Shoutout Digital — Internal Guide

Action Items BoardHow To Use It

A step-by-step visual walkthrough for Client Owners. Click any step to jump straight to it.

🎯 Open Action Items Board in Notion ↗
6 steps
Interactive demos
Based on your live board
1. Log a task
2. Fill in fields
3. Add sub-items
4. Update status
5. Share a task link
6. Close a task
1
Log the task first — always

The moment a request comes in — from the AM, Charlie, or Ani — open the board and click the New button in the top-right corner. Do not start work on an unlogged task.

Action Items · Shoutout Digital
⚡ Action Items
= ↕ ⚡ ⚙
⚡ Action Items
By Client
By Status
Website Changes
Google Ads
Meta Ads
Landing Page
Full Builds
Content
Social Media
Video Shoot
Done
Cancelled
Task
Client
Status
Assignee
Category
▼ No Client
🌐 Hello Ai
▼⚡Full Website Design & Dev
Hello Ai
In progress
Karizza
Full Website Build
🌐 Illawarra Dentists
⚡Create New Landing Page
Illawarra Dentists
In progress
Karizza
New Landing Page
🌐 Stones Corner Dental
⚡
Empty
Not started
Karizza
Website Changes
+ New page
How to create a new task
1
Click the New ▾ button in the top-right of the board. This creates a new blank task card.
2
Type the task name in the title field. Keep it clear and specific — for example: Add New Dentist or Replace Hero Image. The client name is selected separately in the Client column, not included in the title.
3
The task will appear under No Client at first. Fill in the Client field immediately so it moves to the right group. Then fill in all remaining fields — covered in Step 2.
💡
You can also scroll to the correct client group and click + New page at the bottom of that group — this auto-links the Client field for you, saving one step.
2
Fill in the task card fields

When you open a new task card, this is what you will see. Fill in every field below before you start work. Watch how each one fills in.

⚡ New Task
Add New Dentist
✳ Client
Empty
⊙ Status
Not started
🏷 Task Category
Empty
📅 Due Date
Auto-calculated from Task Category
❗ Urgent
☐
⊕ AM
Auto-fills when Client is selected
⊕ COM
Auto-fills when Client is selected
📌 Notes
Empty
👥 Sub Tasks
Empty
∨ 7 more properties
0 / 3 required fields filled
💡
AM and COM auto-fill. Once you select the Client, the AM and COM fields populate automatically — they are rollup properties connected to the client masterlist. You do not need to fill these in manually. Just make sure the correct client is selected and they will pull through on their own.
📅 How Due Date works
Auto-calculated from Task Category — you never need to set it manually
Formula property
⚡
Urgent ticked → next business day
If you tick the Urgent checkbox, the formula overrides everything and sets the due date to the next working day — accounting for weekends (Friday → Monday, Saturday → Monday).
Standard due dates by task category
Task Category Days from creation Why
Full Website Build 15 days Complex multi-page builds need room to breathe.
New Landing Page 5 days Single page but needs copy, build, and QA.
Website Changes / Updates 2 days Usually quick — text swaps, image updates, minor edits.
Google Ads 3 days Needs setup, review, and launch confirmation.
Meta Ads 3 days Same as Google Ads — setup + review cycle.
Content 3 days Writing, review, and approval buffer.
SEO 5 days Research, writing, and publishing cycle.
GHL / Automation 3 days Build and test cycle for forms and workflows.
Reporting 2 days Data pull and formatting is usually quick.
Social Media 3 days Social content production and scheduling.
Shoot 3 days Video or photo shoot coordination.
Update Landing Page 2 days Faster than a new build — changes to an existing landing page.
Others 3 days Default fallback for anything uncategorised.
Weekend handling: If a task is created on a Friday, the formula adds the weekend buffer automatically so the due date never lands on a Saturday or Sunday.
3
Break it down with sub-items

For tasks with multiple parts, add sub-items directly from the list view. Hover over a parent task row and click + New sub-item that appears underneath it. Click the arrows to expand and collapse.

