Tasks (Mobile)
Lead nurturing and follow-up tasks — not tied to a project, built around people. The contractor's daily action list for turning leads into jobs.
The morning flow
Three screens trace what the contractor sees from the 6 AM briefing push through tapping a task and finishing the call.
The 6 AM-to-9 AM journey: the contractor wakes up to a single push notification telling them who matters today. They open the app and the Today view is sorted with urgent first — Lisa's card pulses red with a left bar. They tap it and the contact card loads with the AI's pre-call brief: 1st-time caller, mornings work best, ~$8-10k budget hint, three suggested talking points. The Call Now button is the largest thing on screen. After the call ends, the app returns and prompts "Mark complete? Add a note?" — the loop closes itself.
Tasks Screen
This is what the contractor sees first thing every morning. A focused list of relationship actions — people to call, leads to follow up on, jobs to check in about. No project management noise. Just the people that need attention today.
What you're looking at
Five tasks. Five people. Five chances to convert a lead, rescue a relationship, or turn a happy customer into a referral. This is the contractor's sales floor — it just fits in a pocket.
- Priority dot — red = urgent (callback waiting), orange = time-sensitive, blue = normal follow-up
- Initials avatar — every task links to a real contact record with full history
- Time label — when the task should happen, not just "today" as a catch-all
- Type label — Call, Text, Email, Visit — so you know exactly what action to take
- Checkbox — tap to complete; AI logs the time and optionally prompts for a note
- Today count badge — only shows overdue + due-today tasks, never the full backlog
Overdue tasks carry forward. If yesterday's 3:30 PM task wasn't completed, it surfaces at the top of Today with a red timestamp — not buried in an Upcoming list the contractor will never scroll through.
What Makes These Different from Project Tasks
There are two kinds of tasks in the system. They look similar but serve completely different purposes. Mixing them up is how leads fall through the cracks — and how a clean action list turns into a cluttered mess the contractor stops trusting.
| Mobile Tasks — Relationship & Sales | Project Tasks — Job Execution |
|---|---|
| Live on the contractor's personal to-do list | Live inside a specific project record |
| About a person, not a project phase | About a job step — pull permit, take before photos, install flashing |
| Exist before a project is created — and after one closes | Only exist once a project is active |
| Created by missed calls, AI nudges, voice commands, automations | Created by the contractor or PM while scoping the job |
| Visible to the contractor; not tied to a crew or dispatch board | Can be assigned to crew members or subs |
| Goal: convert leads, nurture relationships, protect reputation | Goal: complete the job correctly, on time |
Real-world examples of mobile Tasks (not project tasks)
- A lead called last Tuesday but wasn't ready to book — follow up in 3 days
- A job completed 30 days ago — check in to see if they need anything else
- A customer mentioned their fence needs work "sometime next spring" — reminder set for March
- A sub needs to confirm availability before the contractor commits to a job date — call the sub before accepting the job
- An estimate was sent 5 days ago with no response — nudge with a friendly text
- A customer posted a 5-star review — send a personal thank-you message
- A past customer's birthday is this week — send a quick personal check-in
None of these have a project attached. They're just people on the contractor's radar — and that radar is what separates a $200K/yr business from an $800K/yr business.
Where Tasks Come From — 6 Sources
The contractor shouldn't have to remember to make a task. The system should surface them. In a well-run account, most tasks are created automatically — the contractor just works through the list.
| Source | Description | Example |
|---|---|---|
| Missed Call / AI Call | The AI receptionist answers when the contractor is busy. After every call where the contractor wasn't available, a task is automatically created with the caller's name, what they needed, and a suggested next action. | "Call Lisa Okafor back — asked about deck quote, said mornings work best" |
| Voice Command | Contractor holds the AI button and says "remind me to call Tony tomorrow at 9 about the revised estimate." Task is created instantly, linked to Tony's contact record, scheduled for 9 AM the next morning. | No typing. No app navigation. One sentence and it's saved. |
| AI Suggestion | The AI monitors the CRM for patterns. A lead hasn't been contacted in 5 days. An estimate has been open for a week with no approval. A completed job hits the 30-day mark. The AI surfaces these as suggested tasks in the Upcoming tab — contractor approves or dismisses with one tap. | "Sandra hasn't responded to her estimate in 7 days — want to follow up?" |
| PTT / Voice Note | Contractor records a voice note or uses push-to-talk while on a job. The AI transcribes the audio and extracts any follow-up intentions mentioned in passing — even if the contractor wasn't explicitly making a task at the time. | "...need to call Marcus about the roof situation when I get a chance" |
| Manual | Contractor taps "+ Add" at the top of the Tasks screen. They can type the task description or use voice-to-text. Link a contact, set a due time and priority, pick a type — done in under 20 seconds. | Full control when you know exactly what you need to do and when. |
| Automation / Workflow | CRM workflows create tasks automatically based on triggers. A project closes → 30-day check-in task is auto-created. An estimate is sent → 5-day follow-up task is queued. A new referral contact is added → welcome call task appears. | Tasks that always need to happen just... happen. No manual setup each time. |
Task Fields
Tasks are intentionally lean. The goal is to remove friction, not add a second project management system to the contractor's phone. Every field either helps the contractor take the right action or helps the AI understand what happened.
