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Workflow Tasks

Quick Reference​

Workflow tasks are automatic to-do items that guide you through each stage of your photography business. Think of them as your virtual assistant reminding you what needs to happen next.

What Are Workflow Tasks?

  • Action items created automatically by workflows
  • Appear in your task list with due dates
  • Guide you through each job stage
  • Can be assigned to team members
  • Marked complete when done

Task Sources:

  • Automatic - Created by workflows when stages begin
  • Manual - You add them to specific jobs as needed
  • Recurring - Repeat for every job (like "send thank you card")
  • Conditional - Only appear if certain conditions are met

Quick Access:

  • View all tasks in Tasks page (sidebar)
  • See job-specific tasks in each job's Workflow tab
  • Filter by status: pending, overdue, completed
  • Sort by due date, priority, or job

Common Tasks:

  • "Follow up if contract not signed within 3 days"
  • "Send questionnaire 2 weeks before session"
  • "Edit photos (due 2 weeks after session)"
  • "Follow up if final payment not received"

Detailed Guide​

What Makes Workflow Tasks Powerful​

They remember for you: You don't have to keep mental notes of "I need to follow up with Sarah about her contract" or "Time to send John's questionnaire." Tasks appear automatically at the right time.

They keep you on schedule: Tasks have due dates, so you can prioritize urgent items and avoid letting things slip.

They ensure consistency: Every client gets the same attention because the workflow creates the same tasks for every job.

They help you scale: Managing 3 clients without tasks? Easy. Managing 15 clients? You need tasks! Workflows scale with your business.

They enable team collaboration: Assign tasks to assistants, editors, or second shooters. Everyone knows what they're responsible for.

How Workflow Tasks Are Created​

Tasks are generated automatically when workflows advance through stages.

Example flow:

1. Job enters "Contract Pending" stage → Task created: "Follow up if contract not signed within 3 days" → Due date: 3 days from now → Assigned to: You (job owner)

2. Three days pass, contract still not signed → Task due date arrives → Task appears in "overdue" list (red flag) → You see it, send a reminder to client → Client signs contract, task marked complete

3. Contract signed, job moves to "Deposit Pending" stage → Task created: "Follow up if deposit not paid within 5 days" → Due date: 5 days from now → Assigned to: You

This automation means you never forget critical follow-ups!

Task Anatomy​

Every task has these components:

Title: Clear, actionable description

  • ✅ "Send questionnaire to client"
  • ❌ "Questionnaire stuff"

Description (optional): Additional context or instructions

  • "Use the family portrait questionnaire template"
  • "Include wardrobe guide with questionnaire email"

Due Date: When the task should be completed

  • Relative: "3 days from now"
  • Absolute: "January 15, 2026"
  • Event-based: "2 days before session date"

Status: Current state of the task

  • Pending - Not yet done
  • Complete - Finished!
  • Overdue - Past due date, still pending

Priority: Urgency level

  • High - Urgent, do ASAP (red flag)
  • Normal - Standard priority (no flag)
  • Low - Nice to have (gray)

Assignee: Who is responsible?

  • You (default)
  • Specific team member
  • Role (e.g., "Editor")

Associated Job: Which job does this task belong to?

  • Link to job detail page
  • Shows client name and job number

Viewing Your Tasks​

Tasks Page (Main View):

Navigate to Tasks in the sidebar to see all your tasks across all jobs.

What you see:

  • List of all pending and overdue tasks
  • Due dates and days remaining
  • Client/job associated with each task
  • Priority flags
  • Completion checkboxes

Filters:

  • All Tasks - Everything
  • Due Today - Tasks due today
  • Overdue - Past due date
  • This Week - Due within 7 days
  • Completed - Recently finished tasks

Sorting:

  • By due date (soonest first)
  • By priority (high priority first)
  • By job (group by client)
  • By creation date

Why this view is powerful: You see your entire workload at a glance. No need to open each job individually—just scan your task list and prioritize your day!

Job-Specific Task View:

Open any job and go to the Workflow tab to see tasks for that job only.

What you see:

  • Tasks organized by workflow stage
  • Completed tasks (grayed out)
  • Pending tasks
  • Task due dates relative to the job

Why this view is useful: When working on a specific job, you can focus on just that client's action items without distraction.

