05. Tasks

The task system is the operational core of Vixiees. Every interaction with a contact is managed through tasks that are created, assigned, prioritized, and completed following defined rules.

Task Lifecycle

Each task goes through these states:

Created → Started → Completed
   │         │
   │         └─→ Restarted → Created
   │
   └─→ Cancelled

Task States

Results of Completing a Task

Task Creation

Automatic Creation

The system creates tasks automatically when:

• A contact enters a stage with configured task templates
• A recurrence is met (retry)
• A workflow is triggered
• An inbound call, WhatsApp, or email arrives

Manual Creation

Administrators can create tasks manually:

• Via API
• As a scheduled reminder

Creation Validations

The system verifies before creating a task:

• The task template exists and is active
• The contact meets the start conditions
• An identical pending task does not already exist
• There are no blocking tasks of higher priority
• The retry sequence is not complete

Priority System

How Priorities Work

• Each template has a numeric priority (0-999)
• Lower number = Higher priority
• Tasks are ordered first by priority, then by attempts, then by creation order

Order of Attention

When a salesperson requests their next task, the system orders by:

1. Priority (lower number first, i.e., priority 1 is higher than priority 9)
2. Number of attempts (fewer attempts first, i.e., attempt 1 before attempt 3)
3. Creation order (FIFO or LIFO depending on configuration)

Cancellation Strategies

When a new task arrives, it can cancel existing tasks depending on the strategy:

Task Assignment to Salespeople

Assignment Priority Chain

When a task is created, the system determines the assigned salesperson in this order:

1. Explicit assignment: If a salesperson was specified when creating the task (applies to reminders assigned directly to a salesperson)
2. Active task: The salesperson who already has a started task with the contact
3. Active call: The salesperson who is on a call with the contact
4. Last team member: If the task is a team task, the last member who attended the contact
5. Contact's salesperson: The salesperson assigned to the contact

If none of these conditions apply, the task remains unassigned (Transferable) and available for any salesperson in the Sales Brain (Playbook).

Task Transferability

What is a Transferable Task

A transferable task can be taken by any salesperson in the Sales Brain (Playbook), not just the assigned one.

When a Task is Transferable

Task Activation

In each task unit in a contact's activity wall, you can observe the activation of that task. The activation date is different from the task creation date.

"Active Since" Field

This is the date on which the task is effectively available for an agent. Each task has an activation date/time. The task is not available until that moment.

Activation Calculation

The activation date is calculated considering:

• Delay since last task: Wait X time after completing the previous task
• Delay since stage change: Wait X time after entering the stage
• Recurrence configuration: Time between retries

Tasks with Future Activation

Tasks with a future activation date:

• Appear in the list with a "Future" indicator
• Are not shown when requesting "Next Task"
• Are automatically activated when the time arrives

Completion Requirements

Some tasks require verifying communication before completing. If so indicated in the task template, the system will require the salesperson to perform the required communication before advancing and completing the task:

Requirements can be bypassed with special permissions or if the contact is marked as ignored.

Automatic Actions on Task Completion

When completing a task, automatic actions can be executed:

Unsuccessful Actions (result = Unsuccessful, i.e., no valid contact with the contact is achieved)

• Send email, SMS, or WhatsApp
• Move to another Sales Brain (Playbook)
• Change the contact's stage
• Update fields
• Typically configured for retries or escalations

Recurrence

If the template has retries configured, the next task in the sequence is automatically created.

Restarting Tasks

A task can be restarted (return to "Created" state):

• From the contact profile
• Via workflow
• Only if not completed

When restarted:

• Transferability is recalculated
• Flagged as "has been restarted"
• Becomes available again

Where to View Tasks

Pending Tasks View

This view is only accessible to account admins.

Location: Side menu > Tasks > My pending tasks

Shows all pending tasks with filters by:

• Sales Brain (Playbook)
• Task template
• Assigned salesperson
• Priority
• Activation date

Accessing a Pending Task: Contact Profile

When the salesperson clicks the "Next task" button, the system selects the next best task following all the criteria explained in this article. This action opens the contact with an active task:

• The current task is shown at the top
• Button to complete the task
• Pending requirements (call, email, WhatsApp)
• Task description and comments

Conclusion

Vixiees' task system automates commercial work distribution:

• Tasks are created automatically according to configured templates
• Priorities ensure the most important items are attended to first
• Transferability ensures no task goes unattended
• Scheduled activation allows follow-ups to be planned

A good configuration of priorities and templates is key to maximizing team efficiency.

Relevant Scenarios

Accumulated Tasks

If there are many pending tasks, review the priorities. Lower-priority tasks may never be executed if there are always higher-priority tasks pending.

Tasks that Don't Get Created

Verify the start conditions of the template. The contact must meet all conditions for the task to be generated.

Tasks that Don't Appear for the Salesperson

This may be due to:

• Task with a future activation date
• Non-transferable task assigned to another salesperson
• Salesperson does not belong to the Sales Brain (Playbook)
• A higher-priority task is pending