Calendar, tasks and deadlines

Service visits on the board, manual follow-ups, and automatic deadlines (contracts, warranties, licenses).

Visit calendar

CRM → Service → Calendar (/crm/calendar) is one board: visits, cases, tasks and automatic deadlines (week / month) plus Today’s route (visits only).

New visit: title, start, end, and a client from the list (typing the name alone is not enough).
Use the On the board chips to show or hide Cases, Tasks and Deadlines — visits stay on.
Assign a technician and, when possible, a case — otherwise service history stays incomplete.
On Today’s route use Check-in / Edit on a stop. A separate ICS feed for visits lives in calendar sync.

Client filter: type a name or email and pick from the suggestions — a long company name does not fit a native dropdown.
Click an empty slot or ?create=1 to open the visit form.
Click a case, task or deadline to open its card. Back / Cancel returns to the same week or month. Those chips are not draggable.
From the bell or ?appointmentId= the visit opens; Cancel / Esc / backdrop returns.

Team tasks

CRM → Tasks is the to-do list on a client (callback, follow-up, finish a case). Create from the client card or /crm/tasks with a due date and owner.

CRM → Service → Tasks (or client card).
Add a task: title, due date, assignee. The client field starts empty — pick the company from the suggestions. When the list is filtered to one company, that client is already selected.
When done, mark completed — do not delete history without reason.

Phone app

The technician menu has Tasks (next to Clients). It is the same follow-up list as CRM → Tasks.

New task: title, a client from the suggestions (at least 2 characters), a due date, and an owner. It defaults to you; the list can point at another technician.
Filters: Open, Mine, Overdue, Done, Cancelled. On the card you can change the title, due date, description, and owner (Save). Mark done or Cancel task removes it from the open list; Reopen puts it back. Delete task removes the row.
The client card has the same button and that company’s open tasks. The task card shows Phone, SMS, and WhatsApp when the client card or a contact has a number.
A “task due soon” / “overdue” banner opens the task in the app and uses its own sound (the Tasks channel). Search finds a task by title, description, owner, or company name.
Schedule visit on the card: title, start (the task due time) and end (one hour later). The visit shows on Route. If it overlaps another visit of yours, the app asks whether to save it anyway.

The panel search bar finds tasks too.
Task ≠ case: case = service thread; task = concrete next step.
Task ≠ visit: schedule the trip on the Calendar — the task card has Schedule visit.
From the staff bell or ?taskId= the task card opens; Cancel / Esc / backdrop returns.
On the Tasks list, the title opens the card; Cancel leaves you on the list.
Always assign an owner — unowned tasks disappear.

Staff notification bell

The header bell lists CRM items that are due soon: Task, Head out (leave for the visit), and Visit. Calendar in the panel opens the visit board. From a Visit row or ?appointmentId=, Cancel / Esc / backdrop returns to the page you came from. Clicking a visit on the board leaves you on the calendar. A deleted or cancelled visit is removed from the bell; an old link or phone push shows that the visit was deleted or moved. Ticket rows in the same bell are labelled by source (Windows app / Email / Phone) — see Service Desk — daily operations.

Automatic deadlines

CRM → Service → Automatic deadlines collects dates from contracts, warranties, licenses and similar records. It is an “what expires / needs contact” list, not a manual todo and not the visit board.

Set the expiry date and “Remind (days before)” on the license (Wapro, Acronis, and others — a computer is not required). When that many days remain, the account manager gets a bell and an email: create a renewal offer. The client accepts or rejects that offer. The list shows the next 90 days by default; Create offer sits on a license end row. A separate email to the client goes out only when the client has an address and “Software license end” is enabled on the card.
From the client card, Automatic deadlines opens the list already filtered to that company; clear the Client chip to see everyone.
Filter “due for notification only” / overdue at the start of the week.
From an item, open the contract, license, or equipment card — Cancel / Esc returns here.
Clicking the name on the list is the same as View.
From a deadline you often create a task or quote — not only a mental note.

Statuses and escalation

Escalate overdue items: reassign, raise priority or open a case. Closing completed tasks and handled deadlines keeps the queue sane.

Each morning open Calendar (visits), Tasks, and Automatic deadlines filtered to “due for notification only”.
For each item: do / reschedule with a reason / escalate.
Close only after a real outcome (email, visit, renewal).

Quietly slipping dates without a note erodes customer trust.
CRM reports look better when tasks are completed, not deleted.