Tasks and notes
Assign tasks with due dates for each patient and record what the team needs to know as notes.
2 min read
No patient should be lost because they were "forgotten". Tasks define who does what for a patient, and by when. Notes are where you permanently record things you learn on a call — budget, preferred dates, allergies.
Creating a task
- On the contact detail page, open the Tasks tab and click Add Task.
- Write a Title with a clear action: "Call Jonas after X-ray review". Add details in Description.
- Choose the Assignee and the Due Date (date/time). The task lands in the assignee's task list and they're notified when it's due.
- Click Save.
When a task is done, tick the box next to it; completed tasks are struck through and stay in the history.
Tip
A good task title starts with a verb and covers one job: "Call", "Send the treatment plan", "Confirm transfer time". A vague title like "Jonas" can't be followed up.
Seeing all tasks
The Contacts → Tasks tab shows every task on the account in one list. There you can:
- Filter by assignee, status (open/completed) and due date.
- Bring today's and overdue tasks to the top.
- Click a task to jump to the patient's record.
A good habit: every team member starts the day with "assigned to me, due today and overdue".
Adding a note
- On the contact detail page, open the Notes tab and type your note in the box.
- Click Save. The note appears at the top of the list with the author's name and date.
Notes are internal; the patient never sees them. You can edit or delete a note (depending on your permissions).
What to note down
| Note type | Example |
|---|---|
| Budget and expectations | "Budget ~€8k, wants at least 2 hotel options." |
| Preferred dates | "Second week of November because of school holidays." |
| Health information | "Penicillin allergy — tell Dr. Aydın." |
| Decision makers | "Will decide together with his wife." |
| Competitor info | "Got a €6,500 quote from another clinic." |
Important
Record health information only as far as it's needed for treatment. Agree with your admin who can see sensitive data. See Data privacy.
Note or internal comment?
- Note: lasting information about the patient. It stays on the contact record and is easy to find months later.
- Internal comment (in a conversation): collaboration in the moment — a question or a handover message. See Assigning and collaborating.
Rule of thumb: if it will still matter in six months, save it as a note.
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