▼ 🌐 Hello Ai ··· +
⚡ Task
✳ Client
⊙ Status
👥 Assignee
📅 D...
▼⚡Full Website Design & Dev
Hello Ai
In progress
Karizza
April 30
▼⚡Create Homepage
Hello Ai
In progress
Pradeep
April 30
—⚡Service Pages
Hello Ai
In progress
Pradeep
April 30
—⚡Contact Us
Hello Ai
Approved
Pradeep
April 30
+ New sub-item
+ New page
👆
Click the ▼ arrows above to collapse and expand groups. To add a sub-item, hover over any expanded parent task and click the + New sub-item button that appears directly below it — try it above. Sub-items can themselves have sub-items as needed.
⚠️
Every sub-item needs its own Status and Assignee filled in — same as a parent task. A sub-item with no assignee is an orphaned task that nobody will action.
4
Keep status updated as work moves

Click any status badge to change it. Each status means something specific — don't leave tasks on "Not started" once you've begun, and don't skip statuses.

Status flow
Not started → In progress → Waiting on Client → 👤 In Review → Approved or Done
If paused: On Hold · If dropped: Cancelled (never delete — cancel instead)
Task
Status
Assignee
Urgent
Category
🌐 Stones Corner Dental
⚡Add New Dentist
Karizza
—
Website Changes
Click the status badge above to change it and see what each one means.
👆
Click the status badge in the board above to open the dropdown. Each status is explained in the box below as you select it.
5
Sharing a task — use the page link

When you need to reference a specific task — in Discord, in a message to the team, or when flagging something — just share the direct link to the task card. No need to describe it, no guessing which task you mean.

How to copy the link to a task card
1
Open the task card by clicking on it in the board.
2
Look for the copy link icon in the top-right corner of the page — it looks like a chain link 🔗. Click it and the link is copied to your clipboard.
3
Paste the link in your Discord message, Teams chat, or wherever you're referencing it.
What to look for — top right of the task card
Shoutout Workspace · Action Items · Update Dentist Name
⬜ Share
🔗
Copy link ⌘L
☆
···
The 🔗 icon is what you're looking for. Click it and the full page URL is copied instantly — ready to paste anywhere.
Message examples
Example — Flagging to Bettina
💬 You → Bettina Hey Bettina, can you check this one? The Illawarra Dentists dentist name update — waiting on your sign-off before we push it live. notion.so/shoutoutdigital/Update-Dentist-Name-...
Example — Chasing a team member
💬 You → Pradeep Hey Pradeep, just checking in on the About page rewrite for Stones Corner — is it still on track for today? notion.so/shoutoutdigital/Rewrite-About-Page-...
Example — Reporting a blocker
💬 You → Bettina FYI — this one's on hold. Client hasn't sent the new hero image yet. Set it to On Hold and added a note. notion.so/shoutoutdigital/Remove-Hero-Image-...
💡
The link opens the exact task card for whoever receives it — no searching, no confusion. When replying to a Discord request, always include the card link so everything is connected and easy to trace back.
6
Close a task properly

The one non-negotiable is updating the status. The other steps depend on the context — see the notes below each one.

1
Set Status to "Approved" or "Done" Required
Only mark Done when sign-off is confirmed — not when you think it's done.
2
Add a note in the Notes field Optional
Not required, but useful for tracking — especially on complex tasks. Add context if something came up, was changed, or needs to be noted for next time.
3
Reply on Discord If requested via Discord
If the original request came in through Discord, reply to that message to confirm it's done. Include a link to the task card so everything is connected and traceable.
⚡ Add New Dentist — Stones Corner Dental
Status
Not started
Completion Progress
Notes
Empty
✅
If a task is no longer needed, set Status to Cancelled — never delete. The record needs to stay for reporting and audit trail.