| Field | Description | Required | Default |
|---|---|---|---|
| Contact | The person or company the task is about. Links to the full contact record — history, past jobs, open estimates, recent conversations all accessible in one tap from the task detail view. | Yes | — |
| Task description | What to do. Short and action-oriented. Voice-to-text supported. AI may pre-fill this when creating a task from a missed call or AI suggestion, using the context of the conversation. | Yes | — |
| Due date / time | When to do it. Can be a specific time ("9:00 AM") or a soft deadline ("EOD", "This week"). Overdue tasks carry forward automatically and surface at the top of the Today view. | Yes | Today |
| Priority | High (red dot), Normal (orange dot), Low (blue dot). High priority tasks appear first in the list and trigger a separate push notification if they approach the due time without being completed. | No | Normal |
| Type | Call, Text, Email, Visit, Other. Determines the quick-action shown on the task card — tapping the Call type directly dials the linked contact without leaving the Tasks screen. | No | — |
| Notes | Context or talking points. For AI-created tasks from missed calls, this is pre-populated with a summary of what the customer called about. Contractor can add or edit before making the call. | No | — |
| Source | Where the task came from — Missed Call, Voice Command, AI Suggestion, PTT, Manual, Automation. Read-only field, set automatically. Used for reporting in Cloud CRM to analyze which task sources lead to booked jobs. | Auto | Auto-set |
One-Tap Actions from a Task Card
Every task card is immediately actionable. The contractor shouldn't have to open a task, find a button, scroll to a contact record, and then make a call. The action is one tap from the list — and then the task is done.
- Mark complete — Logs the exact completion time to the contact's activity feed. Optionally prompts "Add a note?" so the contractor can record what was said or decided during the call. The note is saved and visible in the contact record in Cloud CRM.
- Call contact — Dials the linked contact's phone number directly from the task card. No need to leave the Tasks screen, open a contact, find the number. After the call ends, the app returns to the task and prompts to mark it complete.
- Snooze — Quick-reschedule options: Later today (+2h), Later today (+4h), Tomorrow morning, Tomorrow afternoon, Next week. The task disappears from Today and reappears at the right time — no clutter in the current list.
- Edit — Opens the task detail screen to change any field — description, due time, priority, type, notes. Useful when the situation changed since the task was created (contact rescheduled, estimate scope changed, etc).
- Delete — Removes the task with a one-tap confirmation. Logs the deletion to the contact's activity feed — so there's always a record that the task existed, even if it wasn't completed. No data silently disappears.
AI Behavior Around Tasks
Tasks aren't just a to-do list the AI ignores. The AI actively manages them — surfacing the right ones at the right time, pre-loading context before actions, and closing the loop when it detects that an action already happened.
Morning Briefing
Every morning at 6 AM, the AI sends a push notification summarizing the day's task count and the first urgent item. "You have 5 tasks today — 1 urgent. Lisa Okafor is your first call at 9." Contractor starts the day knowing exactly what's in front of them.
Contact Context on Open
When the contractor opens a task linked to a contact, they see that contact's recent activity without having to navigate anywhere: last call date, last job, open estimate amount, days since last contact. Everything needed to have a confident conversation.
Pre-Loaded Talking Points
If the task type is "Call" and it originated from a missed call or AI conversation, the Notes field is pre-populated with what the customer called about, what they asked, and suggested talking points for the callback. Contractor walks into the call prepared.
Overdue Surfacing
Overdue tasks don't get buried under today's list. They appear at the top of the Today view with a red timestamp showing how long they've been overdue. If a high-priority task goes 4+ hours past due without being completed, the AI sends a second push notification.
Auto-Complete Detection
If the contractor has a "call back" task and the system detects they actually called that contact — via the phone log integration — the AI offers to mark the task complete automatically. No double work, no forgotten completions cluttering the list.
Pattern Monitoring
The AI continuously watches for gaps: leads not contacted in 5+ days, estimates open for 7+ days, jobs completed 30+ days ago with no check-in. These surface as suggested tasks in the Upcoming tab — contractor approves or dismisses with one tap.
Key principle: The AI's job is to make sure nothing slips through the cracks — even when the contractor is on a ladder, driving between jobs, or too busy to think about sales. The system holds the memory so they don't have to.
What's Not in Mobile Tasks
Scope is intentional. Mobile Tasks stays focused on one-person, one-action, one-contact work. Everything else lives somewhere more appropriate — keeping this screen clean enough that contractors actually use it every day.
| Excluded Feature | Why It's Excluded | Where It Lives Instead |
|---|---|---|
| Project-specific tasks | Install flashing, take before photos, pull permit — those are job execution steps, not sales actions. Mixing them here clutters the contractor's relationship list with job noise they can't act on without being on-site. | Inside the project record in Projects (Mobile App) |
| Team task assignment | Dispatching work to crew members is a scheduling and management function. Doing it from a personal task list creates accountability confusion — whose list does it live on? Who gets notified when it's done? | Crew Management in Cloud CRM / Desktop |
| Complex task dependencies | Mobile tasks are atomic — one action, one contact, one outcome. "Can't do B until A is done" belongs in project timelines or workflow automations, not a personal to-do list the contractor scans in 30 seconds. | Project Timeline, Smart Automations |
| Task completion rate reporting | Analytics on follow-up speed, which task sources convert best, average overdue duration — all valuable, but it belongs in a dashboard with charts. Not a mobile action list. | Reporting & Analytics in Cloud CRM |
| Recurring task templates | Building a task that recurs on a schedule ("call top 10 customers every 90 days") is a workflow design activity, not a one-tap mobile action. Build it once in Automations; it creates tasks automatically without the contractor thinking about it. | Smart Automations / Workflows |
Design principle: A task screen that tries to do everything becomes a second CRM the contractor ignores. Mobile Tasks does one thing — gives a clean, AI-curated list of people to reach out to today. That's it. That focus is what makes it useful.