You can think of Tasks as the “next steps” connected to caring for people.
Why Tasks Matter
Tasks help your organization:
Keep track of follow-up responsibilities
Ensure important care actions are completed
Assign accountability to team members
Organize ongoing pastoral care efforts
Prevent people from falling through the cracks
Instead of relying on memory, sticky notes, or personal reminders, Tasks centralize follow-up actions inside Notebird.
Examples of Tasks
Organizations use Tasks for many types of follow-up, including:
Call someone after surgery
Schedule a hospital visit
Follow up with a first-time guest
Send flowers or a care package
Check in after counseling
Pray with someone
Confirm a volunteer meeting
Tasks help your team know exactly what still needs attention.
Why Tasks Are Important for Long-Term Care
Tasks help ensure follow-up actually happens. As your organization grows, it becomes difficult to rely on memory alone to manage pastoral care responsibilities.
By keeping Tasks inside Notebird:
Care actions stay organized
Team members remain accountable
Leadership can monitor ongoing care efforts
Important follow-ups are less likely to be missed
Tasks help your team move from simply recording care to actively following through on it.
How Tasks Work
When you create a Task:
It is connected to a person’s profile
It can be assigned to a team member
It includes a due date
It appears on the main Tasks page
It remains active until completed
Tasks help your team stay organized and create consistency in care follow-up.
How to Add a Task
Adding a Task in Notebird is quick and easy.
Navigate to the Person’s Profile.
Click Add Task.
Enter the task details or follow-up action needed.
Assign the Task to a user if applicable.
Select a due date.
Add attachments if needed.
Click Save Task.
The Task will now appear both on the person’s profile and on the main Tasks page.
For additional task-related help, see:
Recurring Tasks
Some follow-up actions happen regularly and need to be repeated over time. Recurring Tasks allow your team to automatically recreate the same task on a repeating schedule instead of manually creating it each time.
Recurring Tasks are helpful for:
Monthly check-ins
Ongoing prayer follow-ups
Routine pastoral visits
Volunteer follow-up reminders
Regular care touchpoints
When creating a Task, you can choose a recurring schedule so the task automatically repeats after completion. This helps ensure consistent care without needing to remember to recreate the same task over and over again.
Recurring Tasks continue appearing on the Tasks page until they are completed, helping your team stay organized and proactive with ongoing care efforts.
Completing Tasks
Once a follow-up action has been completed, Tasks can be marked as complete.
Completing a Task helps your team:
Track completed care actions
Keep task lists organized
See what work has already been done
Learn more here:
Completing a Task
Overdue Tasks
If a Task is not completed by its due date, it becomes overdue.
Notebird allows users to:
Extend overdue tasks
View the original due date
Keep important care follow-ups visible until completed
Helpful articles:
Editing, Deleting, and Undoing Tasks
Tasks can be updated as care situations change.
Users with permission can:
Edit task details
Delete tasks
Undo completed tasks if needed
Helpful articles:
Attachments on Tasks
Tasks can include attachments such as:
PDFs
Photos
Care documents
Forms or notes
Attachments added to Tasks appear:
On the person’s profile
On the Task itself within the main Tasks page
Learn more here:
Attachments for Person Profiles, Updates, and Tasks
Task Reporting and Notifications
Notebird provides reporting tools that help leaders track Task activity across the organization.
These reports can help you:
Monitor team follow-up activity
Track completed vs overdue tasks
See workload distribution by user
Helpful article:
Viewing Update & Task Breakdown by User
Users can also customize their task notifications and reminders.
Learn more here:
Changing Notebird Notifications
Frequently Asked Questions
Who can see a Task?
Task visibility depends on user permissions and group access.
Can Tasks have due dates?
Yes. Every Task can include a due date and overdue tracking.
Can I create recurring Tasks?
Yes. Tasks can automatically repeat on a recurring schedule for ongoing follow-up and care workflows.
Can I attach files to a Task?
Yes. Tasks support attachments such as PDFs, photos, and documents. Learn more here:
Attachments for Person Profiles, Updates, and Tasks
What happens when a Task becomes overdue?
The Task remains active until completed and can be extended if needed. Learn more here:
Extending an Overdue Task
Can completed Tasks be undone?
Yes. Completed Tasks can be restored if follow-up still needs to happen. Learn more here:
Undoing a Task
Do Tasks appear in reports?
Yes. Notebird includes reports for Task activity and completion tracking. Learn more here:
Viewing Update & Task Breakdown by User