Use Tasks to record follow-ups for your agency team. A task describes the work, the person responsible and an optional deadline. Older Optune documentation may call tasks “To-dos”; these names refer to the same function.
This guide is for booking agents working in an agency group. Agency tasks and artist-group tasks are separate, even when both groups work on the same booking.
Create a task for a booking
Open the relevant booking and select its Tasks tab.
Click New task.
Enter a clear Title, such as “Confirm technical rider”.
Add a Description explaining what needs to be checked and the expected result.
Choose the responsible agency team member in Assigned to. The title and assignee are required.
Set a Due date if the work has a deadline. You can leave it empty.
Save the task using the action at the bottom of the dialog. Check the title, assignee and deadline in the booking's task list.
For a show on 28 November, a task due on 21 November gives the agent a week to resolve production questions. A useful description is: “Review the stage plan, input list and soundcheck requirements with the venue. Record the agreed running order in the booking.”
A task is the follow-up to complete. Use the booking's Schedules section for the running order itself. Adding a task does not create a schedule entry.
Create a general agency task
Use a general task for work that does not belong to one show, such as reviewing the agency's standard production checklist.
Close any open booking or task dialog and choose Tasks in the main navigation.
In Open, click New item.
Enter the title and description, select the assignee and optionally set a due date.
Click Add and check the saved item in the task list.
Booking tasks also appear in this central area, with their booking context beneath the title. A general task is not attached to a booking.
Edit, complete or reopen a task
Click the task title to edit it. Change the relevant fields and click Update. Wait for the dialog to close and check the saved result before leaving the page.
Select the checkbox beside a task to mark the work complete. Completed tasks appear in Closed in the central Tasks area. To reopen one, open Closed and clear its checkbox. Wait for the list to update, then check Open.
Review the assignee and due date when reopening work. Completing a task changes the task status; it does not confirm, complete or cancel the associated booking.
Find tasks and manage tasks without a deadline
Use Search in tasks to find a title, and check both Open and Closed when looking for an existing task.
Turn on Show only tasks without due date to focus on undated work. Turn it off again to include tasks with a deadline. A task hidden by a search or filter has not been deleted.
An empty due date means no deadline was set. The show date beneath a booking task and an “Updated on” date are not substitutes for its due date. Add a real deadline when someone must follow up by an agreed date.
Who can see and receive agency tasks?
Agency tasks belong to the agency group and can be assigned within its agency team. The artist group's task list is separate. Your agency does not automatically see the artist group's tasks, and artist-team members do not automatically see your agency's tasks.
If a technician belongs only to the artist team, that membership does not make them an agency-task assignee. To assign an agency task to that person, an agency administrator must also add them to the agency team and set the appropriate access. Their agency access can be restricted to the relevant artist.
For work that the artist's own team should manage, use the artist-group workflow. See How do I create and manage artist tasks? for that role.
Task assignment does not grant additional booking-editing or financial permissions. If the person or action you need is missing, ask an agency administrator to check membership and access.
Use a task to follow up on an option deadline
For an agreed option that is not yet confirmed, create a Pending booking with the information already available. Add a task for the agent responsible for following up before the option expires.
For example: “Ask the promoter to confirm the 28 November option before 12:00 on 21 November.” Set the task's due date to 21 November and put the exact agreed time and action in its description.
The task records a manual follow-up. Its due date does not automatically extend the option, confirm the show, cancel the booking or remove the date. The responsible person must review the option and update the booking. A Blocked availability entry is not an automatic option-expiry process either.
Reuse a recurring checklist
For recurring production work, use a task template rather than entering the same checklist for every show. Templates can define due-date offsets around the show's date. Review the resulting tasks and deadlines in the booking after applying a template.
Keep general agency work separate from a show's checklist. A template is useful for repeated booking work; it is not a reason to attach unrelated office tasks to a booking.
Troubleshooting
A task is missing: clear the search, check Open and Closed, and turn off the undated-only filter.
An assignee is missing: check their agency-team membership. Artist-team membership alone is not enough.
The artist cannot see an agency task: agency and artist tasks are managed separately. Decide which group should own that work.
The task is due but the option is still Pending: the agent must follow up and update the booking manually.
The saved task differs from what you entered: reopen it, check the fields and save with Update. If the issue repeats, contact Optune support with the task title, booking link, steps and expected result.