Introduction
In the catering industry, managing tasks efficiently is critical to keeping operations smooth and customers satisfied. It is essential for staying on top of customer follow‑ups, internal to‑dos, and proactive outreach. With CaterZen’s CRM Task Management features, you can create, assign, track, and complete tasks—right from the CRM. CaterZen's Task List feature provides a centralized hub for organizing, tracking, and completing tasks with ease. This comprehensive guide consolidates everything you need to know, from task creation through deletion, filtering, reminders, best practices, and FAQs.
Table of Contents
- Overview
- Before You Begin
- Creating a Task
- Editing, Completing & Reopening Tasks
- Deleting Tasks
- Filtering & Viewing Your Task List
- Rebooking & Quote Reminders
- Task Settings & Customization
- Best Practices
- Frequently Asked Questions
Overview
CaterZen’s CRM Task Management helps your team stay organized by linking tasks directly to customer records. Whether you need to remember to follow up on proposals, send menus, or check in post-event, tasks ensure nothing slips through the cracks.
Key Features
Task Creation: Quickly add tasks from any CRM record.
Assignments: Delegate tasks to individual users or groups.
Due Dates & Priorities: Set dates, times, and priority levels.
Notifications: Email and in‑app alerts keep you on schedule.
Filtering & Views: Find tasks by status, assignee, due date, or tags.
Completion & History: Mark tasks complete, reopen if needed, and review history.
Before You Begin
Ensure you have a CRM user role with Task Management permissions enabled. CRM: Settings Employee Permissions
Confirm your time zone and notification preferences under Admin > Manage Employee are correct.
Familiarize yourself with the CRM Icons. CRM – Icon Reference Guide
**Explore our Interactive Click-through Guide here or follow the steps below**
Creating a Task
Navigate to the CRM tab and choose CRM from the dropdown. Search/open your desired Customer Record.
Click the Task icon in the CRM Icon List. Then select Create a New Task for (Customer)
In the Create a Task for (Customer) pop-up, complete the fields:
Subject Line: Choose + New or select from predetermined Subject Lines
Type: Choose from Dropdown
Assigned To: Defaults to the currently logged-in user, but you can reassign it to any individual team member and/or to a CRM Group.
Due Date: Choose from default choices or create a custom due date
Reminders: Choose from default choices or create a custom reminder date
Description: Add context or instructions
Click Create Task. Your new task will appear under your Customer's Task List in their CRM record.
Editing, Completing & Reopening Tasks
Editing a Task
From any Task List view (Customer CRM Record or Task List), click the Gear icon next to the Task you wish to edit.
Update the information as needed in the pop-up.
Click Update Task to apply changes.
Marking as Complete
Locate the Task: Ensure you understand the task requirements, including any notes or deadlines.
Perform the Task: Carry out the necessary action—send the email, make the call, or complete the to-do item.
Mark as Completed: After performing the task, click the checkbox on the left to mark that Task is complete.
Update Note for Task: Once you mark the task as complete, the checkbox will change from ‘Still To Do’ to Completed, and a pop-up box will appear prompting you to update any final notes about the completed Task.
Task Notes: Creating, Editing, and Tracking
If a note has already been created for a task, you’ll have the option to edit it or add additional information. If no note exists, the field will appear blank and ready for entry.
Use the text field to enter any relevant details or updates related to the task. This is a great place to document progress, issues, or outcomes.
If you do not wish to add a note, click Cancel to close the pop-up without saving any changes.
Save Note & Create Task – Use this option if the note requires a follow-up. Clicking this will save the current note and open a new pop-up window where you can enter the details of the next task.
Create This Note – Click this to simply save the note to the recently completed task, ensuring all important information is recorded.
Employee Assignment & Completion Tracking:
Under the Details section, you’ll see the name of the employee originally assigned to the task. If someone else completes it, their name will be recorded as the one who completed the task—providing full visibility into task handoffs.
Reopening a Task
If a completed task needs revision:
- Locate and select the task that needs changes.
- Click Edit to make necessary adjustments.
- Save Task updates, and unmark the Completed checkbox and the task will be moved back to Still To Do.
Deleting Tasks
In any Task List view (Customer CRM Record or Task List), locate the Task you wish to remove.
Click the X icon to the right of that Task.
Confirm deletion in the prompt.
Warning: Deletion is permanent. To restore a deleted task, recreate it manually.
**Explore our Interactive Click-through Guide here or follow the steps below**
Filtering & Viewing Your Task List
Click the CRM Tab and choose Task List from the dropdown.
Choose Filters – Sort tasks by type, due date, assigned team member, or status.
Exporting and Reporting
Customize Task List View – Edit and Adjust Displayed Columns
To tailor your task list view to show the most relevant details:
Click Edit Columns.
