Managing tasks and personal reminders is crucial for ensuring that nothing slips through the cracks in your daily operations. Digitail makes it easy to create, organize, and track tasks and reminders directly to your Calendar, so you can stay on top of everything that needs your attention.
Tasks Overview
Tasks are a common method to organize your day and work and they can be used for:
todos ✅
personal reminders 🕐
client follow-ups ☎️
quick blocks 📵
... anything that's not a patient appointment but still occupies time in your day!
Ways to Add a Task: Tasks can be added throughout the platform, depending on the use case. Review all of them below!
Task Details: For each task, enter a title and time frame, which are mandatory. You can also include notes, assign it to a specific staff member or room/kennel, and link it to a client and their pet if necessary.
Blocking Time: If the task requires uninterrupted time, select the "Not available for appointments" option to block off this period in your calendar.
Tasks can also be added for a full day or multiple days without setting a specific hour.
Task Statuses
Tasks are marked as Due (displayed in white) by default. They become Overdue (displayed in red) if more than five minutes pass after their end date. You can mark tasks as Done (displayed in green) at any time or undo them if necessary.
Task Recurrences (only available on the New Calendar/Whiteboard 🚀)
With the new Task Recurrences feature, you can effortlessly set up recurring tasks, ensuring important duties are never overlooked. This enhancement will help maintain consistency in task management, improve workflow efficiency, and allow your team to focus more on providing excellent care to your patients.
To set up a recurrence, click on the icon next to the 'All day' checkbox. You'll see multiple quick options that you can choose from (such as a Daily or Weekly recurrence) or you can customize a specific one.
When clicking on 'custom', you'll be able to set if the task should repeat every few hours, days or weeks, if it should repeat only on specific days, and when the recurrence should end.
When using the task recurrence feature, tasks aren't created all at once far into the future. Instead, we generate tasks gradually based on the recurrence interval. Here's how it works:
Hourly tasks: We create up to 1 month’s worth of tasks in advance.
Daily tasks: You’ll see tasks for the next 3 months.
Weekly tasks: We generate tasks for up to 1 year.
Monthly and Annual tasks: Tasks are set up to appear up to 2 years in advance.
So, if you add a task that recurs every hour for 2 years, and you jump ahead to a date next year, you might not see the task yet because it's too far in the future. But don't worry — every day, new tasks are automatically created, keeping your schedule up to date, until the recurrence ends or is manually stopped.
When you edit or delete a Recurrent Task, you'll be asked if you want to modify only the specific task, this task and all the upcoming ones, or the entire recurrent sequence.
When previewing a Task, you'll also be able to see at a glance a summary about its recurrence, if any.
Adding a Task
Depending on your workflow and the step you are at, Digitail makes it easy to create new appointments from different screens.
From the Calendar
Add tasks directly from the Calendar screen using the top button or by right-clicking on any available slot. This method associates the task with a specific user and time.
From the Patient's Profile (Timeline)
Adding an task from the patient's Health Card pre-fills client and patient names, streamlining the process.
From the SOAP/Record
In the Plan section under Follow-ups, you can quickly add a follow-up task directly linked to the specific patient Record.
From the Flowboard
You can add new tasks under specific visits / records to keep track of what needs to be done and when. These tasks will be associated to a specific Record/SOAP and patient.
From the Whiteboard
You can add new tasks on the Whiteboard simply by clicking o the desired slot. These tasks will be associated to a specific Record/SOAP and patient.
Find out more about the Whiteboard in this article.
Review and Manage Tasks
Task names, notes, the assignee and the due date are visible at a glance, and by clicking on a task, you can view additional notes, update information, or delete it.
Filters and Views
Use the Filters sidebar to show only tasks, hide them, or display both tasks and appointments simultaneously. Clicking on a task reveals more details, allows updates, or deletes the task.
Task Changes History
By clicking on a specific task on the Calendar or on the patient's Timeline you can see a quick task history, including who added the task and who marked it as Done.
Edit or Delete Tasks
Click right on any task to edit or delete it. If you click on delete, you'll be asked to confirm the action, to avoid a cancelation done by mistake, as this action can't be undone.
Task Notifications
Digitail’s task management feature ensures that teams stay informed with real-time updates. As tasks are completed, reassigned, or updated, the system reflects these changes instantly. The responsible staff members are notified via the Notifications Center when such changes occur, so they can stay in the loop.
Block off time in your calendar with Tasks
Do you want to block off time for a break, an emergency, or another type of scheduled event? Now, there is an easy way to do so in your calendar to avoid overbooking!
You can simply add a Task from the Calendar page and decide if you want that time marked as "Not available for appointments." If you select this option, clients won't be able to book appointments during that interval.
This is a quick option you can use whenever you want to block time in the calendar. If you need to block time with a recurring pattern (for example, lunch breaks that take place at the same time every day), we recommend using the rules in your clinic's schedule or your personal schedule and setting up Schedule Templates.