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This guide has been reviewed against our global client base and classed as relevant to all regions

A Task Plan is a predefined sequence of steps which are applied to a specific record. Each step might be a reminder to call, to send an e-mail, send a letter or trigger a preset workflow, which could itself display a specific screen or run a program. Task Plans are extremely flexible and can be very simple or highly complex, depending on requirements


Task Plans & workflow first require setting-up and configuring by Reapit Support

They can be created from an applicant, property, contact, landlord or tenancy record and can be made available to specific records or to all


How to subscribe a record to a Task Plan is outlined below - in this example a plan with the following 3 steps is used:

  1. 1 day after subscribing a new vendor to the plan, a call reminder is sent to a specific negotiator to request a welcome call
  2. 7 days after completion of the previous task, a call reminder is scheduled for the same negotiator
  3. 1 day after completion of the previous task, a flag to send an email using a specific template will be sent to the same negotiator


1. Subscribe client record to a task plan

From the relevant record:

  • From the Activity Feed panel, click +

  • Select Subscribe to task plan


2. Pick task plan

Available task plans for the selected record are show on the left

  • Select the plan on the left

    A summary of it is shown on the right

  • Click Select


3. Start task plan

A screen to schedule the first reminder is shown:

  • The Negotiator name, Due date and accompanying notes shown are taken from the task plan set-up and can be edited where required

  • Click Save to schedule the first stage of the task plan

    This will show in the Call Reminder section of the Organiser as well as in the Activity Feed of the selected record



4. Complete first task

When the first task is due, it will be displayed in the Call Reminder section of the Organiser:

  • Your client's contact details are shown on screen

  • When the task is complete, notes can be entered in the field at the bottom (or in the screen shown in 4a)

  • Click Complete

  • An option to enter notes is offered (see 4a)

    You will then be prompted to schedule the next call reminder, repeat steps 3 - 4 to schedule and complete call reminder tasks


 4a. Adding notes

After adding notes, click Accept
The notes are added as a journal entry

Tasks can be completed ahead of time, dates for subsequent tasks in the plan will be changed accordingly 

5. Send email

The third and final stage of this task plan is to send an email

As before, from the Organiser, open the reminder screen: 

  • Click Send E-mail

    The email is created and shown on screen, allowing you to check it before sending


6. Completing the task plan

When the final stage of a task plan has been completed, the following screens will be shown

  • Click Yes to mark the task as completed

  • Clicking Yes to start another plan will display other relevant plans available

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