Touchpoint Software Documentation | Tasks

Tasks

Tasks

TouchPoint has 2 types of Tasks:

  • Ministry Tasks: These are used in conjunction with Contacts to help you follow up with your guests, minister to absent members, those in the hospital, or anyone with whom you need someone to communicate.
    • These Tasks are always about one individual and can be assigned / delegated to another individual.
    • You can create tasks either one at a time for one individual or for a group of people at one time (from a Search or any list). Regardless of which way you create them, there will be one task about each person.
    • When you have a Task that either you have created for yourself or one that has been assigned to you, it will stay on your Home Page in the My Tasks section until you complete it.
  • System-Generated Tasks: These are automatically created and assigned to users whenever they create a new people record. These tasks are always named New People Data Entry task, and are owned by the New People Manager and delegated to the person who created the new record.

This article addresses Ministry Tasks. We have a another article about the New People Data Entry tasks.

Task Owner
The person that creates the Task is called the Owner. However, he has the option of transferring ownership to another user either before or after delegating the task. That person then become the owner. The original owner stills receives email notifications when the Task is Accepted and Completed.
Task Originator
This is the person that created a Task but has transferred ownership to someone else.
Task Delegate
The delegate is the person who is assigned to perform the Task. We also refer to that person as the minister. They must have a user account in TouchPoint, either with full access or as OrgLeadersOnly.
Task Regarding / About
This is the person for whom the Task is about- the person to be contacted or ministered to.
Transfer a Task
A Task owner can choose to Transfer ownership of a Task instead of delegating it. The person to whom the Task is transferred, now becomes the owner and can delegate it to the person who should complete the Task.

Managing and Searching for Tasks

The Task Search page is your go-to place for finding and managing Tasks. You have the option to filter and sort by various fields, and can Archive, Delete, or Delegate multiple Tasks at one time as well. Your System Admin can also assign the user role ManageTasks to a minister or other user, in order for that user to manage/view all Tasks, not just Tasks belonging to him.

Mobile App

You can Accept and Complete Tasks using the TouchPoint Mobile app. Read more about the features on the app, including how to use it for Tasks and Contacts.

See also

Mobile App

Use Case for Transferring a Task

Our church has a minister whose job it is to assign a Task about every new guest each week. He decides who would be the most appropriate minister based on the age / demographic group that would be appropriate for that new guest. However, instead of delegating the Task to the other minister, he transfers the Task. This allows the new Task owner to decide if he will complete the Task himself or if he wants to delegate the Task to a lay leader. This is a tiered approach to ensure that new guests are contacted by the most appropriate person. Often, that person is a leader in a life group, not necessarily a minister on staff.

Create a Task for One Person

Step 1
Go to the person needing the contact, click on their Ministry > Task About tab, and then click the green +Add Task About This Person. Answer Yes at the prompt and the Task Details will open.
Step 2

Click Edit and enter any Notes that the person that will be assigned the task needs to know about why he should make contact with that person.

Select a Due Date if you want the task completed by a certain date.

Click the blue Save button.

Note

Do not change the Status as it updates automatically. Also, do not remove the check mark beside Complete with Contact. You want the person to complete the Contact form when they mark the Task Completed.

Step 3
Select Actions > Delegate Task and enter the name of the person to whom you want to delegate the task, press Search and then select the person.
Results of Creating and Assigning a Task

Several things happen automatically when you create and assign a Task, assuring that the creator/owner of the Task is kept informed all along the process.

  • Once you select the delegate, he is sent an email letting him know he has a Task for him to Accept.
  • The Status changes to Pending Acceptance.
  • When he accepts the Task, you will receive an email notification that the Task has been accepted.
  • The Status will change to Active as soon as it is accepted.
  • When the delegate completes the Tasks you receive an email notification that it is complete.
  • The Status changes to Completed.

Use Case for Creating Tasks for Multiple People

On Sunday, 10 people visit your church worship service and you want to assign the appropriate staff member or lay leader a task to follow up with each one, and you want a record of the contact in TouchPoint.

Transferring Tasks

If you want to follow the tiered approach and transfer Tasks rather than delegate them, here are the steps to follow.

Step 1
Complete Steps 1 and 2 above.
Step 2
Select Actions > Transfer Ownership and enter the name of the user that you want to now be the owner of the Task. This will send an email letting that person know that a Task has been transferred to them.
Step 3
The new owner can now delegate the Task to the appropriate user to make a Contact.

Note

An owner can also transfer a Task that has been transferred to him. He would access the Task details and select Actions > Transfer Ownership, and select someone else as the owner.

Creating Tasks from a Search Result or Tag

Step 1

Find those guests you want contacted. There are several ways to find them, depending on the parameters you want to use.

Go to the specific Meeting for that week’s worship service and select Toolbar > Convert to Search > Guests. This will build a search on the fly, with the results being the guests to that meeting.

OR

Click Reports > First Time Attenders. This will built a search on the fly giving you the 1st time attenders for the past 7 days.

OR

Create your own Search to find those who visited in any of your services.

Note

There are several ways to find the people you want to contact. These are just a few examples.

Step 2

Select the blue Toolbar > Gear > Contacts/Tasks > Add Tasks and answer Yes when prompted, to create a task for each of these people.

This will open the Tasks page where you will see the Please Contact Tasks - one about each of the people in your search results.

Note

The Assigned column will be empty until you delegate the tasks.

Step 3

Assign / Delegate each task by clicking the name of the Task, then click Edit and add Notes and select a due date then click Save.

Note

Do not change the Status as it updates automatically. Also, do not remove the check mark beside Complete with Contact. You want the person to complete the Contact form when they mark the Task Completed.

Click Action > Delegate Task and search for the person you want to complete the task and select the name.

Click Back to List.

Step 4
Proceed editing and delegating the remaining Please Contact Tasks in your Task list as described above.

Tip

For any of the Ministry Tasks, when you are in Edit mode (before delegating the Task), you can change the name of the Task. For example: for visits to the sick, you might name it Visit Hospital. If they just need a phone call, you could name the Task Please Call. If you use the same standards for renaming Tasks, you will be able to search for incomplete tasks more effectively in Search Builder.

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