

Smart Tasks are the building blocks of Smart Projects. Each task can include custom fields that prompt you or your team to capture specific information while completing the work.

1. Go to Settings > Smart Tasks.
2. Tap + to create a new Smart Task.
3. Add a Name and a Task description.
   • Pro tip: Use dynamic fields like {firstname} in the description to personalize the task to the client or appointment automatically.
4. Tap Task field to add the inputs your team fills in during the task, such as uploading a file, recording a date, or answering client-related questions. The row shows how many fields the task has.
5. For each field, select a field type and decide whether it's required. Tap Done.
6. Tap Save. The task is now ready to be added to a Smart Project.

Creating a Smart Project

A Smart Project is a collection of Smart Tasks that gets attached to a reservation. When the reservation is booked, all tasks in the project are automatically generated for your team.

1. Go to Settings > Smart Projects.
2. Tap + to create a new Smart Project.
3. Add a project name.
4. Tap Smart Tasks to select which tasks belong to this project.
5. For each task, tap Edit frequency & time to set when it is generated. Frequency decides when the task appears once the project is tied to a reservation, and the options are Daily, Start, End, Half-way, Start and end, Start, end, and half-way, Every, Before and After. Time sets the hour the task is due.
6. Tap Save.

On desktop: the same screen is titled Edit smart project, reached from Settings > Smart projects using Add a smart project or by opening an existing one. Each attached task shows its current schedule and carries its own Edit frequency & time link.

Attaching Smart Projects to Reservations:

• To set a default Smart Project for a reservation type, go to Settings > Reservations, open the reservation, and pick one under Attachments > Smart project, the field described as "Automatically generate tasks when this reservation is booked".
• You can change the default Smart Project during scheduling or before the client checks in.
• You can also create a new Smart Project on the fly while scheduling a client or editing an existing reservation.

Task Dashboard

The Task Dashboard is your central hub for tracking and managing all tasks, both manual Tasks and Smart Tasks generated from reservations.

To access it: Go to Home > Tasks.

By default, you'll see all upcoming tasks for the current day. You can filter by time period and task status to find exactly what you need.

From the dashboard, you can:

• Mark a task complete
• Cancel it

Tap the three dots (⋯) next to any task to see these options. Escalated is one of the status tiles across the top of the dashboard, not an action in this menu.

Note: On a team account, Admins and Super Admins can assign tasks to other team members. Limited team members and staff can only assign tasks to themselves.

Quick Comparison

Mobile vs. Desktop: Key Differences

The core functionality is the same across mobile and desktop. Tasks created on one platform are visible on the other, and the Task Dashboard works the same way. The main differences are in how you navigate to each creation point:

• On a client profile, mobile shows a Tasks row under Notes with a count of that client's tasks. Desktop shows a Tasks card in the right-hand column under Notes, with an Add link.
• On the calendar, mobile uses the round + button at the bottom right, then Add a task. Desktop uses + Create in the upper right, then Task.
• The Task Dashboard is reached from Home on both, and carries the same six status tiles (Open, Unassigned, Escalated, Overdue, Completed, Canceled) and the same Today, Icons, Pros and Smart tasks filters on each. Desktop lays the tasks out as a table with a Complete button on every row; mobile stacks them as a list.
• Smart Tasks and Smart Projects are configured under Settings on both platforms.

Whether you're working from your phone in the field or managing your team from a desktop, tasks stay in sync and always appear in the Task Dashboard on the Home screen.