Task Management & Reminders

Overview

The task management system helps travel advisors track follow-ups, deadlines, and recurring workflow steps without leaving Plan Harmony. Instead of maintaining a separate to-do app or spreadsheet, you manage tasks alongside the clients, trips, and invoices they relate to.

Creating Tasks

Navigate to Tasks in the agency sidebar. Click Add Task to open the task drawer.

Each task has:

• Title (required) — what needs to be done
• Description (optional) — additional context or notes
• Due date (optional) — when the task should be completed
• Priority — low, medium, or high
• Client (optional) — link the task to a specific client
• Trip (optional) — link the task to a specific trip

You can also create tasks directly from a client detail page or trip settings page. Tasks created from these pages are automatically linked to the relevant entity, and the client or trip field is pre-filled and locked.

Task List and Filters

The Tasks page shows all your tasks in a table with columns for title, due date, priority, linked client, and linked trip. Click any row to open the task for editing.

Use the filters at the top to narrow your view:

• Status — toggle between Open and Completed tasks
• Priority — filter to show only High, Medium, or Low priority tasks

The task count badge in the sidebar shows the number of tasks due today plus any overdue tasks, giving you a quick sense of what needs attention.

Completing Tasks

Click the checkbox next to any task to mark it as completed. The task moves to the Completed view. To reopen a completed task, switch to the Completed filter and click the checkbox again.

You can also complete tasks inline from the dashboard widget and from the client detail and trip settings pages.

Dashboard Widget

The agency dashboard includes a Today's Tasks widget that shows all tasks due today and any overdue tasks. Each task has an inline checkbox for quick completion. Click View All to go to the full task list.

The widget only appears when you have tasks due today or overdue — it stays out of the way when your task list is clear.

Workflow Templates

Plan Harmony includes six pre-built workflow templates that generate a set of related tasks with calculated due dates:

New Booking Checklist

Anchor: Booking creation date

Creates tasks for confirming reservations, sending booking confirmations, collecting travel documents, verifying payment schedules, adding trip details to the itinerary, and setting up payment reminders. Tasks are due on the anchor date through 2 days after.

Pre-Departure Sequence

Anchor: Trip departure date

Creates tasks starting 30 days before departure: send destination guides, verify bookings (14 days before), send final itinerary and check passport validity (7 days before), confirm transfers (5 days before), and send a bon voyage message (1 day before).

Post-Trip Follow-Up

Anchor: Trip return date

Creates tasks for sending a welcome home message (1 day after), requesting reviews (3 days after), asking for referrals and logging trip notes (7 days after), and scheduling a next-trip conversation (14 days after).

New Client Onboarding

Anchor: Client creation date

Creates tasks for sending a welcome email with intake form, reviewing the completed form, scheduling a discovery call, creating the client profile, and sending initial trip suggestions. Tasks span the first 5 days.

Lead Follow-Up

Anchor: Inquiry creation date

Creates tasks for sending a personalized response (same day), following up if no response (2 days), sending value-add content (5 days), and a final follow-up (10 days).

Proposal Follow-Up

Anchor: Proposal sent date

Creates tasks for checking if the client opened the proposal (1 day), following up with questions (2 days), offering alternatives (5 days), and a final follow-up (10 days).

Applying a Template

1. Go to the Tasks page and click Apply Template
2. Select a template from the grid
3. Enter an anchor date — the reference date that all task due dates are calculated from
4. Optionally select a client and/or trip to link all generated tasks to
5. Review the preview showing each task with its calculated due date
6. Click Apply Template to create all tasks

Snoozing Tasks

If a task isn't ready to be actioned, click the alarm clock icon on the task row and choose a snooze option:

• Later today — snooze for 3 hours
• Tomorrow morning — snooze until 9 AM tomorrow
• Next week — snooze until 9 AM Monday

Snoozed tasks are hidden from the Today's Tasks dashboard widget and won't trigger reminders until the snooze period expires. The original due date is preserved — snoozing only delays when the task resurfaces.

Reminders

Plan Harmony sends automatic reminders for tasks with due dates:

• Due reminder — sent when a task reaches its due date via push notification and email
• Overdue reminder — sent 24 hours after the due date if the task is still open
• Daily digest — an email sent at 8:00 AM in your agency's timezone listing all tasks due today and any overdue items

To set your agency's timezone, go to Agency Settings and select your timezone from the dropdown. This controls when the daily digest email is sent.

Linked Tasks on Client and Trip Pages

Both the client detail page and the trip settings page include a Tasks section that shows all open tasks linked to that entity. From these sections you can:

• View open or completed tasks with a toggle
• Complete tasks inline by clicking the checkbox
• Add a new task that is automatically linked to the client or trip