Creating and Managing Tasks in Pivott

Overview

Pivott's Tasks feature helps your team manage key dates and to-dos for vendors, properties, and contracts. Get reminders by email or in-app notifications, mark tasks complete, assign tasks to specific team members, and track everything in a calendar view.

Creating a Task

You can create a task from the item where the work needs to be tracked.

To create a task

1. Open the contract, vendor, or property where you want to add the task.
2. Find the Tasks tab.
3. Click Add Task.
4. Enter the task details:
   • Description
   • Due date
   • Assignee (optional — see Assigning a Task)
   • Recurring Reminders (Renewal Types):
   • Recurring reminders allow you to automate contract lifecycle tracking. When a contract has a Renewal Type selected, tasks can repeat based on the contract's start or end date (e.g., annually or before each renewal period).
   • Use recurring reminders for:
     • Auto-renewal monitoring
     • Annual renewal reviews
     • Notice period tracking (e.g., 60–90 days before expiration)
     • Evergreen contracts
5. Click Save Task.

Your task will now appear in the task list. Tasks may also appear in digest emails, depending on your notification settings.

Changing the Status of a Task

Task statuses help your team track work progress.

The available statuses are:

• To Do - The task has been created, but work has not started.
• In Progress - Someone is currently working on the task.
• Completed - The task has been finished.
• Archived - The task has been removed from active view but is retained for historical reference. See Archiving a Task.

To update a task status

1. Find the task you want to update (on the Tasks list, or in the Tasks tab on the associated contract, vendor, or property).
2. Click the status label in the status column.
3. Select the new status.

The task will update immediately and be visible to other users with access.

Archiving a Task

Archiving lets you remove a task from your active view without permanently deleting it. This is useful for tasks that are no longer relevant but that you want to keep for your records.

To archive a task

1. Find the task you want to archive.
2. Click the status label and select Archived.

Archived tasks are hidden from the main task list by default. They are also excluded from the This Week's Tasks widget on the Dashboard.

To view archived tasks

1. Go to the Tasks page.
2. Toggle the Show Archived option to include archived tasks in the list.

Assigning a Task

You can assign a task to a specific team member to make responsibility clear and ensure the right person gets notified.

To assign a task

1. When creating or editing a task, click the Assignee field.
2. Select a team member from the list.
3. Click Save Task.

The assignee field is optional. If no assignee is set, notifications for the task are sent to all users in your organization as usual. When an assignee is set, only that person receives task notifications — they take on direct responsibility for the task.

Notifications and Email Reminders

In-App Notifications

1. Click the bell icon in the top right corner to view reminders.
2. You can:
   1. Click Mark As Read, or
   2. Delete them by clicking the trash icon.

Email Reminders

• Users receive Reminder Digests summarizing upcoming tasks.

• Digest frequency can be:
  • Weekly
  • Monthly
  • Custom
• To configure digest settings for your organization, please contact your Account Manager or email help@pivott.io — we'll help you get set up!

Calendar Integration

• Tasks also appear in the Calendar View.
• If synced with Google or Outlook, tasks will also show in your calendar.

Tips for Managing Tasks

• Hover over a task and select the edit, delete, or duplicate icon.
• Completed tasks are automatically hidden from the main list.
• Archived tasks are also hidden by default — use the Show Archived toggle to view them.
• Review your tasks regularly to stay on top of upcoming deadlines.
• Toggle to view completed tasks at any time.
• View the user and timestamp of who completed the task.
• If a task has an assignee, only they will receive notifications for it.
• Applies across all task locations — Vendors, Properties, and Contracts.