Tasks
Overview
The Tasks module is your church team's to-do list. Tasks represent follow-up actions that need to be completed — a call to make, a visit to arrange, a member to check in on. Tasks can be created manually by staff, or auto-generated by the New Convert Journey pipeline.
Go to Tasks in the sidebar (or Pastoral Care → Tasks).
📸 [Screenshot: Tasks page showing stat cards (Pending, Overdue, Due Today, Completed) and task list with filters]
Task Stats at a Glance
At the top of the Tasks page:
| Stat | What It Shows |
|---|---|
| 📋 Pending | Tasks not yet done |
| 🔴 Overdue | Tasks past their due date |
| 📅 Due Today | Tasks due today |
| ✅ Completed (7d) | Tasks completed in the last 7 days |
Creating a Task
Tasks can be created from several places:
From the Tasks page
- Go to Tasks → click + New Task
- Fill in:
- Title — e.g. "Call Sister Mary to follow up on prayer request"
- Assign to — pick a staff member
- Due Date — defaults to 3 days from now
- Priority — Low / Medium / High
- Member — the member this task is about (optional)
- Notes — any extra context
- Click Create Task
From a Prayer Request
On any prayer request card in Pastoral Care → Prayer, click + Add Task to create a linked task.
From a Visit Log
When logging a pastoral visit, tick "Create a follow-up task" to create a task in the same action.
From the New Convert Journey
Journey task templates auto-generate tasks when a new convert reaches a certain stage (e.g. "Assign a mentor" task fires when a convert reaches the Discipleship stage).
Task Statuses
| Status | Display |
|---|---|
| Pending | Default — task is waiting |
| Overdue | Past due date, shown in 🔴 red |
| Due Today | Due today, shown in 🟡 amber |
| Completed | Done ✅ |
Completing a Task
- Find the task in the list
- Click ✅ Mark Done
- The task moves to the Completed section
- The task creator receives a WhatsApp notification
Filtering Tasks
Use the filter bar to narrow down:
- Status — Pending / Overdue / Completed
- Team — filter by team/group (if teams are configured)
- Priority — Low / Medium / High
- Overdue only — show only tasks past their due date
📸 [Screenshot: Task list with filter bar open showing status, team, and priority filters]
Task Notifications
When a task is created and assigned to a staff member, they receive a WhatsApp notification with:
- The task title and due date
- The member's name and phone number (if linked)
- A direct WhatsApp link to message the member
When a task is completed, the creator receives a WhatsApp notification.
Using Tasks for Follow-Up Workflows
Tasks are the backbone of follow-up in Shepherd. Here's how your team might use them day-to-day:
- New visitor follow-up — Journey auto-creates a "Call first-timer" task assigned to the welcome team
- Prayer request follow-up — After praying with a member, create a task to check in a week later
- Hospital visit — After logging a hospital visit, create a "Follow up with family" task
- Lapsed member — Reports → Engagement shows at-risk members; click Create Task to assign follow-up immediately
- Pledge reminder — When a pledge is overdue, create a pastoral task to call the member
Permissions
| Action | Required Role |
|---|---|
| View tasks (own) | All staff |
| View all tasks | Admin, Super Admin |
| Create tasks | Staff, Pastor, Admin, Super Admin |
| Complete tasks | The assignee, Admin, Super Admin |
| Delete tasks | Admin, Super Admin |
Tips
- ✅ Check the Tasks page daily — it's your team's to-do list
- ✅ Always assign a due date — tasks without due dates tend to be forgotten
- ✅ Use High priority sparingly — reserve it for urgent pastoral situations
- ✅ Complete tasks promptly — overdue tasks pile up quickly and lose their meaning