Effectively tracking and managing your activities and tasks is essential for streamlining workflows and improving productivity.
Vincere offers multiple tools to help you log calls, schedule meetings, and manage tasks effortlessly.
Click on the links ⬇️ to skip to the section that you're interested in:
⭕ Overview
The Activities & Tasks feature in Vincere allows users to:
Log calls, meetings, and comments.
Create, assign, and manage tasks.
Sync tasks with connected calendars for better coordination.
These tools simplify task management and ensure everyone stays on track.
🗝️ Key Features
Task Board: Centralized location to view, create, or update tasks and meetings.
Task Categories: Customize task actions to align with your organizational processes.
Follow-Up Activity: Option to set automatic follow-ups for better continuity.
Sync with Calendar: Seamless integration with external calendars like Google Calendar or Outlook.
⭕ How to Access and Create Tasks
Ways to Create Tasks:
1. Quick Add:
Navigate to the Quick Add menu and select "Task," "Comment," or "Meeting."
Fill in the task details, including subject, type, due date, assignee, and description.
2. Task Board:
Simply click on the Task icon on the screen's left panel.
Click Add New > Select Task or Meeting.
Customize further by clicking "More Details" to add extra information.
📝 Fields to Fill:
Task Type (Contact, Candidate, Project, Job, Job lead, Personal) - Select the type of task based on its purpose.
Subject: A concise and descriptive title for the task. This helps identify the task at a glance.
Due Date & Time: Specify when the task should be completed. Ensure you choose a realistic deadline to stay organized.
Sync with Calendar:
Yes – The task will be added to your connected email calendar and your Vincere calendar.
No – The task will stay in the Vincere calendar and task board only.
Assignee: Assign the task to the relevant team member responsible for completing it.
Description: Provide detailed information about the task. This can include instructions, goals, or additional context.
Attachments: Upload files relevant to the task.
Reminder: Set a reminder to stay on track, options include(None, at time of due day, 15, 30 1 hour, 2, 1 day before the task).
Notify team members: Enable notifications for team members about the task, ensuring everyone involved stays informed.
Follower(s): Choose individuals to follow the task and receive updates. You can also tick Follow this task to add yourself as a follower.
Linked Activity: Link the task to a specific activity for better organization.
Task Category: Categorize the task to align with your processes.
📌 Once created, tasks automatically appear in your Vincere Team Calendar > Double-click an entry to view or edit details. From here you will have the Action button to mark as Complete, Send email, or Delete.
👉 This works in the same way for creating both Comments and Meetings.
From the Task Tab, this is where all your meetings and tasks are being tracked. You will have the options to:
Create new meetings or tasks.
Mark them as complete
Send email/ Bulk email
Delete them to your liking.
3. Add Comment, Task, or Meeting to specific Candidate or Contact
If you want to add a Comment, Task, or Meeting to a specific Candidate or Contact quickly you can head to the respective person, hit actions, and then select which option you'd like.
⭕ Editing Task
Any changes you want to make like rescheduling of a meeting or changing the details of the task just click the task entry ⬇️
📝 Notes:
For tasks created with Sync with Calendar: No, you can change the setting to Yes later, and the task will be synced to your email calendar after saving.
Once a task is synced, it cannot be un-synced. The Sync with Calendar field will become read-only for synced tasks.
⭕ Configuring Task Actions
Vincere can be configured to your company processes straight out-of-the box
Want to add some additional Task actions to Vincere? No problem at all.
Simply head to Settings > Admin > General Settings > Organisational Settings > Task Category. Here you can add as many additional task actions as you like.
Examples include:
Candidate Interview
Candidate Meeting
Client Meeting
Contract Signed
Internal Competition
DC Sent
Internal Meeting
Candidate Birthday
Client Birthday
Reference Check
Placement Info Approved
Good Luck Call
Review
On-boarding - Good Luck Call!
... literally, anything you want
⭕ Tracking Tasks
If you work as a Manager of a team and set tasks for your teammates.
When the User/teammate completes a task, the task still shows on Task I'm following the section for the Manager.
👉 The Task I'm Following section will include tasks that are outstanding, overdue, and completed task this helps the Manager keep track of the status of the Tasks they're following whether it's pending or completed.
📝 Notes:
For the User who has been assigned the task, it will be in their Completed Task Section when the task is marked as completed.
For the Manager who created the task, and assigned it to users, the task will still be displayed in the Manager's taskboard under the Task Created by Me when the task is marked as completed.
⭕ Syncing Tasks with Connected Email Calendar
In the User Settings, you have the option to control task syncing.
You can decide whether new tasks in Vincere are automatically synced to your connected email calendar (e.g., Google Calendar, Outlook) or kept local to Vincere.
This feature helps streamline your workflow and ensures your tasks are visible where you need them.
📝 Note: By default, the setting will be ON. This means new tasks will be synced to the users' connected email calendar unless toggled off by the user from user settings.
🤔FAQs
Q: What happens if I delete a task?
A: Deleted tasks are removed from both the planner and task board.
Q: Can I sync tasks to multiple calendars?
A: Tasks sync to your primary connected calendar.
Q: How do I track team tasks as a manager?
A: Use the "Tasks I'm Following" section to view all tasks you’re monitoring, including completed ones.
Happy Recruitment #TheVincereWay🤩