On the left side, check the Task properties you'd like to include in your report.
On the right side under Selected Columns, use the six-dot icon next to each item to drag and rearrange the column order to your preference.
This allows you to focus on the task information that matters most to you.
Export Task Data – Download task lists in Excel for further analysis or reporting.
**Explore our Interactive Click-through Guide here or follow the steps below**
Rebooking & Quote Reminders
CaterZen can automatically generate two reminder tasks—Rebooking Reminders and Quote Reminders—to help you follow up on catering events and quotes right from the order or quote. Both reminders appear on your calendar as tasks assigned to a team member. Make sure this feature is enabled in your settings. [See this article for instructions.]
Rebooking Reminder Scenario
Let’s say you’ve just booked a 100-person holiday lunch for ACME Corp on October 15th. To secure repeat business, you'd want to follow up with them around the same time next year.
After placing the order, a Rebooking Reminder pop-up will automatically appear.
- The Subject Line defaults to “Rebooking Reminder.”
- Choose the Task Type
- Assigned To will default to the user currently logged in, but you can reassign the task to another team member and/or a CRM Group.
- Set the Due Date for around the same time next year - October 1st. You can adjust the date and time if needed.
- The Description is pre-filled with the customer’s name, event date, and location. You can add custom notes such as: “Offer holiday menu specials.”
To complete the setup:
Click Create Reminder/Task to save just the rebooking Task.
Or click Create Reminder + New Task if you'd like to create this reminder Task and immediately add another Task for the customer.
These Reminders can ensure you don’t miss the chance to secure repeat business from past catering clients—especially for annual events, holidays, or seasonal gatherings. A well-timed follow-up can bring in thousands in repeat revenue with just one task.
Quote Reminder Scenario
Now, Let’s say you’ve created a catering proposal for a potential client who’s planning a corporate lunch next month. You want to make sure you follow up before the event date to increase your chances of closing the deal.
After creating the quote, a Quote Reminder pop-up will appear.
- The Subject Line defaults to “Quote Reminder.”
- Choose the Task Type
- Assigned To will default to the currently logged-in user, but you can reassign it to another team member and/or a CRM Group.
- The Due Date will automatically be set for a few days before the event date—giving you time to follow up proactively. You can adjust the timing as needed.
- The Description will include the customer’s name, quote date, and any relevant details. You can add a personal follow-up message, like “Check if they’d like to move forward with this order.”
To complete the reminder:
- Click Create Reminder to save the follow-up task.
Rebooking Reminders ensure you don’t miss the chance to secure repeat business from past catering clients—especially for annual events, holidays, or seasonal gatherings. A well-timed follow-up can bring in thousands in repeat revenue with just one task. Quote Reminders help you stay top-of-mind with prospects who haven’t yet confirmed their event. Timely follow-up increases conversion rates, shows professionalism, and helps you close more business before competitors do.
By automating these follow-ups, CaterZen helps your team close more deals and retain more clients—without letting anything fall through the cracks.
Task Settings & Customization
Task Subject Lines: Employees with permission can manage under CRM Settings > Task Subject Lines. Admin: CRM Settings
Permissions: Control create, edit, and delete rights via user roles in Manage Employees. CRM: Settings Employee Permissions
Best Practices
Use Clear Titles: e.g., "Follow up on menu proposal for ACME Corp.".
Consistent Documentation: Always include detailed notes for each task to provide context for future reference.
Assign Ownership: Always assign to a specific team member.
Utilize Reminders: Set up automated reminders for critical tasks to ensure timely follow-ups.
Review Daily: Include a 5‑minute task check in your morning routine.
- Timely Updates: Mark tasks as completed immediately after execution to maintain an accurate task list.
Frequently Asked Questions
Q: Can I link a task to multiple records?
A: Tasks can only be tied to one customer record. To relate a task to others, add notes or create separate tasks.
Q: How do I see tasks assigned to my team?
A: In the Task List filter dropdown, select Assignee > Team.
Q: Are task reminders mobile‑friendly?
A: Yes—reminders send via email and can be viewed on any device.
Further Reading
Conclusion
By adopting CaterZen’s CRM Task Management, you and your team maintain complete oversight of tasks, deadlines, and customer follow‑ups, ensuring nothing falls through the cracks. Centralizing your to‑dos boosts productivity, drives timely action, and enhances client satisfaction. Regularly review your task list, leverage reminders, and apply the best practices outlined here to stay ahead of your pipeline. With these tools at your fingertips, managing CRM tasks becomes efficient, reliable, and stress‑free.
For additional help, refer to the CaterZen Support Center or contact our CaterZen Support Team.
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