Task templates are the minimum unit of automation in Vixiees. They define what tasks are created automatically, when they are activated, what actions the seller must take, and what happens when they are completed.
How to access task templates
To configure a task template:
- Navigate to side menu > Sales Brains (Playbooks)
- Select the Sales Brain (Playbook) you want to configure
- Click on an existing template or create a new one from any stage
To manage task templates you need the "Manage Sales Brains (Playbooks)" permission.
Basic information
Each task template has these fundamental fields:
| Field | Description |
|---|---|
| Name | Unique identifier of the template within the Sales Brain (Playbook) |
| Description | Optional text explaining the purpose of the task |
| Active | Toggle to activate/deactivate. Inactive templates do not generate tasks |
Call options
Configure how calls are made when the seller works on the task:
No automatic call
The seller decides whether to make a call and when.
Automatic call
The system dials automatically when the seller opens the task. You can configure a delay in seconds before initiating the call.
Progressive call
The system dials automatically to the next contact when the seller finishes the current call. Ideal for high-volume campaigns.
Predictive call
The system predicts when the current call will end and dials earlier to minimize downtime between calls.
Predictive calling is only available with a special license. Contact your account manager to activate it.
Task priority
Each template has a numeric priority (0–999). Higher number = higher priority.
If a contact has several pending tasks:
- Only the highest priority one is shown to the seller
- Lower priority tasks activate when the current one is completed or cancelled
Queue management
Transferable task
- Yes: Any seller in the Sales Brain (Playbook) can take the task
- No: Only the seller assigned to the contact can work the task. If the contact has no assigned seller, the task will be marked as Transferable.
Dequeue method
Defines the order of tasks with equal priority:
- FIFO: First in, first out (oldest tasks first)
- LIFO: Last in, first out (most recent tasks first)
Cancellation strategy
| Strategy | Behavior |
|---|---|
| Never | The task is never cancelled even if a higher priority task arrives |
| Always | The task is always cancelled when a new task arrives |
| By priority | The task is cancelled only if a HIGHER priority task arrives (default) |
Team assignment
You can assign the template to a specific team (backoffice or middleoffice) instead of to the Sales Brain (Playbook) sellers. This allows introducing specialized teams mid-funnel, such as teams that need to review financial documentation.
When you assign a team:
- Tasks are distributed only among team members
- Sales Brain (Playbook) sellers will not see these tasks
Additional options
Required status change
Forces the seller to change the contact's stage when completing the task. Useful for keeping the funnel up to date.
API only
The task can only be created via API calls. It is not generated automatically by the system.
Start conditions
Filters that determine whether the task should be created for a specific contact. The task is only created if the contact meets the configured conditions.
Examples of conditions:
- Contact source = Facebook
- Product of interest = Premium Plan
- Language = Spanish
Conditions can be combined with AND/OR logic to create complex rules.
Retry sequence (Recurrence)
Allows configuring an automatic retry sequence if the task is not successfully completed.
For each attempt you can define:
- Wait time before the next attempt
- Whether it requires a call, WhatsApp, or email
Special options
- Infinite retry: The last attempt can repeat indefinitely
- End on successful call: The sequence ends automatically when a call of minimum duration is achieved (e.g., 60 seconds)
Delay configuration
Delay from last task
Wait X time after the contact completes their last task before activating this template.
Delay from stage change
Wait X time after the contact enters the current stage before activating the task.
Automatic actions
Configure actions that execute automatically when the task is completed:
Failure actions
Execute when the task is completed without success.
Available action types
- Send automatic email
- Send SMS
- Send WhatsApp template
- Move to another Sales Brain (Playbook)
- Change contact stage
- Update contact field
- Change assigned seller
- Delete pending tasks
There can only be one "Move to Sales Brain (Playbook)" action per template.
System templates: Independent tasks
Vixiees includes predefined templates that cannot be deleted:
- Incoming call: Activates when the contact calls
- Missed call: Activates when an incoming call is not answered, to call back
- Incoming WhatsApp: When receiving WhatsApp messages
- Incoming email: When receiving emails
- Scheduled call: For scheduled appointments
- Reminder: For manual follow-ups
These templates are activated by specific events and do not have configurable start conditions.
Conclusion
Task templates are the heart of automation in Vixiees. Proper configuration allows you to:
- Automate task generation based on specific criteria
- Control the order and priority of attention
- Configure intelligent retry sequences
- Execute automatic actions when tasks are completed
Review priorities and start conditions periodically to optimize your team's workflow.
Relevant scenarios
Changes to existing templates
Changes to templates only affect future tasks. Already created tasks maintain their original configuration.
System templates
System templates cannot be deactivated or deleted. If you don't want them to generate tasks, configure the Sales Brain (Playbook) conditions to exclude them.
Required status change
When you activate this option, the seller cannot complete the task without changing the contact's stage. This ensures the funnel is always up to date.
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