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, see who completed them, 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
   • 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 the progress of work.

The available statuses are:

• To Do - The status has been created, but work has not started.
• In Progress - Someone is currently working on the task.
• Completed - The task has been finished.

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.

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.
• 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.
• Applies across all task locations — Vendors, Properties, and Contracts.