Tasks help you keep track of everything that needs doing around the shop — flower prep, admin jobs, cleaning, phone calls, and anything else. Create tasks, assign them to team members, set due dates and priorities, and track progress with checklists. Tasks appear on your Dashboard alongside orders, so your team can see their work for the day in one place. For jobs that happen on a regular schedule, set them up as recurring tasks.Documentation Index
Fetch the complete documentation index at: https://docs.florists.digital/llms.txt
Use this file to discover all available pages before exploring further.
Viewing tasks
You can view tasks in two ways:- On the Dashboard — tasks show alongside orders in the main table and in the dedicated Tasks tab. Use the date filters to see tasks due today, tomorrow, or any date you choose.
- In the Tasks calendar — a monthly or daily overview of all tasks across your team.
Creating a task
Creating, editing, assigning, and deleting tasks requires the Tasks (Manage) permission. Managers and Admins have this by default; your administrator can adjust who has it in Settings > Team.
Enter the details
Give the task a name (what needs doing), a due date and optional time. Set a priority — Urgent down to Low — to help your team see what to grab first.You can also set a duration if you want to track how long the task should take (from 5 minutes up to 6 hours).
Assign it
Choose one or more team members to be responsible for the task. You can assign multiple people — for example, two florists working on a large wedding order together. Leave it unassigned if anyone on the team can pick it up.
Pick a category
Choose a category — Digital Florists comes with five defaults (General, Funeral, Wedding, Housekeeping, Appointments) that you can rename and recolour. Manage them in Settings > Tasks.
Add a description or checklist
Add a description for extra context. For bigger jobs, enable the checklist to break it into smaller steps.
Task statuses
Every task moves through these statuses:| Status | What it means |
|---|---|
| Pending | Not started yet. This is the default when a task is created. |
| In Progress | Someone has started working on it. |
| Completed | Done. The task records who completed it and when. |
| Cancelled | The task has been cancelled — for example, automatically when its linked order is cancelled. |
If you complete a task that hasn’t been started or assigned, Digital Florists records you as the person who did it.
Overdue tasks
Tasks past their due date that haven’t been completed are flagged as overdue on your dashboard, so nothing slips through the cracks.Quick actions on a task
Click or tap any task on your dashboard to open it. From there, quick actions let you make changes without going into the full task editor:| Action | What it does |
|---|---|
| Reassign | Change who the task is assigned to. |
| Change status | Move it to In Progress, Completed, or back to Pending. |
| Change priority | Bump it up or down. |
| Move to tomorrow | Roll the due date forward by one day. |
| Move to next week | Roll the due date forward by seven days. |
| Delete | Remove the task entirely. |
Bulk actions
You can update multiple tasks at once from the dashboard — useful at the end of a busy day or when shifting tomorrow’s plan:- Change the status of several tasks (for example, mark a batch as completed at the end of the day)
- Move tasks to a different date (for example, push today’s unfinished tasks to tomorrow)
Checklists
For tasks with multiple steps, enable the checklist. Each item can be ticked off individually, and you’ll see a progress bar showing how far through the list you are.
- “Set up shop floor” — displays, signage, stock replenishment
- “Prepare for wedding consultation” — samples, portfolio, quote template
- “End of day” — cleaning, stock check, cash up, lock up
Completing all checklist items doesn’t automatically mark the task as done — you still need to close the task itself.
Linking tasks
Tasks can be linked to other parts of Digital Florists, so your team can jump straight to the related work:| Link type | Example |
|---|---|
| Orders | ”Check delivery address for order DF-1234” — when the order is cancelled, the linked task is cancelled too. |
| Customers | ”Call Jane Doe about her account” |
| Events | ”Finalise flowers for the Doe wedding” |
| Addresses | ”Deliver samples to the venue” |
| Delivery runs | A task can be attached to a delivery run so drivers see it alongside their stops. Marking it complete on the run records the stop arrival. |
Attachments
You can upload images to a task — reference photos, inspiration images, or photos of completed work. Supported formats are JPEG, PNG, and WebP (up to 20MB each), and each upload takes a short caption. Once a task is marked as Completed, no further attachments can be added.Activity log
Every task keeps a record of what happened to it — when it was created, status changes, priority changes, date changes, and who it was assigned to or unassigned from. Open the task to see its history.Automations
Tasks can be created automatically using Automations. For example, an automation can create a “Prepare order” task every time an order is confirmed, with a checklist item for each product in the order.Tasks don’t send email or SMS, and task events don’t fire automations — only orders and events do. Assignees see new tasks on their dashboard and in the Companion App.
Tasks on the mobile app
Your team can view and manage tasks from the Digital Florists App on their phone — see the florist app guide for the full mobile flow, or the driver app guide if you’re working a delivery run.Repeat tasks
For jobs that happen regularly, set up a repeat task. Digital Florists automatically creates a new task on your chosen schedule — daily, weekly, or monthly — so it doesn’t slip. Learn more about repeat tasks →Common questions
Can I see only my tasks?
Can I see only my tasks?
Yes. On the dashboard, use the Assigned To filter to show only tasks assigned to you.
Do tasks have to be linked to an order?
Do tasks have to be linked to an order?
No. Tasks are completely standalone. Linking to an order, customer, or event is optional — it just makes it easier to find related information.
Can drivers see tasks on the mobile app?
Can drivers see tasks on the mobile app?
Yes. Drivers see tasks assigned to them and tasks linked to their delivery run, and they can mark tasks complete or tick off checklist items. Creating new tasks requires the Tasks (Manage) permission, which Managers and Admins have by default; your administrator can adjust who has it in Settings > Team.
What happens to tasks when an order is cancelled?
What happens to tasks when an order is cancelled?
Any tasks linked to that order are automatically cancelled too.
Can I track how long tasks take?
Can I track how long tasks take?
You can set an expected duration when creating a task (from 5 minutes to 6 hours). Digital Florists records when tasks are completed, so you can compare expected vs actual time in Task Analytics.
How do I manage task categories?
How do I manage task categories?
Go to Settings > Tasks to create, rename, or recolour your task categories. You can choose from 24 colours.
What’s next?
Repeat Tasks
Set up tasks that create themselves on a schedule.
Your Dashboard
See tasks and orders together on your daily screen.
Automations
Automatically create tasks when orders are confirmed.
The App
Manage tasks from your phone.