Automatic Task Creation​

Let's look at common tasks created automatically by workflows.

Lead Workflow Tasks​

"Respond to inquiry within 24 hours"

  • Created when: Lead is created
  • Due: 24 hours after lead creation
  • Purpose: Remind you to reply quickly (speed matters!)

"Follow up if no response within 5 days"

  • Created when: Quote is sent
  • Due: 5 days after quote sent
  • Purpose: Check in with client about the quote

"Follow up again if no response within 10 days"

  • Created when: 10 days after quote with no response
  • Due: 10 days after quote sent
  • Purpose: Final follow-up before marking lead lost

"Mark as lost if no response after 14 days"

  • Created when: 14 days after quote with no response
  • Due: 14 days after quote sent
  • Purpose: Clean up pipeline—move on if client isn't responding

Job Workflow Tasks​

"Follow up if contract not signed within 3 days"

  • Created when: Job created, contract sent
  • Due: 3 days after contract sent
  • Purpose: Ensure contract gets signed quickly

"Follow up if deposit not paid within 5 days"

  • Created when: Contract signed, deposit invoice sent
  • Due: 5 days after invoice sent
  • Purpose: Get deposit payment to confirm booking

"Send questionnaire to client"

  • Created when: Deposit paid, job moves to "Pre-Session" stage
  • Due: 2-3 weeks before session date
  • Purpose: Gather session details and preferences

"Confirm session date and location with client"

  • Created when: 2 weeks before session
  • Due: 1 week before session
  • Purpose: Final confirmation to avoid miscommunication

"Edit photos"

  • Created when: Session marked complete
  • Due: Based on turnaround time (e.g., 2 weeks for portraits)
  • Purpose: Track editing deadline

"Follow up if final payment not received within 5 days"

  • Created when: Gallery delivered but balance remains
  • Due: 5 days after gallery delivery
  • Purpose: Collect final payment

"Send thank you card and request review"

  • Created when: Final payment received
  • Due: 1 week after payment
  • Purpose: Client appreciation and marketing

Manual Task Creation​

Sometimes you need to add tasks that aren't part of the standard workflow.

When to add manual tasks:

Client-specific needs:

  • "Print album proof for Sarah's review"
  • "Send vendor referral list to wedding client"
  • "Deliver USB drive in person"

Custom requests:

  • "Edit 5 additional photos per client request"
  • "Create social media announcement for client's business"

Follow-ups:

  • "Check in about print orders"
  • "Ask for testimonial"
  • "Send anniversary session reminder"

Business operations:

  • "Upload wedding photos to backup drive"
  • "Send invoice to commercial client (Net 30)"

How to add a manual task:

From Jobs page:

  1. Open the job
  2. Go to Workflow tab
  3. Click "Add Task"
  4. Fill in title, due date, notes
  5. Assign to yourself or team member
  6. Save

From Tasks page:

  1. Click "New Task"
  2. Select associated job
  3. Fill in details
  4. Save

Quick add (from anywhere):

  • Many pages have a "+" button
  • Click → "New Task"
  • Add details and save

Manual tasks mix with automatic tasks: They all appear together in your task list, so you have one comprehensive to-do list for each job.

Completing Tasks​

To mark a task complete:

Method 1: Checkbox (Quick)

  • Click the checkbox next to the task
  • Task marked complete instantly
  • Task grayed out and moved to "completed" section

Method 2: Task Detail Page

  • Click the task to open details
  • Click "Mark Complete" button
  • Optionally add completion notes
  • Save

What happens when you complete a task:

  • Task status changes to "Complete"
  • Timestamp recorded (useful for tracking)
  • Workflow may automatically advance to next stage (if task was a stage exit trigger)

Uncompleting tasks: If you accidentally mark something complete, you can uncheck the box or click "Mark as Incomplete" to revert.

Skipping tasks: Some tasks might not apply to a specific job. You can delete tasks that aren't relevant rather than marking them complete.

Task Due Dates​

Due dates keep you on schedule. Here's how they work:

Relative Due Dates​

Most workflow tasks use relative due dates tied to events:

Examples:

  • "3 days after contract sent"
  • "2 weeks before session date"
  • "5 days after gallery delivery"

Why relative dates? They automatically adjust based on each job's timeline. A portrait session next week gets different due dates than a wedding 6 months away!

