The Ovationtix Task Management tool is a great way to manage administrative tasks. Task Management features the ability to assign tasks to yourself or staff members, and include a deadline, a priority marker (to indicate urgency) and the ability to mark a task as complete when it's finished. You can also pull in a link to a related patron record if applicable.
Some examples of ways you might want to use this tool would be to assign and schedule deadlines for mailing fundraising appeals, to send a reminder to staff to pull a report or statement or to request that your box office attendant call patrons about a performance change or cancellation.
The tool is there for your team to use however it most benefits your organization. Here, we will show you what it does and how it works, and from there the possibilities are endless!
To access Task Management, hover over Reports and click on Task Management.
If you are an administrator on your account, you will notice that it says "My Tasks" and "Everyone's Tasks" at the top right of the tool. It will by default show you just your tasks, so to see a view of everyone's tasks, click on that text. If you are not an administrator, you will just see "My Tasks" appearing at the top of the tool.
Now, let's try adding and assigning a task. Click on the green +Add task button at the top right of the tool.
The pop up gives you multiple fields to complete so the task is detailed and clear.
Type: what is the type of task you're creating? A phone call or email? A meeting or report request? Something else entirely? Choose whatever works for you.
Assign to: this is the user that will be assigned this task. The task you create will show up in their "My Tasks" in Task Management when they log into Ovationtix. You will be able to add any of your users here.
Due Date: when does this task need to be completed by?
Priority: check this box if this is an urgent task that should take priority over others due on this date.
Patron: if there is a specific patron that this task pertains to, type in their name. Their account will pop up to the right and you can click to load the patron. Then the person you assigned this to will be able to click through to their patron record to find contact info, order history etc.
Description: here you can provide a description of the task, step by step instructions, any extra details to help your co-worker carry out this task.
Once you've completed this information, click the green Save Task button at the bottom right.
Now that you've created a task, it will look like this:
To mark it complete, just check the box in the Done column.
You can also choose to Export your Task list to a CSV or Excel file.