Create tasks from text conversations

Converting text conversations into tasks lets you track follow-up work that requires action beyond messaging. Tasks stay linked to the original conversation so your team can reference the full message history while working on the issue.

Use tasks for problems that need research, coordination with other departments, or multiple steps to resolve. Tasks appear in your teamʼs task list with assignees, due dates, and status tracking separate from the conversation thread.

When to create tasks from conversations

Create tasks when a studentʼs issue requires action beyond just replying to their message. Good candidates for tasks include:

• Maintenance requests that need to be assigned to facilities staff

• Accommodation requests requiring review and documentation

• Room change requests that need approval and processing

• Billing questions that require researching transaction history

• Issues requiring coordination between housing and other departments

• Follow-up work with deadlines days or weeks in the future

Donʼt create tasks for simple questions you can answer immediately in the conversation, status updates or confirmations, or general questions about policies or procedures.

Open the conversation

Navigate to the SMS screen and click on the text conversation that needs follow-up. The conversation thread will open.

Click Create Task

Click Create Task. The task creation form will open with student information pre-filled from the conversation.

Enter the task name

Enter a task name describing what needs to be done. Write clear task names like "Fix broken closet door in Smith 204" or "Review accommodation request for Sarah Chen."

Your team should understand what needs to be done from the task name alone.

Add task details

Add a description with details about the work required. Include any relevant information from the conversation that will help the person completing the task.

Assign the task

Select the person responsible for completing the task. This might be yourself, another housing staff member, or someone from facilities or another department.

Set a due date

Set a due date if the work has a deadline. This helps your team prioritize tasks and ensures follow-up work happens on time.

Create the task

Click Create. The task is created and appears in your teamʼs task list with a link back to the original conversation.

View tasks linked to a conversation

When a conversation has related tasks, an indicator appears in the conversation view showing how many tasks are linked.

Click the task indicator to see all tasks created from this conversation. Each task shows its current status, assignee, and due date.

Click on any task to open it and see the full details or update its status.

Update task status as work progresses

Open the task from your task list or from the conversation. Update the status to reflect progress such as "In Progress," "Waiting on Parts," or "Complete."

Add notes about what youʼve done or whatʼs still needed. When the work is finished, mark the task complete.

Follow up with the student

After a task is marked complete, go back to the original text conversation and send a follow-up message to the student.

For example: "Your heater has been fixed—maintenance visited this morning. Let us know if you have any other issues."

This shows students you tracked their issue through to resolution and keeps them informed.