Absolute Due Dates​

Manual tasks often use specific dates:

Examples:

  • "Complete by January 15th"
  • "Deliver USB by client's birthday (March 10)"

When to use absolute dates: For one-off tasks with firm deadlines that don't relate to workflow events.

Overdue Tasks​

If a task's due date passes and it's still pending, it becomes "Overdue."

Visual indicators:

  • Red flag or badge
  • Shows "X days overdue"
  • Appears in "Overdue" filter
  • Sorted to top of task list

What to do with overdue tasks:

  • Complete them ASAP
  • Adjust the due date if circumstances changed
  • Delete if no longer relevant

Pro tip: Check your task list daily to catch items before they become overdue!

Task Priorities​

Priorities help you focus on what matters most.

High Priority (Red Flag):

  • Urgent, time-sensitive tasks
  • Blocking progress (contract needs signing before session)
  • Overdue items

Examples:

  • "Session is tomorrow and contract isn't signed!"
  • "Payment overdue by 10 days"
  • "Client waiting for edited photos (deadline passed)"

Normal Priority (No Flag):

  • Standard tasks
  • Important but not urgent
  • Typical workflow steps

Examples:

  • "Send questionnaire (session in 3 weeks)"
  • "Edit photos (due in 2 weeks)"
  • "Follow up on quote (sent 3 days ago)"

Low Priority (Gray):

  • Nice to have
  • Can wait if you're busy
  • Optional follow-ups

Examples:

  • "Ask for review"
  • "Check in about print orders"
  • "Send holiday card to past client"

How priorities are assigned:

Automatic tasks: Workflows assign priorities based on importance:

  • Contract follow-ups: High
  • General reminders: Normal
  • Post-delivery actions: Low

Manual tasks: You choose the priority when creating the task.

Overdue tasks automatically become high priority: Even if originally set to normal, overdue tasks are urgent!

Task Assignment (Team Features)​

If you have team members, you can assign tasks to specific people.

Common assignments:

To yourself:

  • Client communication tasks
  • High-touch actions (consultations, meetings)

To editor:

  • "Edit photos for [client name]"
  • "Apply lightroom preset and export"

To assistant:

  • "Create gallery for [client name]"
  • "Upload files to backup storage"
  • "Mail thank you card"

To second shooter:

  • "Deliver raw files from ceremony"
  • "Edit backup camera photos"

How to assign:

  1. Edit the task
  2. Change assignee from "Job Owner" to specific team member
  3. Save

What team members see: Tasks assigned to them appear in their task list. They receive notifications when tasks are assigned.

Task comments: Team members can add comments to tasks for coordination:

  • "Editing complete, ready for your review"
  • "Client wants 5 more photos edited—adding them now"

Learn more about team collaboration →

Recurring Tasks​

Some tasks need to happen for every job. Recurring tasks automate this.

Example recurring tasks:

"Send thank you card after delivery"

  • Happens for every completed job
  • Creates automatically when gallery is delivered
  • Due 1 week after delivery

"Request review/testimonial"

  • Happens for every completed job
  • Creates automatically when final payment received
  • Due 2 weeks after job complete

"Back up job files"

  • Happens for every job
  • Creates when job marked complete
  • Due 1 week after completion

How to set up recurring tasks:

  1. Edit the workflow
  2. Add a task to a stage
  3. Check "Recurring for all jobs"
  4. Save

Result: Every job that uses this workflow will get this task at the appropriate stage!

Conditional Tasks​

Some tasks should only appear in specific situations. That's where conditional tasks come in.

Example: "Collect final payment"

Condition: Only create this task if balance is outstanding Logic: If final payment already received (paid in full upfront), skip this task

Example: "Send engagement session reminder"

Condition: Only for wedding jobs that include engagement sessions Logic: If job type = wedding AND package includes engagement, create task

Example: "Follow up on album order"

Condition: Only if client ordered an album Logic: If album add-on selected, create task 3 weeks after gallery delivery

How to set up conditional tasks:

  1. Edit the workflow stage
  2. Add the task
  3. Click "Add Condition"
  4. Define the if/then logic
  5. Save

Benefits:

  • Cleaner task lists (no irrelevant tasks)
  • Reduces mental clutter
  • Focuses your attention on what actually matters for each job

Task Notifications​

Stay on top of tasks with notifications.

