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
Google Ads
Meta Ads
Website Changes
Landing Page
Full Builds
1 more...
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
Select client
🌐 Hello Ai
🌐 Illawarra Dentists
🌐 Stones Corner Dental
🌐 Evolve Dental
🌐 Stones Corner Dental
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
☑ AI Action Req...
☐
🤖 Agent
Empty
📌 Notes
Empty
👥 Sub Tasks
Empty
||| Action Item ID
GEN-20260512-35EF2
∨ 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.
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
↳⚡
Hello Ai
Not started
Pradeep
+ 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 Clientor🤖 Waiting on Agent→👤 In Review→ApprovedorDone
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
Not started
In progress
Waiting on Client
🤖 Waiting on Agent
👤 In Review
Approved
Done
On Hold
Cancelled
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
Handing off to an AI agent
When an AI agent is handling part of the work, tag them in the Agent field, set the right status, and tick AI Action Required if you need the agent to pick it up autonomously.
🚧
This automation is still in progress. For now, you will need to manually send the task to the AI agent via Discord — using the Action ID to reference the correct task. The full process for this is covered in the next step (Step 6: Action ID). Once the automation is live, agents will be able to pick up tasks from the board directly.
⚡ Add New Dentist — Stones Corner Dental
Status
Not started
Agent
None tagged
AI Action Required
☐ Not ticked
Notes
Empty
Agent quick reference
Forge
Website builds & changes
Pen
Copy & content
Pixel
Image editing
Max
Data & reporting
Hype
Social & ads copy
Pulse
Client health
Radar
Monitoring & alerts
6
Using the Action ID with agents
Every task card has a unique Action ID generated automatically by a formula property. This is how you reference a specific task when instructing an AI agent — no ambiguity, no wrong cards pulled.
What the Action ID field looks like on a task card
Task
Update Dentist Name
Client
🌐 Illawarra Dentists
Action ID
SD-0042
The Action ID is read-only — it is generated automatically when the task is created. You will find it as a field on every task card. You cannot edit or delete it.
How to reference an Action ID when talking to an agent
Example — Forge (website change)
💬 You → Forge
Forge, please action this task: Action ID SD-0042 — Update the dentist name from Dr James Wong to Dr James Chen on the Illawarra Dentists website. Update it on the team page and anywhere else his name appears. Once done, set the task status to Done.
Example — Pen (copy update)
💬 You → Pen
Pen, please action this task: Action ID SD-0051 — Rewrite the About page intro copy for Stones Corner Dental. Keep it AHPRA compliant. Warm, professional tone. 80 words max. Check the Notes field on the task card for the brief.
Example — Pixel (image edit)
💬 You → Pixel
Pixel, please action this task: Action ID SD-0058 — Remove the background from the hero photo attached to this task card and export it as a PNG. Save back to the task card when done.
Anatomy of a good agent message
Action ID
Always include the Action ID. This is how the agent pulls the exact task from the database — no guessing, no wrong card.
What to do
Be specific about the exact action required. Don't leave it vague — tell the agent exactly what change to make, where, and what the expected output looks like.
After done
Tell the agent what to do when finished — usually "set the task status to Done" or "set to In Review". This keeps the board updated without you having to do it manually.
Notes field
If the brief is long or complex, write it in the Notes field on the task card first, then tell the agent to check Notes. Keeps your message short and the brief in the right place.
Where to find the Action ID
The Action ID is visible in two places:
1. On the task card — open any task and look for the Action ID field in the properties panel on the right side. It will show something like SD-0042.
2. In the board view — if the Action ID column is visible in your table view, you can read it directly from the row without opening the card. If you can't see it, click the + at the end of the column headers to add it to your view.
Task
Status
Assignee
Action ID
⚡Update Dentist Name
Not started
Karizza
SD-0042
⚡Rewrite About Page
In progress
Karizza
SD-0051
⚡Remove Hero Image Background
Not started
Tiffany
SD-0058
💡
Why this matters: Without the Action ID, an agent has to guess which task you mean based on the name alone — which breaks down fast when there are multiple clients with similar tasks. The Action ID makes every instruction unambiguous. Get into the habit of copying it before you send any agent message.
7
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 AI agent learning.