When you get notified:

Task created: When a new task is assigned to you (optional notification).

Task due soon: Reminder 1 day before task is due.

Task overdue: Daily reminder for overdue tasks.

Task assigned: When someone assigns a task to you.

Task commented: When a team member comments on a task you're involved with.

How to configure notifications:

  1. Go to Settings > Notifications
  2. Toggle task notifications on/off
  3. Choose notification method (email, in-app, SMS)
  4. Save preferences

Best practices:

  • Enable "task due soon" reminders to avoid surprises
  • Enable "overdue" notifications to stay accountable
  • Consider disabling "task created" if it's too noisy (you'll see them in your task list anyway)

Task Reporting​

Tasks generate valuable data about your productivity and process.

Metrics to track:

Task completion rate: What percentage of tasks do you complete on time?

Average time to complete: How long does it take you to finish tasks after they're created?

Overdue task count: How many tasks are you behind on?

Tasks by job type: Do weddings have more tasks than portraits? (They should!)

Where to see reports:

Go to Reports > Workflow Performance to see:

  • Tasks completed this week/month
  • Average days to completion
  • Overdue task trends
  • Most common tasks

Why reporting matters: If you're constantly behind on tasks, maybe you need to:

  • Simplify your workflows (fewer tasks)
  • Extend due dates (more realistic timelines)
  • Hire help (too much work for one person)

Tips for Managing Tasks Effectively​

Check your task list daily: Make it a morning routine. 5 minutes reviewing tasks sets your priorities for the day.

Tackle overdue tasks first: Don't let them pile up! Overdue tasks stress you out and disappoint clients.

Use priorities wisely: Not everything is high priority. Reserve red flags for truly urgent items.

Complete tasks promptly: When you finish an action, mark the task complete immediately. Don't let completed tasks clutter your list.

Add notes to tasks: Use the notes field to track context:

  • "Client prefers text for this follow-up"
  • "Waiting on venue contract before confirming date"

Delete irrelevant tasks: If a task doesn't apply to a specific job, delete it. Don't mark it complete if you didn't actually do it!

Adjust due dates when needed: Life happens. If you need more time, change the due date rather than leaving it overdue.

Review completed tasks: Occasionally look at recently completed tasks. Are you consistently late on certain types? Adjust workflow due dates!

Common Task Scenarios​

Scenario: Contract not signed after 3 days

What you see: Task appears: "Follow up if contract not signed within 3 days" Status: Due today

What to do:

  1. Click task to see job details
  2. Send a friendly reminder email or text
  3. "Hey Sarah! Just wanted to make sure you saw the contract email. Let me know if you have questions!"
  4. Mark task complete after sending reminder

Scenario: Multiple overdue tasks for one job

What you see: 3 overdue tasks for the same job—contract, deposit, and questionnaire all pending

What to do:

  1. Open the job detail page
  2. Identify the blocker (probably contract not signed)
  3. Focus on unblocking (get contract signed first)
  4. Other tasks will naturally resolve once the blocker is cleared
  5. Adjust due dates on remaining tasks if needed

Scenario: Task doesn't apply to this job

What you see: Task: "Send engagement session details" But this job is a portrait session, not a wedding

What to do:

  1. Delete the task (doesn't apply)
  2. Make a note to customize workflow for portrait jobs (remove engagement-related tasks)

Scenario: Editing task due but you're behind schedule

What you see: Task: "Edit photos for Johnson wedding" Due: Today Status: Overdue by 2 days

What to do:

  1. Acknowledge you're behind
  2. Send client update: "Editing running a few days late—photos will be ready by [new date]"
  3. Adjust task due date to reflect new timeline
  4. Complete task when editing is done

What's Next?​

Now that you understand workflow tasks, explore these related topics:

Email Automation - Learn how automated emails work with tasks

Customizing Workflows - Create custom tasks for your specific process

Default Workflows - Review the built-in tasks in default workflows

Team Management - Assign tasks to team members

Questions? Look for the help links throughout ShootPath, or use the support widget if you need assistance!